2025 HR Compliance Calendar: Full Downloadable Guides
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Last Updated: 11/04/2024
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Business owners and HR department leads: Are you up to date on all of the forms, regulations, and laws that affect you and your team? Whether you’re a seasoned HR pro or just hiring your first employees, this comprehensive list of filing deadlines, legal requirements, tax payments, and HR action items for each day of the year is here for your reference.
Looking for our complete guide to 2025 HR Compliance? Get our official downloadable guide now, and never miss an important deadline for your business.
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HR Compliance Deadlines by Month
January HR Compliance Deadlines
January 1, 2025
Minimum Wage Increase
New minimum wage rates go into effect for many state and local jurisdictions and for certain industries. Review your state’s minimum wage rates and tax limits.
January 1, 2025
Salary Threshold for Exemption from Overtime under the FLSA Increase
The salary threshold for the FLSA’s “white-collar” exemptions increases to $1,128 per week or $58,656 annually.
January 1, 2025
BOI Reporting Due
Beneficial Owner Information (BOI) reporting is due for companies created prior to January 1, 2024
January 10, 2025
Annual Handbook Review
Review your employee handbook to ensure up-to-date information and compliance with current regulations. Ensure that all employees review and sign additions or updates.
January 15, 2025
Q4 2024 Estimated Tax Payment Due
Businesses must pay taxes on their profits. How a company is set up determines who pays the taxes.
January 31, 2025
Distribute W-2 and 1099 Forms to Employees and Contractors
Protect your business by filing Forms W-2 and 1099 correctly. Use these forms to report payments to contractors and payroll tax withholdings from employees.
January 31, 2025
Distribute Form 1099-R to Qualifying Employees
File Form 1099-R for each person to whom you have made a designated distribution or are treated as having made a distribution of $10 or more from certain retirement and other accounts.
January 31, 2025
File Tax Forms W-2 and W-3
Transmit income and tax statements with Forms W-2 (Copy A) for the previous tax year.
January 31, 2025
Quarterly Federal Tax Return (Form 941) Due
For fourth quarter 2024. If you made timely deposits in full payment of your taxes for the quarter, you may file Form 941 by February 10, 2025.
January 31, 2025
Annual Federal Unemployment Tax Return (Form 940) Due
For tax year 2024. If your FUTA tax is more than $500 for the calendar year, you must deposit at least one quarterly payment based on the amount of your quarterly tax liability.
If you deposited all FUTA tax when due, you may file Form 940 by February 10, 2025.
If your FUTA tax is $500 or less in a quarter, carry it over to the next quarter. Continue carrying your tax liability over until your cumulative tax is more than $500. At that point, you must deposit your tax for the quarter.
January 31, 2025
Annual Federal Tax Return (Form 944) Due for Small Employers
Small employers with annual tax liability withheld federal income tax, FICA totaling $1,000 or less may file an annual tax return instead of quarterly returns.
January 31, 2025
File Form 720 (Quarterly Federal Excise Tax Return)
Use Form 720 and attachments to report liability by IRS number and pay the excise taxes listed on the form.
January 31, 2025
IRS Form 1096 Due
Companies preparing 1099 forms should also prepare Form 1096. Complete and submit this form with the company’s informational returns when they are filed in paper form.
January 31, 2025
Deposit of Unemployment Taxes (Form 940) Due
For companies with an accumulated unpaid liability over $500 through December 2024.
February HR Compliance Deadlines
February 1, 2025
Post OSHA Form 300A In a Visible Location
Post OSHA Form 300A (Summary of Work-Related Injuries and Illnesses) covering accidents that occurred during the last calendar year in a visible location from February 1 to April 30.
February 14, 2025
W-4 Form Changes for Existing Employees Due
Current employees who claim and exemption from withholding should complete a new W-4 at this time in order to continue to be exempted.
February 28, 2025
Employer-Provided Health Insurance Offer and Coverage Paper Filing Due
File hard copies of Forms 1094-C and 1095-C with the IRS (if not filing electronically). Electronic filing due April 1.
February 28, 2025
Request an Extension of Time to File if Needed
Submit Form 8809 to request an extension, if needed, to file forms: W-2, W-2C, 1042-S, 1094-C, 1095, 1097, 1098, 1099, 3921, 3922, 5498, and 8027.
March HR Compliance Deadlines
March 1, 2025
Distribute Completed Form 1095-C to Applicable Employees
All employers with an average of 50 or more employees working at least 30 hours per week during the prior calendar must complete this tax form. All full-time employees must receive this information regardless of whether they participate in the company health plan.
March 1, 2025
Distribute Employer-Provided Health Insurance Offer and Coverage Forms to Employees
Send tax Form 1095-B to taxpayers, their spouse, and their dependents if they were enrolled through a self-insured employer or insurance provider in the previous year. Applicable large employers must file a separate Form 1095-C for each full-time employee.
March 2, 2025
Submit Electronic Reports to OSHA
Employers in certain high-risk industries or those subject to OSHA’s recordkeeping regulation, submit Form 300A (Summary of Work-Related Injuries and Illnesses) electronically.
March 15, 2025
Corporate Tax Returns for S Corporations (Form 1120-S) and Partnerships (Form 1065) Due
Partnerships and S corporations reporting on a calendar year basis, which most do, must file their 2024 income tax returns by this date.
March 15, 2025
Return of Excess (ROE) Distributions for Failed ADP/ACP Tests - EACA Plans
Deadline for corrective ROE distributions for failed prior year ADP/ ACP compliance tests for Plan Sponsor to avoid the 10% excise tax for plans that do not satisfy the eligible automatic contribution arrangement (EACA) requirements.
April HR Compliance Deadlines
April 1, 2025
Employer-Provided Health Insurance Offer and Coverage Electronic Filing Due
Electronically file Forms 1094-C and 1095-C with the IRS.
April 15, 2025
Q1 2025 Estimated Tax Payments Due
Businesses must pay taxes on their profits. How a company is set up determines who pays the taxes.
April 15, 2025
Corrective Distributions of Excess Deferral Amounts
If the total of a plan participant’s 2024 elective deferrals exceed the limit under IRC Section 402(g), the excess amount plus allocable earnings must be distributed to the participant.
April 15, 2025
Request an Automatic Extension of Time to File if Needed
File Form 7004, Application for Automatic Extension of Time to File Certain Business Income Tax, Information, and Other Returns if needed.
April 15, 2025
File Form 8928 to Report Certain Health Plan Taxes
Group health plans or employers file this form to report the tax due on certain failures.
April 15, 2025
Business Owner Tax Returns Due
Individual, sole proprietor, and calendar-year C corporation tax returns due for tax year 2024.
April 15, 2025
Notify Employees of Last Call for IRA and HSA Contributions
Notify employees that today is their last day to make contributions to their IRA or HSA accounts under the prior calendar year.
April 30, 2025
Quarterly Federal Tax Return (Form 941) Due
For first quarter 2025. If you made timely deposits in full payment of your taxes for the quarter, you may file Form 941 by May 12, 2025.
April 30, 2025
Deposit of Unemployment Taxes (Form 940) Due
For companies with an accumulated unpaid liability over $500 through March 2025.
April 30, 2025
Remove OSHA Form 300A Posting
Remove posting of OSHA Form 300A (Summary of Work-Related Injuries and Illnesses) of accidents that occurred during the last calendar year.
May HR Compliance Deadlines
May 15, 2025
Mid-Year Compliance Check — Records
Start your mid-year compliance audit to ensure all records and documentation are up to date.
June HR Compliance Deadlines
June 1, 2025
Submit RxDC Reporting for Previous Calendar Year
Employer-based health plans must submit information about prescription drugs and health care spending. This data submission is called the RxDC report.
June 17, 2025
Q2 2025 Estimated Tax Payments Due
Businesses must pay taxes on their profits. How a company is set up determines who pays the taxes.
June 30, 2025
Return of Excess (ROE) Distributions for Failed ADP/ACP Tests - EACA Plans
Deadline for corrective ROE distributions for failed prior year ADP/ ACP compliance tests for Plan Sponsor to avoid the 10% excise tax for plans that satisfy the eligible automatic contribution arrangement (EACA) requirements.
July HR Compliance Deadlines
July 29, 2025
Provide Summary of Material Modification (SMM) to Plan Participants
Deadline to provide SMM to plan participants for plan amendments adopted in prior plan year, if any.
July 31, 2025
Employer Retirement Plan Reporting (Forms 5500-series and 8955-SSA) Due
Which version of Form 5500 you complete will depend on the size of your business and the structure of your retirement plan.
July 31, 2025
Extension of Time for Employee Plan Returns Due
If you know ahead of time that you won’t be able to make the original deadline, you can file an extension for your company’s Form 5500 and Form 8955-SSA by using Form 5558.
July 31, 2025
Quarterly Federal Tax Return (Form 941) Due
For second quarter 2025. If you made timely deposits in full payment of your taxes for the quarter, you may file Form 941 by August 11, 2025.
July 31, 2025
Deposit of Unemployment Taxes (Form 940) Due
For companies with an accumulated unpaid liability over $500 through June 2025.
August HR Compliance Deadlines
August 1, 2025
Mid-Year Compliance Check — Policies
Ensure all company policies and practices are up to date with any regulatory or legislative changes.
September HR Compliance Deadlines
September 16, 2025
Q3 2025 Estimated Tax Payments Due
Businesses must pay taxes on their profits. How a company is set up determines who pays the taxes.
September 16, 2025
Extended Calendar-Year Tax Returns Due
Extended calendar-year partnership and S corporation tax returns due.
September 30, 2025
Provide Employees and Beneficiaries a Summary Annual Report (SAR) of Benefit Plan’s Financial Health and Operations
A Summary Annual Report (SAR) is a yearly document that provides employees and beneficiaries with a concise overview of their employee benefit plan’s financial health and operations.
October HR Compliance Deadlines
October 15, 2025
Provide Medicare Disclosure Notice
Provide Disclosure Notice to all Medicare-eligible individuals who are covered under the organization’s prescription drug plan.
October 15, 2025
Extended Calendar-Year Tax Returns Due
Extended sole proprietorship and calendar-year C corporation tax returns due.
October 15, 2025
Extended Deadline Retirement Plan Filing Due
Form 5500 - 401(k) Retirement Plan extended Filing Deadline.
October 31, 2025
Deposit of Unemployment Taxes (Form 940) Due
For companies with an accumulated unpaid liability over $500 through September 2025.
October 31, 2025
Quarterly Federal Tax Return (Form 941) Due
For third quarter 2025. If you made timely deposits in full payment of your taxes for the quarter, you may file Form 941 by November 10, 2025.
November HR Compliance Deadlines
November 1, 2025
Distribute Open Enrollment Announcements
Employers are responsible for notifying employees of an upcoming open enrollment period. This includes communicating benefits options, updates, and deadlines.
November 1, 2025
Review and Update Employee Classifications to Ensure Compliance
Review employees’ exempt status to ensure compliance with the new federal overtime guidelines.
Learn More:
Fair Labor Standards Act (FLSA): What Employers Need to Know
November 18, 2025
Distribute Federal and Company Holiday Guidelines
Provide a list of days the organization will be closed, paid holidays, and additional time-off policies.
December HR Compliance Deadlines
December 1, 2025
Notify Employees of Benefits or Compensation Changes Effective January 1
Notify employees of any changes to compensation or benefits that start on the beginning of the year.
December 1, 2025
Distribute 401(k) Safe Harbor, QDIA, and Automatic Enrollment
Deadline to distribute 401(k) safe harbor, QDIA, and automatic enrollment required notices to plan participants.
December 16, 2025
Q4 2025 Estimated Tax Payments Due
Businesses must pay taxes on their profits. How a company is set up determines who pays the taxes.
December 31, 2025
Conduct End-of-Year Compliance Activities and Nondiscrimination Testing
Companies must perform both nondiscrimination tests each year to ensure that the 401(k) plan does not favor highly compensated employees.
December 31, 2025
Review Year-End Payroll Processing and Initiate Coming Payroll Year
After you have wrapped up this year’s payroll, review your payroll schedule for the next fiscal year. Check all period-ending dates and quarterly closing dates to make sure they do not fall on any major holidays, weekends, or other dates that would make it difficult to process in a timely manner.
Never Miss an HR Compliance Deadline With Paychex
Staying on top of HR compliance dates can feel overwhelming, but with the right tools and resources, it doesn’t have to be. Remember, a well-planned approach can save time and prevent costly penalties. We hope this guide has helped clarify critical dates and requirements for the year. As you work to maintain compliance and keep your organization running smoothly, consider partnering with Paychex for expert guidance and support. Visit Paychex HR Solutions to learn more about how we can help you navigate the complexities of HR compliance with confidence.
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