12/13/2024 – Your Guide to 2025 HR and Payroll Deadlines for Construction Companies

Your Guide to 2025 HR and Payroll Deadlines for Construction Companies

Staying compliant with HR and payroll deadlines is critical for the success and sustainability of construction businesses. In an industry where seasonal work, union requirements, and multi-state projects are common, understanding key deadlines and leveraging efficient tools ensures smooth operations and avoids costly penalties.

Quarterly Overview: Key Reporting Dates

Construction companies face unique reporting needs. Some critical deadlines in 2025 include:

• January 31: Deadline for distributing W-2 forms to employees and 1099-NEC forms to subcontractors. Accurate reporting is essential due to the heavy reliance on subcontractors in construction.
• March 31: Electronic filing deadline for Form 1099-NEC and other IRS forms.
• April 30, July 31, October 31, January 31 (2026): Quarterly Federal Tax Return (Form 941) deadlines.
• February 1 to April 30: OSHA Form 300A (Injury and Illness Summary) must be posted in a visible location.

Federal and State Deadlines

Construction companies working on public projects often need to comply with prevailing wage requirements, which involve certified payroll submissions. Here’s what to track:

• Certified Payroll: Weekly submissions for public projects are common, detailing hours worked and wages paid.
• Workers’ Compensation Audits: Typically required at the end of each policy year, but timelines vary by state.
• Multi-State Compliance: Businesses operating across state lines need to adhere to varying state tax and workers’ comp regulations.

Actionable Tips for Compliance

• Adopt Construction-Specific HR Software: Tools like Paycom, Greenshades, or similar platforms streamline tracking and submissions. They offer features such as payroll automation, compliance alerts, and document storage​.
  – Payroll and HR Software | Greenshades
  – Paycom.com
• Leverage Industry Calendars: Many payroll platforms provide industry-specific calendars integrating key deadlines with tips for proactive planning.
• Training and Communication: Equip HR and payroll teams with updated knowledge on compliance laws and encourage ongoing education.

Conclusion

Meeting HR and payroll deadlines is about more than avoiding penalties; it ensures that construction projects stay on track without operational disruptions. With proper tools, a well-organized strategy, and awareness of the specific challenges in construction, companies can optimize their workflows and safeguard their bottom line.

For more insights on the 2025 HR and payroll landscape, check out comprehensive tools like Greenshades’ and Paycom’s payroll calendars, which include detailed compliance schedules​