HR managers and small business owners know there’s no such thing as a slow season. Q3 brings a new wave of important deadlines and tasks. Here's your list.
PAYROLL & TAX
☑️File Quarterly Forms 941. Employers who withhold income taxes, Social Security tax, or Medicare tax from employees' paychecks or who must pay the employer's portion of Social Security or Medicare tax must file Form 941 by July 31, 2025. If you deposited all of your taxes on time, then you have until August 11, 2025, to file.
☑️Conduct An Internal Payroll Audit. Review employee payroll data for accuracy, especially now that remote work is the norm. Confirm that tax information reflects the correct state for each employee and encourage team members to check their pay stubs for proper federal and state withholdings.
COMPLIANCE
☑️File ERISA Annual Report Form 5500. Applicable employers must report retirement plans, such as 401(k), for every year the plan holds assets. File Form 5558 electronically through EFAST2 or on paper with the IRS. The filing deadline is the last day of the seventh month following the end of the plan year or July 31 for calendar year plans.
☑️Submit Form VETS-4212 for Federal Contractors. Applicable employers must file an annual Form VETS 4212 to report the employment status of veterans across different industries. The filing period begins on August 1, 2025, and the deadline to submit Form VETS-4212 is September 30, 2025.
☑️File EEO-1 Component 1 Report. The EEOC requires private employers with 100 or more employees and federal contractors with 50 or more employees to submit an annual report containing demographic data on the number of individuals they employ, categorized by job, sex, and race or ethnicity. The EEO-1 Component 1 report must be filed by June 24, 2025, at 11:00 p.m. (EDT). EEOC will not accept any reports after the deadline.
☑️Monitor New Developments on DEI in the Workplace. DEI in the workplace is undergoing rapid change. Be proactive by reviewing your DEI initiatives with legal counsel to ensure compliance with the latest federal anti-discrimination laws and regulations.
☑️Check New State Laws. Many states have new laws going into effect on July 1, 2025. Multi-state employers should review laws in the states where employees are working.
☑️Check State-Specific PTO Laws. During the summer, many of your employees will be taking time off. While private employers are not required by federal laws to provide paid or unpaid vacation time, some states do. Check the compliance requirements in the states where your employees are working.
☑️Check Expanded State Laws for Paid Family and Medical Leave. Although the Family and Medical Leave Act (FMLA) provides unpaid leave for covered employers, a growing number of states have added or expanded their laws requiring paid family and medical leave. If you have employees working in multiple states, check the laws in each state for updates regarding paid family and medical leave, as these laws vary from state to state.
BENEFITS
☑️Submit PCORI Fees. The Patient-Centered Outcomes Research Trust Fund is a fee for issuers of specified health insurance policies and plan sponsors of applicable self-insured health plans, which helps fund the Patient-Centered Outcomes Research Institute (PCORI).
The fee is calculated based on the average number of people covered under a specified health insurance policy. IRS Form 720 PCORI fees for 2024 are due July 31, 2025.
☑️Evaluate Your Employee Benefits Plan. Thinking about making benefits changes for 2026? Start by watching the 2025 Benefits Benchmark Report webinar to see how your offerings stack up against your competition. Presented by Scott Insurance, provides clear and actionable insights based on one of the most comprehensive studies in the country. Watch now to identify opportunities to save money, improve retention, and better meet employee expectations.
Explore the full 2025 Benefits Benchmark Report ▶️ HERE
Also, before renewing or making changes, check with your benefits broker for updates, deadlines, and any changes in reporting requirements, and verify that all healthcare reform requirements are met.
☑️Review All Insurance Policies. Do you have all the policies in place to protect your business? National Insurance Awareness Day is June 28, 2025, and an annual reminder to review your insurance policies. Determine if changes in your work environment or staff work assignments may impact your current exposure and codes on your account. Also, consult with your Workers’ Comp insurance broker to determine if any necessary adjustments are required to cover additional exposure, including remote workers.
GENERAL HR
☑️Follow Youth Employment Laws. Hiring teens can be a smart move for small businesses looking for extra help during the busy summer months. Before adding to your team, review the federal and state rules and regulations regarding pay, hours, and the tasks they are allowed to perform. It's also a good idea to get familiar with the employment laws related to safety, health, discrimination, and benefits.
Federal law restricts the hours, tasks, and jobs young workers may work, but federal minimum wage and overtime rules apply equally to all workers. And your state, city, or county may have different employment laws for youth. Employers must comply with the law to provide the greatest protection for keeping young workers safe. Visit youthrules.gov/employers for more information.
☑️Prepare for the Heat. Monitor OSHA and applicable state laws for safety requirements for employees who work outdoors or in other environments with high temperatures.
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
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 June 11, 2025)
