If you are 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 are equipped with the right information to keep everything on track throughout the year, from ACA to FLSA.
That is why we put together the HR compliance calendar, to bring you an important list of dates and deadlines you need to know to keep your workplace on track.
In this month’s compliance calendar, you’ll find the key topics to keep your Company up-to-date including employee awareness and
required or recommended training.
| *NEW: Monthly Compliance Calendar Consultations –A monthly webinar with a Compliance Consultant to guide you through HR compliance tasks and topics. Reach out to your dedicated HR Manager to find out how to register for the monthly Compliance Calendar Webinar! |
- Not applicable to HUB100 or GHR Hotline Clients
Holidays
Columbus Day and Indigenous People’s Day – Second Monday in October
Important Dates and Deadlines for this Month
October 1
- The Form I‑9 dated “10/19/2019” may continue to be used through Oct. 31, 2023. The latest version of I-9must be used from November 1st, 2023.
- The 2022 EEO-1 Component 1 data collection will open on Tuesday, October 31, 2023. The EEO-1 online Filer Support Message Center (i.e., filer help desk) will also be available beginning Tuesday, October 31, 2023, to assist filers with any questions they may have regarding the 2022 collection. The deadline to file the 2022 EEO-1 Component 1 report is Tuesday, December 5, 2023. The 2022 EEO-1 Component 1 Instruction Booklet and FAQs is available in the Forms Library > EEOC & Affirmative Action > 2022 EEO-1 Reporting folder. All updates about the 2022 EEO-1 Component 1 data collection, including supplementary resource materials, will be posted to eeocdata.org/eeo1 as they become available.
Topics to Discuss and/or Review
1. Review Handbook check-in.
- Begin the process of editing handbook for updated version.
- It is recommended to review the Company employee handbook annually to comply with frequent changes in employment law.
2. Review all Company policies i.e. Vacation, attendance, benefits, dress code, discipline, new laws, etc. For clients with access to the Forms Library, state-by-state charts and sample policies can be found throughout the Forms Library. For law updates, reach out to your dedicated HR Consultant.
- Use employee count to determine if there are applicable laws that now apply (this varies State-to-State and certain local requirements apply).
- Discuss with appropriate management any policies that may require revision.
- Review handbook for new NLRB standards. See: NLRB Intensifies Scrutiny of Employer Policies
- Note anything to add/delete or revise for Annual Handbook Review.
3. Review or create (if applicable) policies for Company Credit Cards, Fuel Cards, Use of Personal Vehicles or Company Vehicles. For clients with access to the Forms Library, references to this section can be found in the folder “Company Property.”
- See “Company Credit Card Policy.”
- See “Credit Card Acknowledgement Form.”
- See “Fuel Card Policy.”
- See “Employee Use of Personal or Company Vehicles.”
4. Review any Company Property agreements or Return of Company Property Request letters. For clients with access to the Forms Library, references to this section can be found in the folder “ Company Property.”
- See “Company Property Agreement.”
- See “Agreement to Return and Care for Company Equipment”
- See “Return of Company Property”
- See “Uniform Agreement”
5. Review Company Property, Confidential and Personal Information Policies. For clients with access to the Forms Library, references to this section can be found in the folders “Agreements”, “ Company Property”, “National Labor Relations Board (NLRB)” and “Privacy and Confidentiality.”
- See “Company Property; Confidential and Personal Information Policy” For clients with access to the Forms Library, this document can be found in the folder “Company Property.”
- See “External Communications Policy”
- Discuss with employees the importance of the security of propriety business information.
- Is there a specific member of management that employees should refer to speak or respond to media inquiries on behalf of the Company?
- Determine if the Company requires Non-Disclosure Agreements.
- Are rules effective?
- Do policies comply with employees’ right to discuss wages and/or working conditions? See Guardian HR’s LAWLERT discussion regarding recent changes in NLRB standards: NLRB Intensifies Scrutiny of Employer Policies
6. Determine and discuss options for Travel, Mileage, and Expense Reimbursement policies. For clients with access to the Forms Library, references to this section can be found in the folders “Compensation and Payroll” and the “Exempt vs. Non-Exempt” folder in the “Policies & Templates” subfolder specifically the document, “Travel Policy – nonexempt employee.”
- Check federal, state, and local laws for mileage reimbursement rates. (Rates vary city to city and state to state) – see: Business Expense Reimbursement Requirements by State and Municipality.
- Does the Company provide tuition or educational expense reimbursement?
- Do employees use their own equipment for business use (for example, personal cell phones, cars, computers, etc.?).
7. Review Technology Resources, Social Media, Mobile Device and Media Contact Policies. For clients with access to the Forms Library, references to this section can be found in the folders “National Labor Relations Board (NLRB)” and “Technology” folder.
- See “Electronic Surveillance Policy”
- See “Mobile Device Policy”
- See “Personal and Company-Provided Portable Communication Devices”
- See “Use of Communications and Computer Systems”
- See “Use of Social Media”
- Do policies comply with the National Labor Relations Board (NLRB)?
- Does the Company provide and monitor Technology Resource Use?
- Who has access to Technology Resources and who authorizes use or enforces compliance? (i.e. IT Controller, etc.).
- Does the Company monitor work areas via Electronic Surveillance?
8. Discuss employment trends, options and opportunities for the Company with appropriate management. For clients with access to the Forms Library, references to this section can be found in the folders, “Benefits” and “HR Helpers & Guidelines.”
- Research and pull benchmark data on current employment trends.
- Discuss implementing “Well Being” Programs.
- Discuss various benefit programs.
- Conduct Employee Satisfaction Survey.
9. Review Company observed Holidays, and add any changes to the new year’s Employee Calendar. For clients with access to the Forms Library, references to this section can be found in the folder, “Vacation, PTO, Holidays” in the subfolder “Holiday.”
- Certain states have special Holiday requirements, please check.
- See Holiday Policy.
- See Change in Holiday Policy Letter.
10. Complete and Submit the Guardian HR Employee Handbook Questionnaire. For clients with access to the Guardian HR website, using your login credentials, you can complete the Guardian HR Employee Handbook Questionnaire and upload any applicable documents to submit the Company’s Employee Handbook for creation/review.
Tips
More information in reference to the topics discussed in this month’s compliance calendar can be found in our comprehensive online Forms Library, which is available to members 24/7.
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.