3 simple ways to break down your HR compliance tasks. Plus, our checklist!

Your Complete HR Compliance Checklist

Running a business is no small feat. There’s always something demanding your attention. Between managing daily operations and navigating compliance requirements, it can feel overwhelming.

Wouldn’t it be nice to have a tool that keeps important deadlines and HR compliance tasks organized in one place?

Good news—we’ve got one! Our HR Compliance Checklist, paired with TriNet’s Compliance Calendar (linked below) helps you stay ahead of deadlines and navigate last-minute scrambles.

How to Stay on Track

HR compliance can feel like a moving target with ever-changing laws and regulations. The trick? Break it down into manageable parts.

Here’s a simple way to categorize your compliance tasks:

• Predictable deadlines – Annual reporting and filings with set due dates.
• Employee-driven deadlines – Requirements triggered by new hires, separations, or benefits enrollment.
• Dynamic deadlines – Compliance needs based on events like leaves of absence.

By sorting compliance tasks into these buckets, you can have a clearer roadmap of what needs attention and when. Now, let’s dive into the details.

HR Compliance Deadlines You Can Plan For

Some compliance requirements are easy to track because they happen like clockwork every year. These include:

• W-2 Forms – Must be provided to employees and filed with the IRS.
• EEO-1 Reporting – Required for companies with 100+ employees (or 50+ for federal contractors).
• OSHA Reports – Worksite injury summaries must be posted and filed annually.
• ACA Reporting – Applicable large employers (ALEs) must report offers of coverage and certain other information to the IRS and provide employees with a statement containing that information.
• Medicare Part D Notices – Employers offering prescription coverage must notify employees by October 15.
• Workplace Posters & Notices – Federal, state, and local compliance posters must be displayed and updated as needed.

Employee-Driven Compliance Events
Not all compliance deadlines can be scheduled in advance—some are triggered by employee actions.

• Form I-9 Verification – Must be completed within 3 days of hiring a new employee.
• COBRA Notifications – Required when an employee or covered dependent loses benefits eligibility.
• Benefit Updates – Changes in employee benefit plans must be communicated promptly.

Keeping Up with Compliance Means More Than Meets the Eye
Taking a proactive approach to compliance isn’t just about avoiding penalties. It helps create a smooth, well-run workplace. A strong compliance strategy can help protect your business and shows employees you care.

Let’s make HR compliance easier.
Get TriNet’s Compliance Calendar to stay informed on key dates and requirements. It’s your go-to resource—to help you focus on what matters most.

Want to stay on top of the most common compliance situations in business? Download our ZIP file which includes: a calendar with key dates, deadlines, and reminders for HR staff, along with a comprehensive guide and checklist. 

What's included in the ZIP?

• Calendar - ICS File that Syncs Key Dates to Most Calendars
• User-Friendly HR Compliance Checklist
• Insightful eGuide - Navigating HR Compliance

1. Workplace Litigation Surrounding Employment-Related Practices

Businesses have quite a few concerns when it comes to matters such as discrimination, harassment, wrongful termination, and unlawful retaliation claims. All these issues can be costly and time consuming, as well as damaging to your reputation as a company.

2. Payroll and Benefits Regulations

Employment regulations can be a difficult burden for small companies, primarily because the associated overhead expense is spread over a smaller workforce. According to an SBA survey, small companies spend up to 80% more per employee on federal regulatory compliance than large companies. Poor management of personnel-related tasks can make compliance even more costly.

3. Multiple HR Policies and Procedures but No Qualified Guidance

For a small to medium-sized business, the human resources "department" often consists of one person with a heavy load of responsibilities. This HR generalist may be responsible for compensation and benefits, HR management, employee relations, HR issues, staffing, HRIS, training and much more. Thorough, independent research of HR trends and workplace ethics often falls into the "nights and weekends" environment, which can become both costly and time consuming.

Why Employee Benefits Matter
A well-structured benefits package is more than just an add-on—it’s a powerful tool for attracting top talent and keeping employees engaged. Competitive benefits enhance job satisfaction, improve retention rates and contribute to overall productivity. In a job market where candidates have more choices than ever, a thoughtful benefits strategy can set your organization apart.

Steps to Build an Effective Benefits Strategy
Gather and Analyze Data

• Start by evaluating your current benefits offering and identifying gaps.
• Conduct surveys, focus groups and exit interviews to understand employee priorities.
• Align your benefits strategy with key business objectives, such as talent retention, growth and budget efficiency.

Benchmark and Assess

• Compare your benefits package to industry standards to ensure competitiveness.
• Consider workforce demographics to tailor benefits that meet the diverse needs of employees.

Make Smart Implementation Decisions

• Budgeting: Benefits typically account for about 30% of total employee compensation, so setting a realistic budget is essential.
• Procurement Options:
  • Professional Employer Organizations (PEOs): Outsource HR functions for access to top-tier benefits and compliance support.
  • In-House Administration: Maintain full oversight over benefits with dedicated HR teams and technology investments.
  • Benefits Software: Use platforms with self-service portals, payroll integration and compliance tracking for efficiency.

Offer Flexibility While Maintaining Compliance

• Provide customizable benefits that can support remote work options, flexible scheduling and wellness programs to meet diverse employee needs.
• Stay compliant with federal and state regulations, including ACA, FMLA, ERISA, COBRA and HIPAA.

Launch and Maintain an Effective Benefits Program

• Communicate clearly with employees about their benefits package and how to utilize it.
• Implement feedback mechanisms and conduct regular evaluations to keep the program relevant and effective.

The Impact of a Strong Benefits Package

• Attract and Retain Top Talent: Stand out in the job market with competitive offerings.
• Boost Employee Morale and Productivity: Happy employees are more engaged and productive.
• Strengthen Your Employer Brand: A well-rounded benefits program fosters loyalty and enhances your company’s reputation.

Work With the Right Experts
Managing employee benefits can be complex, but working with a trusted PEO like TriNet can simplify the process. TriNet offers access to premium insurance carriers, expert compliance support and user-friendly technology that streamlines enrollment and benefits administration—whether you’re outsourcing or working with an existing broker.

Investing in a strategic benefits package isn’t just good for employees—it’s good for business. Take a proactive approach to benefits planning so your organization stays competitive in today’s evolving workplace.

Employees, especially top talent, value quality benefits. Competitive salary packages are an essential component in securing leading candidates, but they might not be enough to keep those talented individuals happy. Traditional workplace perks are good, but unique and innovative benefits can significantly add to the appeal of a job.

When asked, 80% of employees said they would prefer additional benefits over a pay increase, according to a report by Glassdoor.

What types of benefits are most attractive to top candidates? Competitive compensation packages often include many types of employee benefits such as healthcare, retirement and flexible and health savings accounts.

According to a 2024 New York Life study, the top five benefits employees are most interested in receiving are:

• Employer match on a 401(k) or other retirement savings plan
• Supplemental health insurance coverage
• Flexible work arrangements
• Mental health resources and access to support services
• Long-term care insurance

In this guide, we will examine the many types of employee benefits and why providing a diverse array of benefits is essential to a thriving business.