2018 HR & Payroll Compliance Calendar: Complete HR & Payroll To Do List for HR Professionals


One of the most challenging responsibilities of small business owners and HR professionals is staying compliant with ever-changing laws and meeting deadlines for various filing requirements. Have you ever wonder how other HR professionals keep track of these requirements? Here is the secret; HR Compliance Calendar.

 

 

Our HR professionals here at Back Office Remedies put together all important deadlines and list of items that small business owners and HR professionals need to do in 2018. Although we covered essential requirements in this HR Compliance calendar, regularly checking the Department of Labor’s website is a great idea. Also, for more details on tax forms and deadlines, please refer to IRS Tax Calendar.

If you have not yet completed year-end HR to-do lists, we recommend you read our previous blog articles "2017 year-end checklist for HR department" too.  And don't forget to subscribe our monthly newsletter which covers important HR compliance updates and explanations by our HR professionals.

Do you prefer having a physical calendar on your desk? We have a desk calendar version too! (The picture above.) Sign up from here to get one for free. (Yes, it’s free! And even we cover your shipping fee.)

 

Disclaimer: The information contained herein is provided for your convenience and its accuracy and completeness is not guaranteed.  Back Office Remedies, Inc. and its affiliates and agents are not responsible for the accuracy of the information contained herein.  You should confirm all dates and deadlines with the issuing agency or taxing authority.  This compliance calendar is not intended to be, nor should it be considered to be, legal, tax or accounting advice.  You should consult a qualified professional for any questions or concerns you may have.
 

2018 HR & Payroll Compliance Calendar 

 

December 2017

Federal and Regional Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employee on time.

  • Monday, December 25 – Christmas Day

End-of-year checklist

  • Verify employees’ contact info
  • Prepare for ACA Reporting (If applicable)
  • Update employee handbook to reflect changes in law
  • Order new workplace compliance posters for 2018 - We offer all-in-one compliance posters! Order today at 844-305-1500
  • Update state and federal forms including new updated state unemployment (if applicable)
  • Order W-2 and 1099-MISC form stock and envelopes
  • Prepare to switch payroll provider or software, if necessary: The beginning of a new year is the best time to switch to a new payroll solution. - Try one of our All-In-One Payroll solutions for 1 month FREE!
  • Remind employees to submit updated W-4 forms if necessary, especially if withholding allowances have changed or will change in the upcoming year (e.g., changes in marital status)

 

January 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

  • Monday, January 1, 2018 – New Year’s Day
  • Monday, January 15, 2018 – Martin Luther King Jr. Day

Before your first payroll

  • Review changes in state minimum wage and unemployment insurance rates
  • Update employee deductions
  • Inform employees of insurance open enrollment period

Payroll & Tax

  • File 1094-B and 1095-B forms
  • File 1094-C and 1095-C forms 
  • Provide 1095-C to employees. – Due on 1/31/2018 (or 3/31/2018 if you are filling electrically.)
  • Issue copies of Form W-2s to employees and 1099-Misc to contractors – Due on 1/31/2018
  • Prepare and file Form 940, Employer’s Annual Unemployment (FUTA) Tax Return, and Form 944, Employer’s Annual Federal Tax Return for previous year  - Due on 1/31/2018

HR

  • Post new workplace compliance posters - Do you need one? We offer all-in-one compliance posters! Order today at (844)-305-1500.
  • Distribute updated employee handbook - Be sure to follow all updates in laws, rules, and regulations and have your employees sign it.
  • Prepare OSHA Form 300 Log - If you need any assistance, contact our Safety department at (702) 832-4837.

End of Quarter Reminder

  • Prepare and file Form 941, Employer’s Quarterly Federal Tax Return for the fourth quarter of 2017 – Due on 1/31/2018

 

February 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

  • Monday, February 19, 2018, Presidents’ Day

Payroll & Tax

  • Prepare and file folloiwing forms: -  Due on 2/28/2018 (or March 31st if filing electronically)
    • W-2 (Wage and Tax Statement)
    • W-3 (Transmittal of Wage and Tax Statements)
    • 8027 (Employer’s Annual Information Return of Tip Income and Allocated Tips)
    • 1099 (Miscellaneous Income)
    • 1096 (Annual Summary and Transmittal of U.S. Information Returns on paper) 

HR

  • Post OSHA 300 Log (Form 300 & 300A) - through 2/1 to 4/30

Establishments with more than 10 employees are required to prepare and maintain records of serious occupational injuries and illnesses using OSHA 300 Log. Establishments in certain “low-hazard” industries are partially exempt from this recordkeeping requirement. - If you have any questions or need assistance with OSHA recordkeeping, contact our Safety department at (702)832-4837.

 

March 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

No federal holidays in March.

 

Payroll & Tax

  • File W-2, W-3, 8027, 1099, 1096, 1094-B, 1094-C, and 1095-C electronically. – Due on 3/31/2018
  • S Corporations and partnerships tax returns – Due on 3/15/2018

HR

  • Submit EEO-1 Report – Due on 3/31/2018 

All companies with more than 100 employees including companies with fewer than 100 employees owned by or affiliated with another company and the entire enterprise employs a total of more than 100 are employees required to file EEO-1 reports using a payroll period in the fourth quarter of calendar year 2017.   - Do you need help with the EEO-1 Report? Contact us as 800-305-1500

 

April 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

No federal holidays in April.

HR

  • Post OSHA log for 2017  - Due on 4/30/2018

Tax & Payroll

  • Corporations and Individual Tax Returns  - Due on 4/17/2018

End of Quarter Reminder

  • Prepare and file Form 940, Employer’s Quarterly Federal Tax Return for the fourth quarter of 2017 – Due on 4/30/2018

 

May 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

  • Monday, May 28, 2018, Memorial Day

Tax & Payroll

  • Exempt Organization Tax Returns – Due on 5/12/2018

HR

  • Prepare for hiring summer interns

Developing valuable and competitive internship program allows you to nurture and feed your full-time hiring efforts.

Note: Unpaid internships have limits on the work they can perform.

 

June 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

No federal holidays in June.

HR

  • Review your employee handbook to updates any changes in laws, regulations and rules and make sure to have your employees sign it
  • It’s National Safety Month. It’s a great time to conduct safety trainings.

Safety department at Back Office Remedies offers various safety training classes such as CPR/First Aid and OSHA 10 & 30 Hour Certificate. Contact at (702)832-4837 for more details.

 

July 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

  • Wednesday, July 4, 2018, Independence Day

End of Quarter Reminder

  • Prepare and file Form 940, Employer’s Quarterly Federal Tax Return for the fourth quarter of 2017 – Due on 7/31/2018

 

August 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

No federal holidays in August.

 

HR

  • Conduct sexual harassment Training:

Although sexual harassment prevention training is not mandated by federal law, it may be required in some state including CA. Such training helps to reduce the incidence of sexual harassment in the workplace and minimize an employer's potential liability.

We offer sexual harassment prevention class and help creating a policy and procedure. Contact us at 844-305-1500 for more details.

 

Payroll & Tax

  • Exempt Organization Extended Tax Returns – Due on 8/15/2018

 

September 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employee on time.

  • Monday, September 3, 2018, Labor Day

Tax & Payroll

  • Partnerships & S corporation Extended Tax Returns – Due on 9/17/2018

HR

  • Conduct an Employee Engagement Survey - Such a survey helps improve employee engagement and satisfaction. High levels of engagement promotes retention of talent, fosters customer loyalty, and improves organizational performance.

 

October 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

  • Monday, October 8, 2018, Columbus Day

HR

  • Conduct performance reviews and prepare for the end of year bonuses
  • Review PTO balances and remind employees of your policy:

If you opt for “Use-it-or-Lose policy, you might need to adjust employees’ leave schedule to avoid significant year-end absenteeism.

Note: In some states, you are not allowed to forfeit earned vacation. In that case, you might want to consider allowing rollover of unused PTO balance. - If you need more help with your PTO policy, contact us at 844-305-1500.

Payroll & Tax

  • Corporations & Individuals Extended Tax Returns – Due on 10/15/2018

End of Quarter Reminder

  • Prepare and file Form 940, Employer’s Quarterly Federal Tax Return for the fourth quarter of 2017 – Due on 10/31/2018

 

November 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employees on time.

  • Monday, November 12, 2018, Veterans Day
  • Thursday, November 22, 2018, Thanksgiving Day

Payroll & Tax

  • Start verifying employees and contractors’ information including SSN, legal name, and current address.
  • Ask employees whose withholding allowance will be different next year to fill out a new Form W-4.

 

December 2018

Federal Holiday(s): Most banks are closed. You need to process payroll in advance to pay your employee on time.

  • Tuesday, December 25, 2018, Christmas Day

End of year checklist

  • Verify employees’ contact info
  • Prepare for ACA Reporting (If applicable)
  • Update employee handbook to reflect changes in the law
  • Order new workplace compliance poster for 2019 - We offer all-in-one compliance poster! Order today at 844-305-1500
  • Update state and federal forms including new updated state unemployment (if applicable)
  • Order W-2 and 1099-MISC form stock and envelopes, if applicable.
  • Prepare to switch payroll provider or software, if necessary: The beginning of a new year is the best time to switch to a new payroll solution.
  • Ensure your employees to submit an updated Form W-4, especially if withholding allowances have changed or will change in the next year (e.g., changes in marital status)

 


Written by Wakana - Marketing Manager

Updated on December 29, 2017 17:35