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Veterans Employment Reporting Opens in August
The filing period for this annual report required for federal contractors and subcontractors opens on August 1, 2025. The Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) requires that data on the employment of protected veterans to ensure that contractors the VETS-4212 report is filed with the Department of Labor's Veterans' Employment and Training Service (VETS) by September 30 each year. The current reporting threshold is for a contract value of $150,000 or more without regard to the number of employees.. For more information, reference the VETS FAQ section on the U.S. DOL website. Visit our Knowledge Base to review how Avionte supports your veterans reporting needs.
EEO-1 Filing Period Opens May 20, 2025
The Equal Employment Opportunity Commission recently submitted documents for approval by the White House Office of Management and Budget (OMB), including the filing period for fourth quarter 2024 payroll data. The online portal is scheduled to open on May 20, 2025, where employers will file their EEO-1 forms with a deadline of June 24, 2025. The EEOC-required report includes a breakdown of workforce demographic data by race, ethnicity, gender, and job category.
The documents submitted by the EEOC include a request to revise the Instruction Booklet to remove an option for individuals who report as non-binary as their gender. Currently the selection options in the form are either male or female, but the instructions state that individuals can indicate their status as non-binary within the Comments section of the form. The EEOC is also proposing to remove instructional language about "Notice of Failure to File" and postal mail notification references, as well as a revision to undue hardship requests and the process for such requests.
Note that these are all considered non-substantive changes to the instructions without any technical impact to the EEO-1 data collection report. Avionté supports our clients in maintaining compliance with the use of this report.
Pay Data Reporting
Certain states, such as California, Illinois, Massachusetts, and most recently Minnesota, also have pay data reporting requirements. Employers should be mindful of those states that have pay transparency laws that link their reporting requirements to the federal EEO-1 form. For additional details, refer to this article by Fisher Phillips. Avionté also offers a report to support pay data reporting, and more information can be found in our Knowledge Base.
DHS Mandates Nationwide Alien Registration
While public comments are still being accepted until April 11, 2025, the Department of Homeland Security (DHS) published an interim final rule ("Alien Registration Form and Evidence of Registration") last week designating a new registration form and fingerprinting process for those considered noncitizens under this rule.
This rule is slated to take effect on April 11, 2025, and employers should prepare as this rule will introduce new documentation considerations, verification challenges, and potential workforce disruptions.
Foreign nationals will need to register (if not already registered), and DHS will issue a Proof of Alien Registration document. Employers can expect to see this as part of the I-9 verification process in the near future. Details are forthcoming, and Avionté will continue to monitor and provide updates. For more information, refer to this article from The National Law Review or this article by Fisher Phillips.
Corporate Transparency Act (CTA) Reports Due
As a result of the recent February decision (Smith v. U.S. Department of the Treasury) where Judge Kernodle of the Eastern District of Texas lifted a preliminary injunction pausing enforcement of the Corporate Transparency Act (CTA) and the Reporting Rule, the beneficial ownership information (BOI) information requirements under the CTA are now back in effect. Due to the court decision, the U.S. Treasury has extended the Financial Crimes Enforcement Network (FinCEN) deadline by 30 days to allow companies to file their reports. FinCEN may consider modifications to the deadline, but reporting companies who were created or registered prior to January 1, 2024, should prepare to file by March 21, 2025. For more information, refer to this article on the JD Supra website.
Federal EEO-1 Reporting Resources in Avionté
Several states require pay data reporting to their state agencies in addition to filing the EEO-1 report to the Equal Employment Opportunity Commission (EEOC). Massachusetts is the latest state to require additional pay data reporting, which will need to be filed with the state secretary no later than February 1, 2025. The wage data report is comprised of the same information contained in the Federal EEO-1 report. For more information on reports and standard queries available in Avionté related to the Federal EEO-1 report, please reference our Knowledge Base.
EEOC to Propose Revival of Pay Data Collection in 2025
According to the new regulatory agenda from President Bident's administration, another attempt at employer pay data collection may be on the horizon. The proposal requires qualified businesses to report pay data by race, gender, and job category to the Equal Employment Opportunity Commission (EEOC) in alignment with their goals to advance equal pay for all workers. The proposed regulatory agenda is available on the Executive Office of Management and Budget (OMB) website, and the rule is anticipated to be proposed in January 2025
SECURE 2.0 Disclosure and Reporting
Federal agencies governing Section 319 of the SECURE 2.0 Act have extended the Public Comment Period for reviewing the reporting and disclosure requirements for employee retirement plans. The agencies responsible for this request for information include the Treasury Department, the Employee Benefits Security Administration of the Department of Labor (EBSA), and the Pension Benefit Guaranty Corporation. The deadline for submitting comments regarding the effectiveness of the reporting and disclosure requirements under the Employee Retirement Income Security Act (ERISA) has been extended until May 22, 2024.
OFCCP – Updated Guidance Available on the Employment of Veterans
The Office of Federal Contractor Compliance Programs (OFCCP) has published new resources to help both veterans and employers to better understand the protections under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) of 1974. These new resources include updated FAQ guidance for employers, a document about promoting fair workforce practices, and a video series that focuses on the importance and benefits of self-identification of veterans. You can find these resources on OFCCP's VEVRAA website.
OFCCP Certification Deadline for Affirmative Action Compliance
Existing federal contractors (and subcontractors) must complete their certification by July 1, 2024 in the OFCCP's Contractor Portal. Federal contractors who do not certify their compliance may be subject to an audit. For more instructions, refer to the OFCCP Contractor Portal User Guide found on the Department of Labor's website.
Race and Ethnicity Reporting Category Revisions
After a multi-year review and feedback process, the White House' Office of Management and Budget (OMB) has published updates to the Statistical Policy Directive (SPD) No. 15: Standards for Maintaining, Collecting, and Presenting Federal Data on Race and Ethnicity. These changes to race and ethnicity reporting data options were published on March 29, 2024, and are effective immediately. See this Ogletree Deakins article for more information.
Annual EEO-1 Report Filing Open Soon for Submission
The 2023 EEO-1 reporting season will begin soon with the portal open on April 30 until June 4, 2024. Employers will have this timeframe to submit their workforce demographic data to the Equal Employment Opportunity Commission (EEOC) and should note any updates to the reporting process for this year. For employers on the cusp, the reporting threshold requirement has changed slightly The updated EEO-1 Instruction Booklet is now available for review.
Corporate Transparency Act - New Reporting Requirements
In effect since January 1, 2024, the CTA requires most U.S. corporations, limited liability companies, and other entities to report information about the operating business and personal information about the company’s beneficial owners as well as the company applicant who files the report with the U.S. Treasury’s Financial Crimes Enforcement Network (FinCEN). This law is aimed at reducing illegal financial activities such as money laundering.
Reports must be filed electronically through the BOI E-Filing System and are due by January 1, 2025. The penalties for willful noncompliance are severe. Refer to the U.S. Chamber of Commerce site and FinCEN’s FAQ for more details.
UPDATE: The CTA has been declared unconstitutional by a district court in Alabama, and FinCEN has complied with ruling that enjoins its enforcement against the plaintiffs in this case. However, the CTA currently remains in effect with respect to non-plaintiffs.
Canada
Updates to Canadian T4 and T4A Income Statements
The latest versions of these earnings reports for the 2024 tax year are in the process of being updated in Avionté and will be available for clients' use. Configuration details can be found in this article within the Knowledge Base: Standard Canadian Report - T4_CA – Avionte Classic
Updates to the XML schema for 2025, uploaded to the CRA for the T4 and T4A slips, have been released within Avionté.
California
Reminder - California Pay Data Reports Due 5/14
As a final reminder, the annual California reports for 2024 data are due on May 14, 2025. Private employers of 100 or more employees and/or 100 or more workers hired through labor contractors are required to report pay, demographic, and other workforce data to the Civil Rights Department (CRD).
Refer to the CRD website to find the reporting portal, as well as a handbook and user guide with instructions for submitting these annual reports, as well as Excel templates, sample submission formats, and answers to frequently asked questions (FAQs).
Avionté provides information about how you can access report data in our Knowledge Base article.
California Pay Data and Labor Contractor Reports
The need for these reports is approaching, as the deadline to submit reports this year is May 14, 2025. It is recommended to begin collecting data in advance of the deadline for both payroll and labor contractor reports. Note that demographic data should be collected for the new MENA (Middle Eastern and North African) category. If that information is not available, ensure you have a compliance plan to address it. Guidance is available for employees who have opted not to self-identify, and a manager's observation can be included in the Notes section if necessary. Refer to this National Law Review article for additional resources on these reporting requirements. Avionté can assist in your reporting needs; more details are available in this Knowledge Base article: Standard AQ - California Pay Data – Avionte Classic.
California Civil Rights Department (CRD) Issues Guidance for Workforce Data Reports
The California CRD has issued updated guidance and opened the reporting portal for 2023 pay data reports that are due on May 8, 2024. The reporting process includes a couple of data field changes that Avionté is reviewing further for reports impact. Guidance for employers, information about penalties, and report templates can be found on the state website.
California to Require Workplace Violence Prevention
In effect and enforceable on July 1, 2024, California will require employers to develop and implement a Workplace Violence Prevention Plan that includes annual training for employees and ongoing maintenance of an incident log. More information about the requirements for California employers to address workplace violence hazards can be found on the state's CAL/OSHA website. A sample plan is also available for employers to use as a resource.
Delaware
Delaware PFML Quarterly Wage Reports
In conjunction with the newly implemented Paid Family Medical Leave (PFML) program, employers must now file quarterly wage reports to comply with Delaware state reporting requirements. Avionté has created a new export functionality for generating these reports.. Details on how to configure these reports can be found in this Avionte Knowledge Base article, and more information on this feature is contained in our March Release Notes.
As a reminder, Delaware Paid Family Leave payroll contributions can be configured within Avionté, as for all states that require Paid Family Medical Leave programs. More details are available in this Knowledge Base article.
Maine
Maine Paid Family and Medical Leave Reporting
Avionté has introduced a new export functionality to generate compliant ASCII files for the purpose of Maine Paid Family and Medical Leave (PFML) reporting. These files include data validations to help prevent reporting errors. For more details, refer to Avionté's March Release Notes and our Knowledge Base article on the export process.
Maryland
Maryland Employment Law Updates
In previous articles, Avionté has announced the delay of contributions for Maryland's Family and Medical Leave Insurance Program (SB 0485) to July 1, 2025, as well as the upcoming effective date of the state's pay transparency law (SB 0525) on October 1, 2024. For your reference, please review the previous articles linked above. In addition to these laws, Maryland's Senate Bill 0038 will require written notices at the time of hire that include an employee's pay rate, pay schedule, and leave benefits. This information must be printed on the check stub or documented within the pay statement effective October 1, 2024.
Minnesota
Minnesota Reporting Requirements for Paid Leave
Minnesota has introduced a new paid leave program for employees who cannot work due to serious health conditions, providing care for a family member or new child, or qualifying events related to military assignments or personal safety. Most employees in Minnesota will be eligible for paid leave, which is not required to be available to employees until 2026. However, Minnesota employers are required to submit quarterly wage detail reports by business location and business unit starting July 1, 2024. These reports will include total wages paid and total hours worked and must be submitted to Minnesota’s Department of Employment and Economic Development. See this Ogletree Deakins article for more information.
South Carolina
South Carolina's Reporting Requirements for Employers
Last year the Statewide Education and Workforce Development Act (SCDEW) was signed into law, and the initial reporting requirements intended to provide information to decision-makers for improving workforce development are due April 30, 2024. The quarterly wage file reports include Standard Occupational Code (SOC) information for each position, along with employee names, social security numbers, number of hours worked, and wages. SCDEW has provided resources to help locate the correct SOC for employees. The reports can be filed electronically through SCDEW’s SUITS platform. Avionté provides support for SOC management in our platform as shown in this article.
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