HR and payroll compliance deadline calendar

Fixed-date deadlines through the year

These filings land on the same date every year. Federal dates that fall on a weekend or federal holiday generally roll to the next business day.

Date	Filing	Frequency	Notes and guide
January 31	Form W-2 to employees and W-3 to SSA	Annual	Rolls to the next business day when it falls on a weekend or holiday. W-2 and W-3 filing
January 31	Form 1099-NEC to the IRS and recipients	Annual	Same date for both the recipient copy and the IRS copy. 1099-NEC and worker classification
January 31	Form 941 for Q4	Quarterly	Quarterly filings are also due April 30, July 31 and October 31. 941 to W-2 reconciliation
February 1	Massachusetts wage data report	Annual	Next business day when February 1 is a weekend or holiday. Massachusetts wage data report
February 1 - April 30	Post OSHA Form 300A in the workplace	Annual	Posting window for the prior year summary. OSHA 300, 300A and 301
March 2	Forms 1095-C to employees	Annual	January 31 plus the now-permanent 30-day extension. ACA measurement periods
March 2	OSHA 300A electronic submission	Annual	Covered establishments submit through the OSHA Injury Tracking Application. OSHA 300, 300A and 301
March 31	Forms 1094-C and 1095-C to the IRS (electronic)	Annual	Paper filers face an earlier date; most ALEs must e-file. ACA measurement periods
April 30	Form 941 for Q1	Quarterly	941 to W-2 reconciliation
Second Wednesday of May	California pay data report	Annual	Portal typically opens in early February. California pay data report
July 31	Form 941 for Q2	Quarterly	941 to W-2 reconciliation
July 31	Form 5500 for calendar-year plans	Annual	Last day of the 7th month after plan year end. Form 5558 extends up to 2 1/2 months, to October 15 for a calendar-year plan. Form 5500 and plan census
August 1 - September 30	VETS-4212 filing window	Annual	The agency does not send platform-opening or deadline notifications. VETS-4212
October 15	Extended Form 5500 deadline	Annual	Only with a timely Form 5558. Form 5500 and plan census
October 31	Form 941 for Q3	Quarterly	941 to W-2 reconciliation

Deadlines that vary by state, plan or contract

These are the filings where there is no single national date. The deadline depends on the state, the plan year, the policy period, or the awarding body.

Filing	Frequency	How the deadline is set
State unemployment insurance quarterly wage reports	Quarterly	Most states use the last day of the month after quarter end, but there is no federal override - confirm each state. SUI quarterly wage reports
Multiple Worksite Report (BLS-3020)	Quarterly	There is no national deadline. The due date is printed on the form your state issues. Multiple Worksite Report
New hire reporting	Per hire	Twenty days is a federal ceiling, not the operative deadline in every state. Several states are faster. New hire reporting
WH-347 federal certified payroll	Weekly	A certified payroll is submitted for each week worked on a covered federally funded construction project. WH-347 certified payroll
California DIR certified payroll	Weekly	Submitted through the state eCPR portal on the schedule the awarding body sets. DIR certified payroll
Illinois Equal Pay Registration Certificate	Biennial	Employee count is taken as of December 31 of the year preceding the deadline. Illinois EPRC
Minnesota Equal Pay Certificate	Every four years	Required for contractors with 40 or more full-time employees; a certificate is valid four years. Minnesota Equal Pay Certificate
Colorado demographic workforce data	Periodic report	Begins with periodic reports filed on or after July 1, 2027. Colorado workforce data
Workers' compensation payroll audit	Annual, per policy	Scheduled by the carrier after the policy period ends. Workers' comp payroll audit
401(k) nondiscrimination testing	Annual, per plan year	Corrective distributions for a failed ADP or ACP test have their own deadlines after plan year end. 401(k) NDT data

Why these dates turn into data projects

Almost none of these filings fail because a team forgot the date. They slip because the data behind them lives in several systems: headcount and demographics in the HCM, hours and wages in payroll, establishment codes in a spreadsheet someone maintains by hand, and benefits enrollment in a carrier file. Each report needs a different slice, on a different cut-off, in a different format.

Praisidio pulls those slices from your people data directly, so the reconciliation happens before the deadline instead of during it. Every guide linked above covers the rule and the data work it creates.

This calendar is general information about reporting requirements, not legal or tax advice. Confirm each date against the issuing agency for your filing year.

Frequently asked questions

What HR compliance reports are due in January?

Form W-2 to employees and Form W-3 to the SSA, Form 1099-NEC to the IRS and recipients, and Form 941 for the fourth quarter are all due January 31, rolling to the next business day when that date falls on a weekend or holiday.

When is the California pay data report due?

The second Wednesday of May each year. The state portal typically opens in early February.

Is there a single national deadline for the Multiple Worksite Report?

No. There is no national deadline for the BLS-3020. Each state prints the due date on the form it issues.

When is Form 5500 due?

The last day of the seventh month after the plan year ends, which is July 31 for a calendar-year plan. A timely Form 5558 extends that by up to two and a half months, to October 15.

What is the VETS-4212 filing window?

August 1 through September 30 each year. The agency does not notify filers that the platform has opened or that the deadline is approaching.