From new laws to filing deadlines for state, federal, and local compliance, HR responsibilities continue to grow. Here's your HR checklist for Q2.
PAYROLL & TAX
✅File Form 941. File Form 941 if you paid wages subject to employment taxes with the IRS for each quarter by the last day of the month that follows the end of the quarter. Form 941 is due on April 30, 2025, for Q1. If you made timely deposits in full payment of your taxes for the quarter, you have until May 12, 2025, to file.
✅Deposit of Unemployment Taxes. Employers with an unpaid federal unemployment tax (FUTA) liability exceeding $500 through the first quarter of 2025 must make deposits by April 30, 2025.
✅Remind Employees About IRA & HSA Contribution Deadlines. Employees have until April 15, 2025, to make IRA or HSA contributions for the previous tax year. A quick reminder can help employees maximize their tax-advantaged savings.
✅Monitor Developments on Tax-Free Overtime Pay Law. Legislation is in the works to eliminate federal taxes on overtime pay. HR teams should watch for changes and evaluate the potential impact on compensation structures, payroll calculations and hiring procedures.
COMPLIANCE
✅Conduct a Mid-Year Audit. As workplace regulations continue to evolve under the new administration, employers should remain proactive to ensure compliance and mitigate risks. Conduct a mid-year compliance audit of employee records, policies, and compliance documentation to ensure everything is up to date. Also, pay close attention to new legislation and changes, such as wage classifications, non-compete agreements, and DEI initiatives. If needed, provide training to help maintain compliance and address emerging legal requirements.
✅Submit RxDC Report. Those providing employer-based health plans must submit an RxDC report, information on prescription drugs and health care spending, to the Department of Health and Human Services, Centers for Medicare and Medicaid Services by June 1, 2025.
➡️➡️READ MORE: Turn Your Business Into a Talent Magnet
✅Remove OSHA Form 300A. If your business is required to post OSHA Form 300A (Workplace Injury and Illness Summary), it should remain posted from February 1 to April 30, 2025. This report includes all recorded accidents and illnesses from the previous year. Once removed, the OSHA Form 300A must be kept for five years.
BENEFITS
✅Start Preparing for Benefits Renewal. Renewal dates will be here before you know it. Get ahead by reviewing your current health plan and consulting with your benefits broker at least 60 days before renewal. Assess whether your plan still meets the needs of your workforce and explore cost-saving options.
✅Review All Insurance Policies. National Insurance Awareness Day is June 28, 2025, an annual reminder to evaluate all insurance policies that apply to your business. Determine if changes in your work environment or staff work assignments may impact your current exposure and codes on your account. Also, check with your Workers' Comp insurance broker to determine if you need to make any necessary adjustments to cover additional exposure, including remote workers.
GENERAL HR
✅Review Record-keeping Requirements. Employers are required to follow a number of regulations for record-keeping, which vary by agency and law. Here are a few:
🗂️EEOC. Under the Equal Employment Opportunity Commission (EEOC), employers must keep personnel records for one year, payroll records for three years, and employee benefit plans for the plan's duration and one year after it ends.
🗂️FMLA. The Family and Medical Leave Act (FMLA) requires covered employers to maintain records related to FMLA leave for at least three years. All documents must be accessible for inspection by the Department of Labor upon request.
🗂️OSHA. Occupational Safety and Health Administration (OSHA) requires applicable employers to keep records of work-related injuries and illnesses for at least five years.
🗂️USCIS. U.S. Citizenship and Immigration Services (USCIS) requires employers to retain a completed Form I-9 for each employee as long as they are employed. Employers must retain Form I-9 for terminated employees for three years after the hire date or one year after the employee's termination date, whichever is later. Forms can be kept electronically or on paper but must be readily accessible for inspection by government officials if requested.
PLEASE NOTE: This information is for general reference purposes only. Because laws, regulations, and filing deadlines are likely to change, please check with the appropriate organizations or government agencies for the latest information and consult your employment attorney and/or benefits advisor regarding your responsibilities. In addition, your business may be exempt from certain requirements and/or be subject to different requirements under the laws of your state. (Updated March 26, 2025)
🚁Need Help? We've Got You Covered🚁
Depending on your business and industry, your HR checklist may be different and even more complex. As an IRS-certified Professional Employer Organization (PEO), Propel HR has been a leading provider of Human Resources and payroll solutions for more than 25 years. We partner with small to mid-sized businesses to manage payroll, employee benefits, compliance and risks, and other HR functions in a way that maximizes efficiency and reduces costs. If you need help, just give us a call at (800) 446-6567, or to learn more, visit www.propelhr.com
HERE'S THE SCOOP!
Get the inside story on The Propellers! in the latest issue of PEO Insider magazine.
Created by our own Chief Marketing Officer, Rob "Brax" Cutchin, Propel's groundbreaking campaign reimagines the work of a PEO - payroll, employee benefits, compliance, general HR, and more - through the lens of larger-than-life superhero characters, dynamic storytelling, and a touch of nostalgia.
The Propellers are on a mission to tackle those everyday HR battles — so you don’t have to. For the scoop on how our dynamic team of HR superheroes are swooping in to save small businesses everywhere from compliance chaos and operational overload, read the full story HERE.
🚀OUR HEROIC SMALL BUSINESS SERIES🚀
In this ongoing small business series, our HR superhero team explores a wide range of important small business topics, including:
✴️The Villains of HR: Overcoming Common HR Challenges
✴️Turn Your Business into a Talent Magnet
