26 Jan ACA HR Compliance Deadlines- Need to Know Calendar
HR Compliance Calendar 2023
A HR compliance calendar is a valuable tool to help your business stay on track with key employment-related deadlines throughout the year. HR compliance is a complex area with many moving parts. Keeping track of HR deadlines during 2023 can help your business stay organized and avoid the penalties or workplace disruption that may be triggered by noncompliance.
There are a number of HR compliance tasks with predictable deadlines that you can anticipate from year to year, such as providing your employees with Form W-2 and filing Form 5500 for your employee benefit plans. Other deadlines can be unpredictable or triggered by certain events, such as when you hire a new employee or when an employee gets injured at work. Knowing what your business is required to do and when is the best way to stay compliant.
Use this HR calendar to keep track of important compliance tasks for 2023. This calendar includes a month-by-month summary of key HR compliance deadlines and helpful reminders for compliance tasks to complete throughout the year. It also describes compliance tasks that are dynamic, which only occur when certain events happen, to help you anticipate those deadlines.
Key HR Compliance Deadlines for February
February 28, 2023, Deadlines
Feb. 28, 2023—File ACA Forms 1094-C and 1095-C (paper filing deadline)
File Forms 1094-C and 1095-C with the IRS by Feb. 28, 2023, if your company is an applicable large employer (ALE) under the Affordable Care Act (ACA). This deadline only applies if your company files paper versions of these forms; the deadline for electronic filing is March 31, 2023. To qualify as an ALE, an employer must employ, on average, at least 50 full-time employees, including full-time equivalent employees, on business days during the preceding calendar year. Employers may request an automatic 30-day extension by filing Form 8809 by the filing due date.
Feb. 28, 2023—File ACA Forms 1094-B and 1095-B (paper filing deadline)
File Forms 1094-B and 1095-B with the IRS by Feb. 28, 2023, if your company is a non-ALE that sponsors a self-insured health plan. This deadline only applies if your company files paper versions of these forms; the deadline for electronic filing is March 31, 2023. Employers may request an automatic 30-day extension by filing Form 8809 by the filing due date.
Key HR Compliance Deadlines for March
March 1, 2023, Deadlines
March 1, 2023—Submit the Medicare Part D disclosure to CMS (calendar year plans only)
Submit an online form to the Centers for Medicare and Medicaid Services (CMS) indicating whether your health plan’s prescription drug coverage is creditable or noncreditable. The deadline for submitting this annual disclosure is 60 days after the beginning of the plan year.
March 1, 2023—File Form M-1 for MEWAs
Administrators of multiple employer welfare arrangements (MEWAs) that offer medical benefits must electronically file Form M-1 with the U.S. Department of Labor (DOL) each year by March 1. In general, MEWAs are arrangements that offer benefits to the employees of two or more different employers, including association health plans. A 60-day automatic extension may be requested by the filing deadline.
March 2, 2023, Deadlines
March 2, 2023—Furnish ACA Form 1095-C to full-time employees
Furnish Form 1095-C to full-time employees by March 2, 2023, if your company is an ALE. These statements were required to be provided on or before Jan. 31; however, the IRS extended this deadline by 30 days. With the extension, the deadline is March 2, 2023.
March 2, 2023—Provide ACA Form 1095-B to employees enrolled in health plan
Furnish Form 1095-B to enrolled employees by March 2, 2023, if your company is a non-ALE with a self-insured health plan. These statements were required to be provided on or before Jan. 31; however, the IRS extended this deadline by 30 days. With the extension, the deadline is March 2, 2023.
March 2, 2023—Submit Electronic Reports to OSHA
Submit OSHA Form 300A by March 2, 2023, for establishments with at least 250 employees that are required to create and maintain OSHA records. Establishments with 20-249 employees in certain high-hazard industries must also submit this data by March 2, 2023. Companies use OSHA’s Injury Tracking Application to submit their reports.
March 31, 2023, Deadlines
March 31, 2023—File ACA Forms 1094-C and 1095-C (electronic filing deadline)
File Forms 1094-C and 1095-C with the IRS by March 31, 2023, if your company is an ALE. This deadline only applies if your company uses electronic filing; the deadline for paper filing is Feb. 28, 2023. Electronic filing is a requirement for employers who are filing 250 or more returns. Employers may request an automatic 30-day extension by filing Form 8809 by the filing due date.
March 31, 2023—File ACA Forms 1094-B and 1095-B (electronic filing deadline)
File Forms 1094-B and 1095-B with the IRS by March 31, 2023, if your company is a non-ALE that sponsors a self-insured health plan. This deadline only applies if your company uses electronic filing; the deadline for paper filing is Feb. 28, 2023. Electronic filing is a requirement for employers who are filing 250 or more returns. Employers may request an automatic 30-day extension by filing Form 8809 by the filing due date.
Compliance Reminders
As 2023 begins, review your company’s compliance with federal, state and local employment laws, including any new requirements. This review should include:
– Checking that workplace posters are up to date.
– Verifying minimum wage and overtime requirements and updating the wage base limit for withholding.
– Reviewing procedures for completing Form I-9 (Employment Eligibility Verification).
– Confirming employee leave policies are consistent with federal, state and local leave requirements.
– Reviewing any new fair employment law protections and incorporating changes into employee trainings.
– Updating the employee handbook and employment policies as necessary.
– Making a schedule for any required workplace training, such as sexual harassment training.
Click Here to download the 2023 ACA HR Compliance Deadline Calendar
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