HR’s End-of-Year Checklist: How to Finish Q4 on the Right Foot

As Q4 approaches its conclusion, it’s time to ramp up preparation efforts for the end of the year. From managing employee benefits deadlines to navigating compliance changes and setting goals for the new year, HR professionals have plenty on their plates during the final quarter.

To help you stay organized and ensure nothing falls through the cracks, we’ve created an HR end-of-year checklist to streamline your busy season.

Step 1: Communicate HR Year-End Reminders to Employees

From submitting FSA information to updating personal information, HR can stay ahead of yearly compliance (and administrative headaches) by regularly communicating key reminders to teammates before the holiday season PTO rush. Here’s what you should remind employees about in Q4:

• Maximize Benefits Before Year-End:
  • Use FSA Funds: Flexible Spending Account (FSA) funds often expire at the end of the calendar year (or plan year). Inform employees about deadlines and whether a carryover or grace period applies.
  • Submit FSA Receipts: Encourage employees to submit receipts for FSA-approved purchases to ensure timely reimbursement.
  • Utilize PTO: Depending on your company’s PTO policy, remind employees to use any remaining time off before it expires or rolls over.
  • Review Ancillary Benefits: Employees should check and take advantage of benefits with end-of-year cutoffs or deadlines.
    
    
• Update Personal Information:
  • Ensure contact information, such as addresses, is current to prevent delays with W-2s and ACA forms.
  • Remind employees to update their W-4 withholdings if they’ve experienced significant life changes, such as marriage or divorce. The IRS requires employers to provide this notice by December 1.
  • Finalize Elections: If your group health plan renews on January 1, ensure employees complete their benefit elections promptly. Encourage them to refill prescriptions before new insurance details take effect.

Step 2: Stay Ahead of Compliance Changes 

Compliance updates often take effect at the start of a new year. Take the following steps to ensure your organization remains compliant:

1. Monitor Federal Updates: Review changes to IRS forms, such as 1095-Cs, and new limits for HSA contributions. For example, in 2025, the HSA out-of-pocket limits increased to $4,300 for individuals and $8,550 for families.
   
   
2. Prepare for Student Loan Repayments: If applicable, remind employees about the end of the federal student loan repayment pause, scheduled for December 31. Help them understand how this may impact their budgets.
   
   
3. Review State and Local Laws: Compliance regulations at the state or local level often change without widespread notice. Conduct research to avoid noncompliance issues that could lead to fines.

Step 3: Set Strategic Goals for the New Year

While compliance is crucial, HR’s role extends beyond legal requirements. Use the end of Q4 to reflect and plan strategically for the upcoming year:

Evaluate the Current Year: Assess your team’s achievements and areas for improvement. Did you meet your goals for this year? What can you carry forward into the new year?

Create SMART Goals: Align your goals with your organization’s vision. For example, consider ways to improve company culture, streamline processes, or enhance employee engagement.

Audit Policies and Practices: Review your PTO policy to ensure it meets employee needs in a changing work environment. Explore other policies that may benefit from updates.

Enhance Budget Involvement: Familiarize yourself with your organization’s financials to identify opportunities to save time and money. This knowledge positions HR as a strategic partner in budgeting decisions.

Additional Resources

You can stay informed, educated, and up to date with important HR topics using BerniePortal’s comprehensive resources:

• BernieU—free online HR courses, approved for SHRM and HRCI recertification credit
• BerniePortal Blog—a one-stop shop for HR industry news
• HR Glossary—featuring the most common HR terms, acronyms, and compliance
• Resource Library—essential guides covering a comprehensive list of HR topics
• HR Party of One—our popular YouTube series and podcast, covering emerging HR trends and enduring HR topics
• Community—the HR Party of One Community forum, a place devoted to HR professionals to ask questions, learn more, and help others