Three French Hens… Keeping Deadlines in Holiday Harmony

“On the third day of HR’s favorite season, my lawyers said to me… three missed deadlines (and one looming penalty).”

As the year winds down, HR teams juggle everything from holiday parties to payroll closeouts. But amid the festivities, it’s easy to overlook key compliance deadlines that occur at year’s end or early in the new year. Missing these deadlines can result in fines, back pay, or just unnecessary headaches—the opposite of holiday cheer.

Three Deadlines You Don’t Want to Miss This Season

Updated Posters and Minimum Wage Notices: The new year often brings new federal and state posting requirements and minimum wage increases. Employers should verify that the latest versions of posters—such as EEO, FLSA, and FMLA notices—are prominently displayed at all worksites and available digitally for remote employees.

Pro Tip: Many states—including Maine and others in New England—require additional posters related to paid leave and workplace safety. Check your state labor department’s website before January 1 to confirm that your notices and pay rates are current.

Year-End Reporting and Benefit Plan Notices: January marks the start of the tax and benefits reporting season. Employers must ensure W-2s and 1095-C forms are prepared and ready for distribution by January 31, review 401(k) contribution limits, and confirm that required benefit plan notices (such as COBRA, ACA, and ERISA disclosures) are up to date.
If you operate in a state implementing a Paid Family and Medical Leave (PFML) program (like Maine, Massachusetts, Oregon, or Colorado), be sure to check registration and contribution deadlines—many require setup well before benefits begin.

Pro Tip: Set recurring December reminders to review federal and state reporting calendars. Your future self will thank you.

Training Renewals and Policy Acknowledgments: The new year is a natural time for refreshing training and policy documentation. Several states require annual or biennial harassment prevention training (e.g., CA, CT, NY, IL, and ME). Even where not mandated, annual refreshers reinforce workplace expectations and help shield against future claims.
If your handbook or policies were updated recently (see Day 1!), ensure employees sign updated acknowledgment forms. Accurate documentation now can save time and confusion later.

Pro Tip: Consider digitizing your policy acknowledgment process. Digital forms not only simplify tracking and storage but also boost compliance rates by sending automatic reminders and providing easy access for remote or hybrid teams. A well-organized acknowledgment system creates a clear audit trail, reducing legal risk and administrative headaches down the road.

The Takeaway

A few proactive checks now can help your organization start the year in compliance—and keep the Department of Labor off your “naughty list.”

If you’re unsure which deadlines apply to your business or need help reviewing your compliance calendar, reach out to Hannah or other members of Verrill’s Labor and Employment practice group for guidance. A little planning now can prevent a lot of last-minute stress later.

Continue reading our series with Day 4 here.