Unless otherwise stated, these new laws take effect January 1, 2026.

What’s changing in California’s minimum wage and exempt salary thresholds?

The state minimum wage increases to $16.90/hour (from $16.00) for all employers, regardless of size, effective January 1, 2026, and raises exempt salary requirements.

Under Labor Code §1182.12, the annual adjustment is tied to inflation and capped at the lesser of 3.5% or the U.S. Consumer Price Index (CPI) change.
For the 12-month period ending June 30, 2025, CPI rose 2.49%, prompting a 2.49% minimum-wage increase effective January 1, 2026.

This also raises the minimum salary for full-time exempt employees to:

• $70,304 per year

• $5,858.67 per month

Employers must also consider industry-specific rates:

• Fast-food workers continue under their own $20/hour minimum (Labor Code §§1474–1476).

• Health-care employees are subject to separate minimums, some of which rose on July 1, 2025.

• Exempt thresholds in those sectors depend on multiples of their respective wage floors (two times for fast food; 1.5 times the applicable health-care rate or two times the state minimum, whichever is higher).

Lastly, local ordinances (e.g., Berkeley, Los Angeles, Milpitas, San Francisco) may require higher local minimum wages.
Employers must pay the higher of the two rates, but remember, only the state minimum wage determines exempt-salary minimums.

What’s changing in California’s discrimination and equal pay laws?

Expanded pay scale transparency, a longer statute of limitations for equal pay claims, and new rules for bias training.

SB 642 updates California’s Equal Pay Act and pay scale disclosure requirements.

• Employers must provide a “good faith estimate” of the salary or hourly wage they expect to pay upon hire in job postings (for employers with 15+ employees).

• The statute of limitations for Equal Pay Act claims increases from two years to three years, and potential recovery can extend up to six years.

• Employers must continue providing pay scale details to applicants and employees upon request.

SB 464 revises pay data reporting rules:

• Demographic data collected for pay reporting must be stored separately from personnel files.
  

Finally, SB 303 clarifies that an employee’s participation in bias mitigation training, including acknowledging or discussing personal bias, does not constitute unlawful discrimination under the Fair Employment and Housing Act (FEHA).

What are the updates to leaves of absence and victim protections?

California has consolidated and expanded leave protections for victims of violence and updated Paid Family Leave eligibility.

SB 590 expands eligibility for Paid Family Leave (PFL) to cover care for a “designated person”, someone related by blood or with a family-like relationship.
However, this expansion won’t take effect until July 1, 2028.

How do the new laws affect employment contracts and repayment clauses?

Employers face new limits on repayment or “clawback” provisions tied to benefits or incentives.

Under AB 692, contracts signed on or after January 1, 2026, cannot include provisions requiring workers to repay the employer or a training provider if employment ends before a set period, such as repayment for tuition assistance, hiring bonuses, or training costs.
While some exceptions exist for narrowly defined agreements, this law signals a shift toward protecting employee mobility and reducing debt-related employment barriers.

What are the new notice and recordkeeping requirements for 2026?

Employers face new annual notice obligations and expanded data retention requirements.

SB 294 – The Workplace Know Your Rights Act introduces a new annual notice requirement covering:

• Workers’ compensation rights

• Immigration protections

• The right to engage in concerted activity

• Constitutional rights during law enforcement interactions

The Labor Commissioner will release a template notice by January 1, 2026, and employers must distribute it to all employees by February 1, 2026, then annually thereafter (and at new hire).

Employers must also retain compliance records for at least three years, including proof of when notices were issued.

Emergency Contact Requirement

By March 30, 2026:

• Employers must allow existing employees to designate an emergency contact to be notified if the employee is arrested or detained at the worksite.

SB 617 expands CalWARN notice content to include:

• Whether the employer plans to coordinate with the local workforce development board, and

• Information about CalFresh and local workforce resources.

Additionally, SB 513 adds detail to personnel recordkeeping, requiring that education and training records include specific data points, prompting employers to review documentation practices.

How is collective bargaining expanding in 2026?

App-based drivers gain organizing rights, and state labor agencies gain broader enforcement powers.

AB 1340, known as the Transportation Network Company Drivers Labor Relations Act, grants unionization and bargaining rights to certain app-based drivers classified as independent contractors under Proposition 22.
These drivers will be able to form and join driver organizations, bargain collectively, and engage in concerted activities starting in 2026.

Additional Wage and Hour Updates

Industry-Specific Bills

• AB 751 – Makes permanent the rest-period exception for safety-sensitive positions in petroleum facilities and expands coverage to other fuel refineries.

• SB 693 – Adds water corporations to the list of industries exempt from standard meal period rules under CBAs.

Displaced Hospitality Workers

• AB 858 – Extends COVID-related recall rights for hospitality workers to January 1, 2027.

Wage-and-Hour Enforcement Strengthening

SB 261 – Penalties for Unpaid Judgment Noncompliance

If an employer fails to satisfy a final wage judgment within 180 days:

• Penalties may reach three times the unpaid judgment (plus interest).

• Prevailing plaintiffs are also entitled to attorneys’ fees & costs.

• Public prosecutors may enforce unpaid judgments on behalf of employees.

SB 648 – Tip and Gratuity Enforcement Expansion

The Labor Commissioner can now:

• Investigate potential tip violations

• Issue citations

• File civil actions

What should employers do now?

Start reviewing policies, contracts, and compliance systems before January 2026.

With significant updates across multiple employment areas, from pay transparency to collective bargaining, California employers should:

1. Review and update job postings, pay policies, and contracts.

2. Prepare for new notice templates and distribution requirements under SB 294.

3. Audit leave policies to ensure compliance with updated FEHA and CRD standards.

4. Train HR and management teams on new reporting and recordkeeping rules.

5. Stay alert for agency guidance and upcoming templates from the Labor Commissioner and CRD.

California’s labor laws continue to evolve rapidly, and 2026 brings some of the most wide-ranging changes in years. Staying proactive now ensures compliance, protects your business, and keeps your team informed as we head into a busy new year.

We’ll continue to monitor updates and provide practical guidance to help you stay ahead of California’s ever-changing HR landscape.

The post What California Employers Need to Know About 2026 Labor and Employment Laws appeared first on Ignite HR Solutions.

As 2025 wraps up, HR teams face one last mission — closing out the year cleanly and preparing for a smooth transition into 2026. From payroll audits to labor law updates, this checklist helps you stay compliant, organized, and ready for the new year.

What’s the first thing HR should do before year-end?

Start by updating employee contact information. Confirm that every employee’s address, phone number, and email are current. This ensures W-2s and other important documents arrive without issue in January.
If any employees have moved to another state, verify that your company is registered as an employer in that state. Getting this handled early prevents payroll tax delays and state compliance issues later.

Make sure employees review their withholdings and personal payroll settings

Encourage employees to refresh their W-4 information. Many employees forget to update their federal withholdings throughout the year, which can lead to unexpected tax results. Encourage them to log in to your payroll system to review their W-4 settings, update addresses, and check other personal details.
If your platform supports self-service updates, send a quick year-end reminder, it saves time for everyone.

Analyze turnover rates before 2026

Reviewing turnover data helps shape better hiring and retention strategies. Pull your year-to-date turnover reports companywide and by department. Identify patterns. Are certain teams seeing higher attrition? Exit interviews and manager feedback can reveal whether issues stem from culture, workload, or management practices.
This data-driven review helps you enter 2026 with a stronger understanding of your workforce health.

What payroll and classification audits should HR complete?

Accurate payroll and classifications prevent compliance problems. Audit all employee classifications to ensure they are correctly designated as exempt (salaried) or non-exempt (hourly).
Then, review payroll data for accuracy. Clean records now will make year-end reporting, including W-2s and ACA forms, much smoother.
Most payroll providers offer year-end guides or webinars; take advantage of these resources to ensure compliance with their reporting process.

Prepare for W-2 and 1099 reporting

Data accuracy now saves you from costly corrections later. Payroll vendors typically auto-generate W-2s, but errors in employee data can lead to costly reprints.
Work with your accounting team to ensure all contractors are properly identified for 1099s as well. Getting these records finalized before the new year prevents January chaos and late penalties.

Prepare ACA-1095 forms

Begin ACA reporting prep before the calendar flips. Employers with 50 or more employees or small groups that self-insure must provide ACA-1095s to employees. Begin planning your ACA-1095 form submissions now.
Check that employee coverage and eligibility information are up to date. Early preparation avoids filing delays and compliance risks once the new year begins.

What reminders should HR send about 401(k) contributions?

Help employees maximize 2026 retirement contributions. Before the new year, send employees a reminder about 401(k) contribution limits and adjustments. For 2026, limits are:

• $24,500 for employee salary deferrals

• $8,000 catch-up for employees aged 50+

Encourage employees to review their current contribution rates to take full advantage of these limits, or start contributing if they haven’t yet.

Remind employees to submit FSA receipts

Remind employees to re-enroll and submit receipts on time. For companies offering a Flexible Spending Account (FSA), ensure employees re-enroll for 2026 and understand deadlines for submitting 2025 receipts.
Remind participants that receipts must be dated within 2025, though many plans allow submission through March of the following year. Clear communication helps prevent forfeited funds and employee frustration.

Review websites and job listings 

Year-end is the perfect time to refresh digital HR materials. Audit both your internal HR portal and external careers site. Update contact details, job postings, and compliance statements.
An accurate and polished web presence ensures your organization looks professional to candidates — and compliant to regulators.

Prepare for labor law updates

Review 2026 updates now to avoid last-minute noncompliance. Every January brings new labor regulations, from minimum wage increases to posting requirements and state-specific updates.
Research changes that apply to your locations and update policies, handbooks, and workplace posters accordingly.

Clarify holiday and winter work policies

Clear expectations reduce confusion and build trust. Review your holiday schedule, weather closure procedures, and PTO policies. Let employees know:

• Which days the office will be closed (e.g., Dec 24, 25, 31, Jan 1)

• How closure notices will be communicated

• Whether “Holiday Pay” applies to those working on key dates

Proactive communication helps teams plan time off and reduces last-minute disputes.

Some fun ways to celebrate the holidays at work

End the year with gratitude and connection. Holiday celebrations don’t have to be extravagant. Small, inclusive activities go a long way!
Ideas include:
🎁 Ugly sweater contests
🍪 Cookie decorating
🎲 Holiday trivia or scavenger hunts
🎁 Secret Santa or white elephant gift exchanges
🥗 Potluck lunches

These activities foster morale, connection, and appreciation as the year draws to a close.

What’s the final takeaway for HR leaders closing out 2025?

Preparation now ensures a confident, compliant start to 2026. By updating records, reviewing compliance, and communicating proactively, you set your company up for success.
As you head into the holidays, take a moment to appreciate your team and reflect on what went well this year.

From all of us at Ignite HR Solutions, we wish you a peaceful, joyful, and gratitude-filled holiday season and a strong start to 2026.

The post December HR To Do appeared first on Ignite HR Solutions.

Nov 4, 2025 California Special Election — Ensure Your Voting Leave Compliance

With Election Day fast approaching, California employers must ensure compliance with voting leave laws and workplace posting requirements.

Here’s what you need to know:

• Post your “Time Off to Vote” notice at least 10 days before the election — it must be in a visible area where employees can easily see it.
• Employees who cannot vote outside working hours are entitled to up to 2 hours of paid leave to vote.
• Time off should be taken at the beginning or end of a shift, unless otherwise agreed upon.
• Employees must notify you at least 2 working days in advance if they need time off to vote.
• Employees may also volunteer as election officials without penalty (though this time is unpaid).

📄 Download the official “Time Off to Vote” notice from the California Secretary of State:
CA Secretary of State – Time Off to Vote PDF (2025)

If you employ people in multiple states, review the applicable laws — each state’s requirements differ. State Voting Leave Laws

Open Enrollment 2025: Don’t Wait Until It’s Too Late

It’s officially Open Enrollment season, one of the busiest times for HR teams.
Covered California’s Open Enrollment runs November 1 through January 31, 2026, with coverage starting January 1.

If you don’t offer group health coverage, direct employees to individual plan options through CoveredCA.com.

Need help with Open Enrollment? Chat with our Benefits specialist today and find a plan that works for your organization: Complimentary Employee Benefits Consultation

The Season of Giving (and Planning)

November is the perfect time to give back and get organized before year-end chaos hits.

💙 Support your community:
Consider joining the #GivingTuesday movement (December 2, 2025). Encourage employees to volunteer, match donations, or select a local nonprofit to support.
Learn more → GivingTuesday.org.

Review emergency and time-off policies:

• How do employees request time off during the holidays?

• Which holidays are paid?

• Do part-time or seasonal employees qualify?

• Is your remote work communication plan ready for winter weather disruptions?

Prep for year-end payroll & compliance:

• Verify all manual checks are entered and taxes submitted

• Flag all vendors needing 1099s for 2025

• Plan FSA renewal communications and 401(k) contribution updates.

Start planning holiday appreciation early:
Employee gifts, cards,in-person or virtual gatherings. Small gestures go a long way in boosting morale.

Looking Ahead to December

• Schedule your performance review process and confirm timelines
• Plan pay adjustments for January
• Draft or update your 2026 compliance calendar
• Reflect on your  wins for the year and celebrate them!

November can feel like a sprint to the finish line, but with a proactive HR plan, it doesn’t have to be stressful. 

Stay compliant, stay communicative, and celebrate your people along the way.

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🔥 Ignite HR Solutions. HR Simplified. Compliance, culture, and clarity for every business.

#OpenEnrollment #HRCompliance #EmployeeBenefits #VotingLeave #HRCommunity #IgniteHRSolutions

The post November HR To Do appeared first on Ignite HR Solutions.

Recognition is one of the most powerful drivers of engagement and retention. Gallup research shows that employees who feel appreciated are 41% less likely to leave. Public acknowledgment not only boosts morale but also reinforces a culture where contributions are noticed and valued.

What can you do now:

• Shout out wins in meetings, internal newsletters, or Slack channels.
• Celebrate work anniversaries, birthdays, and major project completions.
• Offer small but meaningful rewards,gift cards, extra PTO hours, or handwritten thank-you notes.

Support Working Parents During Back-to-School Season

It’s back to school season- juggling work and school schedules can be tough! Here are some effective strategies to consider, ensuring they are available to all employees to avoid discrimination: 

What can you do now:

• Offer flexible start/end times or remote work options.
• Create a resource group or Slack channel for parents to share tips.
• Communicate understanding, not pressure, around adjusted schedules.

Did You Know?

SHRM reports that 83% of working parents say employer flexibility is a key factor in deciding whether to stay with their current company.

Prepare for Flu Season

The flu doesn’t just spread germs; it spreads lost productivity and missed workdays. Encouraging preventative measures helps keep your team healthy, reduces sick days, and safeguards vulnerable employees.

What can you do now:

• Host on-site flu vaccination clinics.
• Reimburse employees for shots at pharmacies (insurance will typically cover this). Communicate the benefits clearly and make participation easy. Encourage employees to visit their doctor or a local pharmacy, such as CVS , to get their shots.

Did You Know?

The CDC estimates that flu costs U.S. businesses $10.4 billion annually in direct medical expenses and lost productivity.

Review 2025 Goals & KPIs

Without mid-year and late-year check-ins, teams can drift off track. Reviewing now allows you to check in with your employees’ well-being, identify gaps, reallocate resources, and refocus priorities before Q4 deadlines hit.

What you can do now:

• Schedule one-on-ones with your team.
• Compare actual performance to KPIs and annual goals.
• Identify at-risk projects and create action plans.
• Share updates with leadership and teams to create accountability.

Did You Know?

Harvard research shows that companies with clearly defined and monitored goals are 3.5 times more likely to outperform their peers.

Start Performance Review Preparation

Thoughtfully planned performance reviews create meaningful conversations, inspire growth, and strengthen engagement. Starting early allows for fairness, consistency, and alignment with pay and sets employees up for success.

What you can do now:

• Finalize review forms and criteria.
• Train managers on giving constructive feedback and on how to write effective performance appraisals..
• Set clear timelines for self-assessments and review meetings.
• Start preparing for remote-friendly review processes if applicable.

Did You Know?

According to Gallup, only 14% of employees strongly agree that their performance reviews inspire them to improve—highlighting the need for a better approach.

Analyze YTD Turnover

Turnover isn’t just a number; it’s a signal. High turnover in specific departments can reveal deeper issues such as management challenges, workload imbalance, or compensation concerns. Early analysis helps you address problems before they affect next year’s results.

What you can do now:

• Calculate turnover rates company-wide and by department.
• Be sure to perform exit interviews, then regularly review interview data for patterns.
• Implement retention strategies before the new year and communicate them to your people managers. You won’t be able to retain employees on your own, so all managers will need to be aware of this strategy and its goals.

Did You Know?

Replacing an employee can cost 1.5–2 times their annual salary when you factor in recruiting, onboarding, and training costs.

Benefits Planning for 2026

Benefits are a critical tool for attracting and retaining talent. Planning early gives you time to adjust offerings to match employee needs and communicate changes effectively. The MetLife Employee Benefits Trends Study found that 80% of employees say benefits are a key factor in staying with their current employer.

What you can do now:

• Review current participation rates and employee feedback.
• Meet with your broker to assess costs and options.
• Explore enhancements like wellness stipends, mental health resources, or expanded PTO policies.
• Prepare your Open Enrollment communications plan now.

Did You Know?

Ignite is now a certified benefit broker (CA license #6014247) and can help California employers to build Employee Benefits packages tailored to your team’s unique needs, and this is a complimentary service for all businesses. It’s just one more way we help you attract top talent and keep employees engaged year-round. 

Stay Ahead of Compliance Deadlines

Missing compliance deadlines can lead to costly fines, legal exposure, and reputational damage. Staying ahead ensures your organization remains legally protected.

What you can do now:

• October 15: Send Medicare Part D creditable coverage notices.
• Begin ACA reporting preparations. ACA non-compliance penalties can reach $2,970 per employee per year for certain violations.
• Audit employee classifications to ensure FLSA compliance.
• Confirm healthcare filing requirements with your broker.

Promote Awareness & Inclusion

Awareness initiatives show that your organization values diversity, empathy, and social responsibility. They can also increase engagement by connecting employees to meaningful causes.

What you can do now in preparation for next month:

• Support National Breast Cancer Awareness Month with fundraisers or education.
• Acknowledge National Domestic Violence Awareness Month by sharing resources and supporting local organizations.
• In California, ensure policies reflect protected leave rights for domestic violence victims.

Did You Know?

In California, domestic violence victims are entitled to protected leave for legal and safety-related matters. Non-compliance can lead to legal action.

Plan Seasonal Celebrations Early

Planning ahead for workplace celebrations prevents last-minute chaos and ensures higher participation. Thoughtful celebrations can boost morale, encourage team bonding, and reinforce company culture. Glassdoor reports that 79% of employees say company culture plays a significant role in job satisfaction, and events are a key culture driver.

What you can do now:

• Decide on Halloween activities, costume contests, themed potlucks, or virtual parties.
• For the holiday season, order cards and gifts early to avoid supply delays.
• Include both in-person and virtual-friendly options for hybrid teams.

Budget for 2026

A well-prepared budget sets the tone for the year ahead. It ensures resources are available for strategic priorities and prevents financial surprises. Workplace research shows that companies with formal budgeting processes are 30% more likely to meet their strategic goals.

What you can do now:

• Review actual 2025 spending vs. budget.
• Account for salary adjustments, benefits costs, and planned hires.
• Secure early approval for new HR technology, training programs, or wellness initiatives.

September isn’t just another month, it’s your launchpad for ending the year strong and entering 2026 with clarity and momentum. By acting now on recognition, benefits planning, compliance, and culture, you set your organization up for long-term success.

At Ignite HR Solutions, we partner with businesses to navigate HR processes, ensure compliance, and build high-performing workplaces.

📞 Let’s talk about how we can help you streamline your year-end planning and start 2026 ahead of the curve.

The post HR To Do : September appeared first on Ignite HR Solutions.

With July behind us, hopefully you’ve managed to catch up on some lingering projects. As summer break winds down and the back-to-school season begins, your team might be settling into a more regular rhythm, making this an ideal time to focus on key HR housekeeping.  

Here’s your HR checklist for August.

Review & Communicate Work Schedules

• If you implemented summer or adjusted work hours, set a clear end date and communicate it to employees. 
• If you have employees with school-age or college-age children, be mindful of upcoming first days of school and college drop-off schedules. This can be a busy and emotional time for families, and a little flexibility can go a long way in supporting your team. 

What you can do now:

• Confirm end dates for seasonal schedules.
• Communicate updates through email, team meetings, or HR software.
• Review 2026 compliance changes in advance.

Keep in mind…

Some cities require predictive scheduling laws, meaning employers must give advance notice of schedule changes—or face penalties. Learn more from the Department of Labor.

Double-Check Minimum Wage Compliance

• Several state minimum wage increases took effect on July 1. Check local ordinances; cities like Berkeley, Los Angeles, and San Francisco often have higher rates than the states. 

What you can do now:

• Review state and city-specific minimum wage rates.
• Adjust payroll systems accordingly.
• Communicate changes to managers to ensure budgeting accuracy.

Did You Know?

Cities like Berkeley, Los Angeles, and San Francisco have higher minimum wages than the California state rate—sometimes by more than $2/hour. Check California city minimum wage rates here.

Prepare for Open Enrollment

• Review your health insurance and employee benefits packages now to determine if adjustments are needed. Early preparation avoids last-minute rushes when open enrollment season arrives. 

What to do now:

• Review current benefits utilization rates.
• Meet with your broker to discuss plan options and costs.
• Draft communications for employees.

Did You Know?

Ignite HR Solutions offers complimentary employee benefits planning for all businesses—helping you attract top talent without added cost. Chat with our Benefits Specialist today!

Audit PTO Balances

• After summer vacations, check PTO balances to ensure accurate tracking. Communicate remaining balances to employees so they can plan accordingly. If you utilize an “unlimited” PTO policy, ensure employees are reporting their time off. Even though the time is “unlimited,” employers should still track the time taken off for reporting purposes. 

What to do now:

• Audit PTO balances in your HRIS or tracking system.
• Communicate balances to employees.
• Remind teams of any year-end “use it or lose it” policies.

Did You Know?

Unpaid PTO liability can add up quickly—especially in states like California, where unused vacation must be paid out at termination. Read more on California PTO laws here.

Begin Holiday Hiring Plans

Determine how many seasonal employees you’ll need and decide how you’ll recruit (job boards, recruiters, employee referrals). Set competitive pay rates and highlight what makes working for your company appealing. 

What you can do now:

• Forecast seasonal staffing needs.
• Decide recruitment methods (job boards, referrals, recruiters).
• Offer competitive pay and highlight perks.

Gauge Employee Engagement

• Consider sending an Employee Satisfaction Survey or Engagement Survey now that summer schedules are over. Use feedback to address concerns and boost morale before the busy holiday season. 

What you can do now:

• Send an engagement or satisfaction survey.
• Review results and share action steps.
• Implement at least one morale-boosting initiative.

August Awareness Dates

Linking company initiatives to national observances can increase employee participation by up to 50%. Recognizing national events not only boosts culture and inclusion, but also community engagement:

• All Month: National Wellness Month – Host wellness challenges or workshops.
• Aug 17: National Non-Profit Day – Spotlight charitable partnerships or volunteer opportunities.
• Aug 26: National Women’s Equality Day – Celebrate progress and promote DEI initiatives.

August offers a rare opportunity to get ahead on HR projects before Q4 deadlines hit. By focusing on compliance checks, benefits planning, and employee engagement now, you can set your organization up for a smoother, more productive close to the year.

At Ignite HR Solutions, we help businesses navigate compliance, streamline HR processes, and design benefit packages that keep employees engaged year-round.

📞 Contact us today to start your open enrollment planning early—and finish the year strong.

The post HR To Do : August appeared first on Ignite HR Solutions.

March Highlights for HR & Workplace Success

✅ March 7 – Employee Appreciation Day
The first Friday in March is Employee Appreciation Day! Show your employees how much you value their hard work with creative celebrations. Support local businesses with catered treats, handwritten appreciation notes, or a fun team-building activity. Workplace happiness = productivity!

✅ March is National Women’s History Month
Recognizing and celebrating women in the workplace fosters inclusion and gender equality. Here are some impactful ways to honor women in your organization:

• Recognize and reward achievements – Publicly acknowledge women who have made outstanding contributions. Consider awards, bonuses, or even a simple shoutout.
• Ensure equal opportunities – Review policies to guarantee fair career development, promotions, and training access.
• Support women’s networks – Encourage participation in women’s leadership groups or mentorship programs.
• Celebrate International Women’s Day (March 8) – Host events, workshops, or discussions that promote empowerment and recognize achievements.

Check out the National Women’s History Project or the Women’s History Month website for more ideas.

✅ March 9 – Daylight Saving Time Begins
Most U.S. (except Arizona and Hawaii) will “spring forward” an hour. Remind employees to adjust their clocks to stay on schedule!

✅ March 17 – St. Patrick’s Day (Falls on a Monday!)
If your company celebrates, consider hosting a Friday event to kick off the weekend. Be sure to communicate expectations for appropriate workplace behavior.

✅ March 14 – Pi Day
This is a perfect excuse to bring some pie to the office. A little fun goes a long way in boosting morale.

✅ OSHA Reminder
Keep your OSHA Form 300A posted through April 30 to ensure compliance with workplace safety regulations.

March Compliance Deadlines for 2025

Staying compliant with key HR and tax deadlines is crucial. Here’s what you need to know for March 2025:

March 1st

📌 HIPAA Breach Employee Notification

• If unsecured protected health information is breached, HIPAA-covered entities and business associates must notify affected individuals and submit a breach notification to the Secretary.

📌 Form M-1 Filing Deadline

• Employers must file Form M-1 to report details about Multiple Employer Welfare Arrangements (MEWAs) and any Entity Claiming Exception (ECE).

March 2nd

📌 Creditable Coverage Disclosure to CMS (for calendar year plans)

• Entities providing prescription drug coverage to Medicare Part D eligible individuals must disclose whether the coverage qualifies as creditable prescription drug coverage.

📌 Electronically Submit OSHA Form 300A

• Employers must submit OSHA Form 300A electronically to report the previous year’s workplace injury and illness data.

March 15th

📌 Form 8809 E-filing Deadline

• Employers needing additional time to file certain tax forms can request an extension using Form 8809.

📌 Tax Returns Due for S Corps & Partnerships

• Form 1120-S: S corporations must file their U.S. Income Tax Return.
• Form 1065: Partnerships must file their Return of Partnership Income.

📌 Form 2553 Due for S-Corp Election

• Businesses electing to be taxed as an S corporation in 2025 must submit Form 2553 to the IRS by this date.

March 31st

📌 Form 1099-MISC Electronic Filing Deadline

• All Forms 1099-MISC reporting miscellaneous income (excluding non-employee compensation) must be filed electronically with the IRS.

📌 ACA Forms 1094-C & 1095-C Filing Deadline

• Applicable employers must electronically file Forms 1094-C and 1095-C to report employee health insurance coverage under the Affordable Care Act (ACA).

🔥 Need HR expertise at your fingertips? 🔥
Introducing the Ignite HR Hotline! 📞 Unlock quick access to all the HR resources and tools you need! Whether creating your first employee handbook or staying on top of compliance, we’ve got you covered.

Don’t let HR challenges slow you down—sign up today, and let’s ignite your HR success!

The post HR To Do: March appeared first on Ignite HR Solutions.

Minimum Wage Changes and Implications

California’s minimum wage adjustments are front and center for 2025. Here’s what you need to know:

Here’s a breakdown of the new minimum wage rates across California:

• Belmont: $18.30/hour
• Burlingame: $17.43/hour
• Cupertino: $18.20/hour
• Daly City: $17.07/hour
• East Palo Alto: $17.45/hour
• El Cerrito: $18.34/hour
• Foster City: $17.40/hour
• Half Moon Bay: $17.47/hour
• Hayward: $17.36/hour (26+ employees); $16.50/hour (25 or fewer employees)
• Los Altos: $18.20/hour
• Menlo Park: $17.10/hour
• Mountain View: $19.20/hour
• Novato: $17.27/hour (100+ employees); $17/hour (26-99 employees); $16.42/hour (1-25 employees, unless state minimum wage applies at $16.50/hour)
• Oakland: $16.98/hour
• Palo Alto: $18.20/hour
• Petaluma: $17.97/hour
• Redwood City: $18.20/hour
• Richmond: $17.77/hour
• San Carlos: $17.32/hour
• San Diego (City): $17.25/hour
• San Jose: $17.95/hour
• San Mateo (City): $17.95/hour
• San Mateo County: $17.46/hour
• Santa Clara: $18.20/hour
• Santa Rosa: TBD
• Sonoma (City): $18.02/hour (26+ employees); $16.96/hour (25 or fewer employees)
• South San Francisco: $17.70/hour
• Sunnyvale: $19.00/hour
• West Hollywood: $19.65/hour

In addition, the statewide minimum wage will increase to $16.50/hour for all employers starting January 1, 2025, regardless of size.

Action Steps for Employers:

• Review your payroll systems to account for state and local increases.
• Ensure compliance with salary thresholds for exempt employees.
• Update labor law posters and communicate changes to employees.

Expanded Leave of Absence Policies

California continues to lead the nation in protecting employees’ rights with broader leave provisions:

1. Crime Victims’ Leave (AB 2499):
   • Expanded to include leave for helping family members who are victims of crimes.
   • Broadened definition of “victim” to include threats, brandishing weapons, and other violent acts.
   • Enforcement authority shifted to the California Civil Rights Department (CRD).
2. Agricultural Workers (SB 1105):
   • Clarifies that paid sick leave can be used for preventive care during emergencies like wildfire smoke or flooding.
3. Permanent Mediation Program (AB 2011):
   • The CRD’s Small Employer Mediation Program becomes permanent, providing support for disputes involving bereavement and reproductive loss leave.
4. State Disability Insurance and Paid Family Leave (AB 2123):
   • Wage replacement rates will increase to 70–90% of an employee’s highest-quarter earnings.

Action Steps for Employers:

• Update employee handbooks and leave policies.
• Train HR teams on new eligibility criteria and leave procedures.
• Monitor CRD announcements for required notice updates.

Workplace Safety and Violence Prevention

California’s commitment to workplace safety is reflected in new laws targeting violence prevention and environmental conditions:

• Workplace Violence Restraining Orders (SB 428):
  • Expands temporary restraining order (TRO) provisions to include harassment.
  • Allows unions to seek TROs on behalf of employees starting January 1, 2025.
• Future Cal/OSHA Regulations:
  • Expect updates on outdoor heat illness prevention, wildfire smoke protections, and opioid antagonist requirements by 2027.
• COVID-19 Regulations:
  • Temporary COVID-19 workplace standards will expire on February 3, 2025.

Action Steps for Employers:

• Strengthen workplace violence prevention policies.
• Prepare for potential updates to heat and smoke safety protocols.
• Update emergency preparedness plans.

Employer Speech and Anti-Discrimination Protections

California is redefining what employers can say and do regarding employee rights:

• Employer Speech (SB 399):
  • Prohibits employers from requiring employees to attend meetings about political or religious matters. Employees must still be paid if they opt out.
• Intersectionality in Discrimination Cases (SB 1137):
  • Protects individuals experiencing discrimination based on a combination of protected characteristics.
• Hiring Practices (SB 1100):
  • Limits the ability to list a driver’s license as a job requirement unless absolutely necessary.

Action Steps for Employers:

• Review workplace communication policies to ensure compliance with SB 399.
• Train managers on recognizing and addressing intersectional discrimination.
• Audit job postings and remove unnecessary requirements.

Freelance Worker Protection Act (SB 988)

California is setting clear rules for freelance worker agreements. Contracts worth $250 or more must:

• Be in writing and include names, dates, a list of services, and payment terms.
• Specify payment deadlines (no later than 30 days after service completion).
• Prohibit retaliation against workers exercising their rights.

Action Steps for Employers:

• Review contracts with independent contractors.
• Train staff on compliance with the Freelance Worker Protection Act.

Poster and Notice Updates

Employers must update workplace posters and notices to reflect changes in:

• Workers’ compensation rights (AB 1870).
• Whistleblower protections (AB 2299).
• Crime and abuse victim leave rights (AB 2499).

The California Labor Commissioner and CRD will release updated notices by July 1, 2025, but employers should prepare for changes by January 1.

Looking Ahead

California’s labor landscape is ever-evolving, and 2025 is no exception. From wage increases to safety regulations, these updates require proactive planning and implementation.

Ignite HR Solutions is here to help you navigate these changes and stay compliant. Our expert team offers tailored support for policy updates, employee training, and compliance audits. Don’t let new laws catch you off guard—partner with us today.

Stay Ahead of the Curve. Contact Ignite HR Solutions Today!
Let us help you prepare for 2025 and beyond.

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Here comes summer! Summer is a great time for minors to get some great work experience; teaching them the in’s and out’s of a workplace, responsibilities of employment, and beefing up that ever-important college application. As an employer, it’s also a fantastic opportunity for you to have some additional hands and to teach the youth of today more about your business and industry. When hiring minors though, there are some things that are different from your usual new hires. Don’t miss these important legalities! First and foremost, it’s the right thing to do to protect minors from being taken advantage of, and second, the penalties for violating these rules can really stack up and hurt your business. 

Work Permits

There are some exemptions, but most minor employees must obtain a work permit before they begin working. A work permit can be obtained at most high schools and/or district offices. The minor employee is generally in charge of obtaining this work permit from the appropriate office at their school 

When to Work? 

This is the most significant difference between hiring minors and non-minors; they may work different maximum hours based on their ages and school schedules. The Department of Labor has compiled the table below to make it a bit simpler to understand when your minor employees may work:

(WEE = Work Experience Education)

Wages

There are a small number of exceptions to paying minimum wage, and minors are one of them. However, the combination of federal exceptions and state exceptions in California make those allowable exceptions extremely small. We recommend paying minors minimum wage at the least (you can always pay them more if you’re so inclined!) Consult with an employment attorney if you want to pay sub-minimum wages to your minor employees. 

What Work Can a Minor Do?

Minors over the age of 14 enjoy a fairly wide spread of working opportunities. Those under 14 may only work in very limited circumstances, such as a paper route, in the entertainment industry, and certain agricultural roles. Unless you’re directing a movie and the child actor is represented, it’s probably best to steer clear of hiring those under 14. 

Minors under the age of 18 may never work in hazardous environments, and they may never be employed in a role requiring driving on public streets. This includes delivery driving! 

For more information about where and when a minor can work, see the Department of Industrial Relation’s Child Labor Laws Summary Chart.

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