If you’re in HR, you’re no stranger to compliance management, forms, and deadlines—though keeping them all in order may be a different story. We want to be sure you’re equipped with the right information to keep everything on track year after year, from ACA to FLSA.
That’s why we put together the HR compliance calendar every year, to bring you an important list of dates and deadlines you need to know to help keep compliance on track for your workplace.
In this compliance calendar, you will find the key topics to keep your Company up-to-date and ready to take on the year like a pro including employee awareness and required or recommended training.
You may access answers to these questions, guidelines and examples in our comprehensive Forms Library, which is available complimentary to our clients 24/7, with the exception of Guardian HR Hotline Clients. Please log into your client portal at www.guardian-hr.com and click “Forms Library” from the left side bar menu. Guardian Hotline clients may feel free to reach out through our hotline service for assistance with these policies and topics.
Note: This calendar is designed to help our clients review the key human resources-related reporting and notice requirements that may apply to their organizations. Please note that this list is for general reference purposes only and is not all-inclusive. Many of the compliance requirements are complex ERISA or other statutory legal filings and responsibilities may vary depending on your company’s plans. We encourage you to consult with your insurance brokers, plan administrators and/or your ERISA and tax advisors for further guidance.
Certain documents or forms provided by the IRS, or other sources were issued as drafts, or for the effective date at the time of publication. For the most current information, please check with a tax professional, benefit professional and/or the correlating websites. (i.e. irs.gov/LatestForms, etc.)”
KEY: * While Guardian HR is your specialist for HR and employment law related matters, tax-specific topics/requirements should always be verified and discussed with a tax professional and benefit-specific topics/requirements should always be verified and discussed with a benefits professional.
Holidays
- National Employee Appreciation Day – March 6
Important Dates and Deadlines for this Month
Upcoming deadlines to file/furnish certain tax documents listed below. IRS filing requirements change frequently. Please contact your tax specialist to ensure accuracy of filing requirements.*
- File Form 8027 if you are a large food or beverage establishment. *
- File Form 730 and pay the tax on wagers accepted during January. *
- File Form 2290 and pay the tax for vehicles first used in January. *
- Farmers and fishermen: File Form 1040 and pay any tax due. However, you have until Apr 15 to file if you paid your 2019 estimated tax payments by Jan 15, 2020. *
- Foreign Trusts with a U.S. Owner: File calendar year Form 3520-A. For automatic 6-month extension, file Form 7004. *
- Withholding Agent: File Forms 1042-S & furnish copy to income recipient. Request automatic 30-day extension by filing Form 8809. A separate request required for 30-day extension to provide Forms 1042-S to recipients. *
- S Corp: File Form 1120S for calendar year & pay any tax due. Furnish copy Sch. K-1 to each shareholder. For automatic 6-month extension, file Form 7004 & deposit estimated tax. File Form 2553 to elect S Corp status beginning with calendar year 2020. *
- Partnerships: File Form 8804 and Forms 8805 for a calendar year entity. For automatic 6-month extension, file Form 7004. *
- Withholding Agent: File Form 1042 for calendar year. Request an automatic 6-month extension of time to file Form 1042 by filing Form 7004. *
- Deposit payroll tax for Feb if the monthly deposit rule applies. *
- Partnerships: File Form 1065 and furnish a copy of Sch. K-1 to each partner. For automatic 6-month extension, file Form 7004. *
- Electronically file Forms W-2G, 1097, 1098, 1094-C, 1094-B, 1095-B, 1099, 3921, 3922 and 8027.*
- File Form 2290 and pay the tax for vehicles first used in February. *
- File Form 730 and pay the tax on wagers accepted during February. *
March 1
- Forms W-4 claiming exemption from withholding for the previous year expire. *
March 2
- Deadline for Electronic Submission of the previous year’s OSHA 300A Data Due (applies to Companies with 250 or more employees in an industry covered by the recordkeeping regulation (or 20-249 employees in high risk industries)
March 8
- Daylight Savings Time Begins
March 10
- Employees are required to report to you tips of $20 or more earned during February
March 31
- End of Q1, calendar year. *
Topics to Discuss and/or Review
For clients who require more assistance or have questions regarding the topics discussed in this section, please feel free to reach out to your dedicated HR consultant, or for clients who do not have a dedicated HR Consultant may feel to reach out to the Hotline Service.
19. Focus on Equal Employment Opportunity and Affirmative Action. For clients with access to the Forms Library, references to this section can be found in the folder “EEOC & Affirmative Action.”
20. Prepare and File EEO-1 Survey ( For employers with 100+ employees. See EEO-1 Frequently Asked Questions and Answers, Instruction Booklet, EEO-1 Survey Login, First Time Filers/Registration).
- Pursuant to the February 10, 2020 court order in the matter of National Women’s Law Center, et al., v. Office of Management and Budget, et al., Civil Action No. 17-cv-2458 (D.D.C.), the EEOC’s EEO-1 Component 2 “pay data” collection for 2017 and 2018 is now complete. The EEOC is no longer accepting filings of EEO-1 Component 2 pay data for either 2017 or 2018.
- The 2019 EEO-1 survey is not yet opened. The EEOC is currently in the process of seeking approval under the Paperwork Reduction Act (PRA) to collect the EEO-1 survey for 2019, 2020, and 2021. The EEOC is seeking to collect Component 1 of the survey and to discontinue the collection of Component 2 pay data. See, EEO-1 60-Day PRA Notice. The opening of the collection will be announced by posting a notice on the EEOC home page and sending a notification letter to eligible EEO-1 filers. When the survey opens, the EEOC will provide online resources to assist filers with their submissions and the EEOC’s helpdesk will be available to respond to filer inquiries and to provide additional filing assistance (including, for example, guidance on processing mergers and acquisitions and other corporate changes). Please check https://www.eeoc.gov/employers/reporting.cfm for most relevant information. For clients with access to the Forms Library, references to this section can be found in the folder “EEOC & Affirmative Action.”
21. Conduct Sexual Harassment Training for all employees (Certain States have their own requirements please check).
- We offer this training both live and online. It is included in our webinar library at www.guardian-hr.com Please feel free to contact us at training@guardian-hr.com to schedule live training.
22. Develop a Diversity and Inclusion Initiative. For clients with access to the Forms Library, references to this section can be found in the folder “Diversity.”
23. Discuss and develop strategies to provide inclusivity for individuals that are Gender Transitioning. For clients with access to the Forms Library, references to this section can be found in the folder “Diversity” and click the subfolder, “Gender Transitioning.”
24. Evaluate the types of complaints received in the previous year to see which areas need more guidance, training, etc. For clients with access to the Forms Library, references to this section can be found in the folder “Complaints.”
25. Train supervisors and managers on the Company’s complaint procedure and bring up points of concern based on the previous year’s complaint evaluation. For clients with access to the Forms Library, references to this section can be found in the folder “Complaints.”
- How do employees communicate work-related problems or file complaints? (Open-Door Policy, Complaint Resolution policy, Investigation Procedure, Discrimination, Harassment, and Retaliation Reporting, Whistleblower policy, reporting to the EEOC or State Reporting Procedures).
- What is the process supervisor and manager must do when receiving a complaint? (i.e. Who do they report it to? Is there anything they need to document/file?).
26. Conduct a meeting or an open discussion with employees to instruct them on any employee dating or non-fraternization policies, their reporting options, the Company’s role in investigations of received complaints, the Company’s prohibition of retaliation, and to encourage employees to report any violation of Company Policies including Harassment, Discrimination, Retaliation, Conflict of Interest, etc. to any individual of management they feel comfortable). For clients with access to the Forms Library, references to this section can be found in the folders “Complaints” “Conduct” and “Harassment.”