Get Your Documents In: Must-Know Dates for May 2023

26 of April, 2023

So, you’re in compliance management and you need to know the essential filings and deadlines for May 2023. Unless you’re a time traveler from the future, it’s not easy to remember all of these dates.

Happily, Sesame can help! We’ve put together a comprehensive list of must-know dates and documents to deliver in order to remain compliant throughout the month of May 2023. Not only that, but we’ve also included the most important details related to these documents so you know exactly what information to provide when filing.

From Form W-2s to quarterly taxes, here’s what HR managers and business owners should keep an eye out for leading up to the end of May 2023. And you know that you can keep all the important documents centralized in our document management tool. So, let’s dive in!

Tax Documents: April and May Deadline

As an HR manager or business owner, it’s in your best interest to keep a close eye on the ever-changing deadlines of tax regulations. Filing tax documents can sometimes take months of preparation and if you miss a due date, the consequences can be dire. Before we get into the specific deadlines for May, here’s a reminder of those that must be met before the end of April.

• Form W-2: Every employer must submit their employees’ wages and taxes to the US Internal Revenue Service (IRS) by March 31st, 2023. Any late submissions will cost you $50 per form!
• Form 1065: The same rule applies to partnerships filing Form 1065 – due on March 15th, 2023.
• Estimated Tax Returns: If there are no other US individual income tax returns due on May 17th, 2023, you must file quarterly estimated tax returns.

Knowing these deadlines for April is important for setting yourself up for success in May!

Statement of Information (Corp) – May 2

It’s time to set a reminder for the Statement of Information (Corp) for your business! The deadline for this document is May 2, 2023.

The Statement of Information (Corp) is a biennial document that needs to be filed with the Secretary of State. It’s like filing taxes for companies—it’s essential to stay compliant with the government. Filing this statement publicly declares your businesses’ existence, current officers and directors, and any changes since you last filed it.

For business owners located in California, the form can be completed online and you’ll receive confirmation immediately after filing. Make sure to keep a copy of your form and the receipt from when you filed it—you’ll need this information if you’re ever audited.

Be sure not to miss this step if you want to stay fully compliant with governmental regulations—file your Statement of Information (Corp) by May 2, 2023!

W-2/1099-Misc – May 31

It’s that time of the year again, and that means W-2s and 1099-MISC forms will be needed to stay in compliance! On May 31, 2023, these documents should be sent to employees and independent contractors respectively.

In order to make sure that your documents are ready for submission, here are some steps you can take with Sesame HR:

1. Enter employee information into the system – this allows you to easily access it when you need to enter it into the forms.
2. Use filters – you can use our filters like exempt/non-exempt status or full/part-time status to sort employees so that you’re only looking through the ones who need specific documents.
3. Adhere to deadlines – Sesame HR lets you set reminders for important dates like the deadline for W-2/1099-MISC forms on May 31st, 2023, so no important date slips through the cracks!

When all of this is done well in advance, staying compliant can be stress-free! With Sesame, you’ll have everything you need at your fingertips come May 31st, 2023 — so get ready now and make sure you’re ready for any deadlines that come your way!

OSHA Records – May 5 and 31

The Occupational Safety and Health Administration (OSHA) requires certain records to be kept up-to-date and submitted at the end of each year. As the HR manager or owner of a business, it’s important to stay abreast of the most pressing deadlines—like OSHA’s.

For May 2023, you have two important dates for OSHA records: May 5 and May 31. By these dates, you not only need to review your injury logs and ensure that they are up-to-date, but also make sure that every incident is documented properly. Additionally, if your business has more than 10 employees, you need to submit an OSHA form 300A, which summarizes injuries and illnesses from the previous year.

Using a reliable HR software like Sesame makes this all much easier. The software stores all data securely so there are no losses or duplicate entries plus it enables you to track employee health and safety incidents for more accurate recordkeeping throughout the year.

Plus it will set alerts that remind you when compliance tasks like filing OSHA forms are due as well as any other deadline related tasks. By using such a software, you can be sure that your company is compliant come deadline time!

EEOC Report and Affirmative Action Plan – May 31

You need to meet the EEOC reporting and affirmative action plan deadlines in May 2023. First, the EEO-1 Report must be completed and filed by May 31. This report requires detailed data on employees’ job categories, gender, race, ethnicity, and veteran status. You can prepare this report in Sesame‘s HR software with ease!

Besides that, you must update your Affirmative Action Plan (AAP) for the new year. An AAP is a document that outlines how you plan to identify any issues of unequal employment opportunity and hiring practices within your organization and actively take steps to fix them.

Sesame’s HR software can help prepare your AAP documents with real-time updates from your employee data reports to ensure accuracy.