Your Last-Minute HR Planning Guide for 2026

As 2025 wraps up, now is the time to tighten up loose ends and get ahead of the changes coming in 2026. Here’s your quick, no-fluff guide to the key areas HR teams should focus on so you start the year confidently.

Clean Up Employee Data for W2s
Avoid January corrections by double-checking employee information now. Make sure legal names, Social Security numbers, and addresses are accurate, and confirm that all taxable items such as bonuses and gift cards are included before your last payroll. A quick audit now saves a major headache later.

Review PTO, Sick Leave, and Vacation Balances
California requires accurate balances on each paystub, so take time to confirm that accruals are correct, carryover rules match your policy, and any year-end payouts align with California law. This is also a good opportunity to update internal processes if your PTO tracking has been messy this year.

Prep Early for ACA Reporting

If you're an Applicable Large Employer, take time now to verify full-time counts, review your offer-of-coverage codes, reconcile everything with your carrier, and start preparing your 1095-C forms.

Start Organizing California Pay Data Reporting
If you have 100+ employees or use 100+ labor contractors, begin gathering job categories, pay bands, and hours worked. Avoid scrambling in the spring. A little cleanup now will save you weeks of stress later.

California Employers: WVPP Compliance Check
California’s Workplace Violence Prevention Plan law has been in effect since July 2024, so you should already have a written plan, completed employee training, and a clear reporting process in place. Year-end is a great time to make sure everything is working as intended.
Start by confirming employees are trained on the four types of workplace violence and the specifics of your plan, including how to report concerns. Make sure your incident log is up to date and accessible, even if no major events occurred. Then do a quick hazard assessment to check for any changes in workflow, security, layout, or client interactions that might require updates to your WVPP.

Holiday Party Prep: Keep It Fun and Safe

End-of-year celebrations are fun, but they also come with risk. Cover your bases:

1. Re-send your code of conduct and anti-harassment policies.
2. Clarify if attendance is voluntary. If employees are required to attend, they must be paid for their time.
3. Set clear alcohol guidelines, provide water and food, and offer safe-ride options.
4. Include everyone by being mindful of religious and dietary needs.
5. Double-check insurance coverage and make sure managers model appropriate behavior.
6. Keep activities professional (photos, speeches, games, and any social posting).

Your Partner in 2026 Planning
Year-end doesn’t have to be overwhelming. With the right preparation and a clear plan, you can start 2026 strong. If you’d like support or want to dive deeper into the latest regulations, reach out to our team.

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