Free HR Compliance Calendar Template
Key federal deadlines for payroll, tax filings, benefits enrollment, and workplace safety for US businesses. Download and customize for your organization.
Download HR Compliance Calendar (Google Docs) →
What This Covers
| Category | Details |
|---|---|
| Payroll Tax Filings | W-2 distribution deadlines, quarterly Form 941 filings, federal income tax due dates |
| ACA Reporting | Form 1095-C distribution, Forms 1094-C/1095-C paper and electronic filing deadlines |
| EEO-1 Reporting | Component 1 filing window and deadline for private employers |
| Workplace Safety | OSHA 300A summary posting period (February through April) |
| Benefits Administration | Form 5500 filing, Medicare Part D notices, open enrollment preparation |
| Federal Holidays | All federal holidays with payroll and holiday pay reminders |
| Ongoing Obligations | Quarterly payroll taxes, workers' comp renewals, state-specific compliance |
HR Compliance Calendar for US Businesses
January
- •Jan 1: New Year's Day (Federal Holiday) — Ensure proper payroll and holiday pay processing.
- •Jan 15: EEO-1 Component 1 Filing opens for private employers (deadline typically May 31).
- •Jan 31: Distribute Form W-2 to employees.
- •Jan 31: Distribute Form 1095-C for ACA to employees (Applicable Large Employers).
February
- •Feb 1: OSHA 300A Summary Posting (runs through April 30).
- •Feb 28: IRS paper filing deadline for Forms 1094-C and 1095-C (ACA Reporting).
March
- •Mar 15: File Forms 1094-C and 1095-C electronically with the IRS (ACA Reporting).
April
- •Apr 15: Federal income tax returns due (ensure payroll tax withholding compliance).
- •Apr 30: OSHA 300A Summary Posting period ends.
May
- •May 31: EEO-1 Report (Component 1) filing deadline for private employers (if applicable).
- •Late May: Memorial Day (Federal Holiday) — Ensure holiday pay compliance.
June
- •Jun 30: Deadline for filing Form 5500 (Employee Benefit Plan reporting) for calendar year plans with extensions.
July
- •Jul 4: Independence Day (Federal Holiday) — Ensure proper holiday pay processing.
- •Jul 31: Form 5500 filing deadline (for calendar year employee benefit plans without extensions).
September
- •Early Sep: Labor Day (Federal Holiday) — Ensure holiday pay compliance.
October
- •Oct 15: Deadline for extended federal income tax returns.
- •Oct 15: Medicare Part D Creditable Coverage Notices due to employees.
November
- •Nov 1: Start preparing for open enrollment for health benefits (ACA compliance).
- •Nov 11: Veterans Day (Federal Holiday) — Ensure holiday pay compliance.
- •Late Nov: Thanksgiving Day (Federal Holiday) — Ensure holiday pay compliance.
December
- •Dec 1: Distribute ACA Notices to employees for upcoming plan year.
- •Dec 25: Christmas Day (Federal Holiday) — Ensure proper holiday pay processing.
- •Dec 31: Ensure all year-end tax and compliance filings are prepared.
Ongoing Deadlines
- •Quarterly Payroll Tax Filings (Form 941): Due at the end of each quarter (April 30, July 31, October 31, January 31).
- •Workers' Compensation Insurance Renewals: Vary by state, but typically require annual renewals.
- •State-Specific Compliance: Ensure compliance with state-specific labor laws, wage notices, and sick leave requirements.
- •I-9 Verification: Complete Form I-9 within 3 business days of each new hire's start date.
How to Use This HR Compliance Calendar
Customize for your state
Add state-specific deadlines for paid leave, wage notices, and workers' compensation filings that apply to your locations.
Assign owners
For each deadline, assign a responsible person in HR or finance who is accountable for completing the task on time.
Set reminders
Build reminders at least 2-4 weeks before each deadline to allow adequate preparation time.
Review quarterly
At the start of each quarter, review upcoming deadlines and confirm that all prior filings were completed.
Update annually
Federal and state deadlines shift. Review the calendar each January and update dates, especially for holidays and any regulatory changes.
Frequently Asked Questions
Common questions about HR compliance calendars.
Any US business with employees benefits from an HR compliance calendar. It is particularly important for businesses with 50 or more employees, as they face additional requirements under the ACA, EEO-1 reporting, and FMLA.
Penalties vary by filing. Late W-2 distribution can result in IRS penalties starting at $60 per form. Late ACA filings carry penalties of $310 per return. OSHA violations can result in fines up to $16,131 per violation. Specific penalties depend on the filing and the length of the delay.
Review and update the calendar at least once per year, ideally in January. Additionally, check for mid-year regulatory changes that may introduce new deadlines or modify existing ones.
This calendar focuses on federal deadlines. State requirements for paid sick leave, wage theft notices, pay transparency, and other regulations vary and should be added based on the states where your employees work.
Yes. While some requirements (such as EEO-1 and ACA reporting) only apply to larger employers, the payroll tax, OSHA, and benefits deadlines apply to businesses of all sizes. Remove any items that do not apply to your organization.
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