TPC Blog

As the year draws to a close, meticulous year-end planning becomes essential for HR directors aiming for a seamless transition into the upcoming year. It is a crucial time to reflect on the past year's achievements and challenges, and to set a foundation for future success. An organized and comprehensive checklist can significantly streamline this process, ensuring that every detail is attended to and nothing is overlooked. With so much to manage, from finalizing budgets to reviewing employee performance, having a structured plan is key to managing these tasks efficiently.

To assist HR professionals in this endeavor, we present a guide featuring 7 essential steps to help prepare for the end of the year. This guide is designed to simplify the planning process, offering practical advice and actionable insights. By following these steps, HR directors can ensure that all necessary actions are completed, enabling a smooth transition and setting the stage for a productive and successful new year. Whether it's conducting audits, updating policies, or planning employee engagement activities, this guide provides the framework needed to tackle year-end responsibilities with confidence.

1. Review Compliance Updates for 2025

Compliance is a moving target, and staying updated is essential to ensure that your organization adheres to the latest regulations and industry standards. This requires constant monitoring of legal changes and implementing necessary adjustments to maintain compliance.

• Labor Law Changes: Keep abreast of recent legislation that may impact your payroll and HR practices. Changes in labor law can affect everything from employee benefits to workplace safety.
• Wage & Hour Compliance: Ensure your policies comply with minimum wage and overtime regulations. This helps avoid legal pitfalls and fosters a fair workplace.
• EEO and ACA Reporting: Confirm compliance with Equal Employment Opportunity and Affordable Care Act reporting requirements to prevent penalties and lawsuits.

2. Verify Employee Information

Accurate data is the backbone of effective HR management, ensuring that decision-making processes are informed and strategic. With precise data, HR leaders can better understand workforce trends, manage employee performance, and optimize talent acquisition strategies.

• Update Contact and Personal Details: Ensuring current employee information prevents payroll and tax reporting errors.
• Review Employee Classification: Correctly classify employees as full-time, part-time, or contractors to ensure accurate tax reporting and benefits.
• Check for Termination Documentation: Ensure all paperwork for departing employees is final and compliant with legal standards.

3. Reconcile Payroll Records

Avoid discrepancies by double-checking your figures: Taking the time to carefully review and verify your calculations can help prevent errors and ensure accuracy in your work. This practice can save you from potential misunderstandings and build confidence in your results.

• Confirm Year-End Payroll Totals: Cross-check totals against tax documents for accuracy.
• Adjust for Payroll Cutoffs: Highlight any special payroll dates or adjustments needed for the year-end close.
• Audit Benefits Deductions: Verify the accuracy of deductions for benefits, retirement, and flexible spending accounts.

4. Prepare for W-2 and 1099 Distribution

Ensure a smooth distribution process for all essential tax documents by organizing them efficiently and verifying their accuracy. Proper management will help guarantee timely delivery and compliance with regulatory requirements.

• Verify Employee and Vendor Information: Confirm accuracy in names, addresses, and ID numbers.
• Set Up Digital Distribution (If Applicable): Digital distribution can enhance accuracy and speed.
• Communicate Deadlines to Employees: Inform employees about W-2 access timelines and retrieval methods.

5. Assess and Update Benefits Enrollment

Fine-tune your benefits offerings by leveraging data insights to ensure they align with employee needs and preferences. By analyzing trends and feedback, you can create a more comprehensive and attractive benefits package that enhances employee satisfaction and retention.

• Review Enrollment Participation: Identify low enrollment areas and plan outreach for 2025.
• Assess Benefit Utilization Trends: Use 2024 data to make informed adjustments.
• Finalize Open Enrollment Changes: Ensure everything is set for January 1st.

6. Review HR Technology and System Integrations

Ensure your systems are fully prepared for the new year by conducting thorough checks and updates. This includes reviewing software updates, backing up important data, and optimizing performance settings to start the year smoothly.

• Audit Software for Compliance Updates: Check that payroll, time tracking, and benefits software are up-to-date with compliance changes.
• Check System Integrations for Efficiency: Evaluate how well HR systems integrate with other departments like finance.
• Plan for System Upgrades (If Needed): Determine if software updates are needed to enhance 2025 operations.

7. Set 2025 HR Goals and Metrics

Planning ahead sets you up for success by allowing you to anticipate challenges, allocate resources efficiently, and make informed decisions that lead to achieving your goals with confidence.

• Identify Key Performance Indicators (KPIs): Common KPIs include employee retention and engagement scores.
• Create a Staffing Strategy: Outline recruitment needs for anticipated changes in 2025.
• Develop a Learning & Development Plan: Focus on skills needed to achieve next year's objectives.

BONUS: Register for the November TPC Talks Webinar

Stay informed with expert advice:

• Join our webinar on November 21 at 11:30 AM CST for an open discussion of year-end best practices, changes, and trends to look out for. During this session, you'll learn best practices for managing employee benefits renewals, closing out HR reporting requirements, and preparing payroll and accounting for tax season. Stay ahead of 2025 regulatory changes and trends. Whether you're handling compliance, reviewing benefits, or ensuring your financials are year-end ready, this webinar will equip you with the knowledge and tools to wrap up the year confidently.

Being proactive with year-end planning can ensure a smooth transition into 2025. By following this checklist, HR directors can not only maintain compliance and efficiency but also set the stage for growth and success in the coming year. Don’t miss the opportunity to deepen your knowledge and prepare effectively by joining the TPC Talks webinar this month.