Stay Compliant in 2026: Your Essential HR Compliance Calendar

Keeping up with ever-changing HR and payroll compliance requirements is no small task. Between wage updates, tax filings, ACA reporting, and OSHA deadlines, missing a key date can lead to costly penalties. That’s why we’ve created this 2026 HR Compliance Calendar a simple, quarterly guide to help employers stay organized, reduce stress, and stay compliant all year long. Whether you manage a small business or oversee a growing workforce, this calendar ensures you never miss an important HR or payroll deadline.

Here’s your downloadable 2026 Compliance Calendar, designed to help employers stay ahead of important due dates and regulatory changes all year long.

Quarter 1 (January – March): Start the Year Strong

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January 1:
✅ Review your state’s minimum wage rates and tax limits.
Make sure pay scales and payroll systems align with updated laws in your state.

January 10:
✅ Review and update your employee handbook.
Include any new laws, company policies, or required state trainings (for example, sexual harassment prevention training in Illinois).

January 31:
✅ Distribute Forms W-2 and 1095-C to employees.
✅ File Form 941 (Employer’s Quarterly Federal Tax Return).

February 1 – April 30:
✅ Post OSHA Form 300A (summary of work-related injuries and illnesses).

February 14:
✅ Have exempt employees complete a new W-4 to confirm withholding status.

February 28:
✅ File ACA Health Coverage Forms 1094-C and 1095-C with the IRS.
✅ Submit Form 940 for FUTA taxes (if quarterly deposits were made on time).

March 31:
✅ File ACA forms electronically if not already done.

Quarter 2 (April – June): Mid-Year Momentum

April 15:
✅ Deadline for federal income tax returns.

April 30:
✅ Remove OSHA Form 300A postings.
✅ File Form 941 for Q1.

May 15:
✅ Conduct a mid-year HR records audit.
Review employee files, I-9 forms, and compliance documentation for accuracy.

June 24:
✅ File EEO-1 Report (Component 1) for applicable employers.

June 30:
✅ Submit 2025 OSHA injury and illness data electronically through the Injury Tracking Application (ITA).

Quarter 3 (July – September): Stay on Top of HR Regulations

July 1:
✅ Review and comply with state-specific labor law deadlines (family leave, paid sick leave, etc.).

July 31:
✅ File Employer Retirement Plan Forms (Form 5500 series and Form 8955-SSA, if applicable).
✅ File Form 941 for Q2.

August 1:
✅ Review HR policies for compliance.
✅ Communicate any updates to employees, especially those related to benefits or pay transparency.

September 30:
✅ Disclose Medicare Part D status to CMS (creditable vs. non-creditable coverage).

Quarter 4 (October – December): Finish the Year Strong

October 1:
✅ Review hiring and recruitment practices for compliance and pay transparency.

October 15:
✅ Submit ACA Forms 1094-C and 1095-C if an extension was filed.

October 31:
✅ File Form 941 for Q3.

November 1:
✅ Notify employees about Open Enrollment for benefits.

November 18:
✅ Distribute federal and company holiday schedules.

December 1:
✅ Engage your team — celebrate wins, collect feedback, and set 2026 goals.

December 31:
✅ Conduct an end-of-year HR compliance review.
✅ Audit data privacy and system access controls.
✅ Plan your HR and payroll budget for 2026.

Simplify Compliance with HireLevel

Keeping up with HR and payroll deadlines can be overwhelming but you don’t have to do it alone. HireLevel helps businesses across industries stay compliant, streamline HR processes, and focus on what really matters: growing your business and supporting your people. Contact us today for all your HR needs.