Why Q4 Planning Starts Now

Fall is when many small businesses gear up for the busiest season of the year. But before you get lost in year-end projects, it’s important to check your HR house.

Q4 is a common time for audits, filings, and policy updates. Getting ahead of these now can prevent compliance issues and avoid last-minute stress. This checklist covers what to review, update, and document before the year wraps up.

1. Review Employee Classification and Pay Practices

Misclassification is one of the top compliance issues small businesses face. Double-check:

• Exempt vs. non-exempt status

• Independent contractors vs. W-2 employees

• Job descriptions that match actual duties

• Wage and hour compliance, especially for overtime and break laws

Need help? A payroll or HR audit from The Buzz HR can catch red flags early.

2. Confirm I-9 and Employee File Accuracy

Every employee should have a completed I-9 on file. Make sure:

• Forms are filled out properly and stored correctly

• Files are up to date with emergency contacts, tax forms, and policy acknowledgments

• You’re keeping employee documents in a secure and compliant manner

3. Review and Update Your Handbook

Handbooks should reflect current laws and your company’s evolving practices. Revisit:

• PTO, sick leave, and remote work policies

• Harassment and anti-discrimination language

• Discipline and performance expectations

If you made changes during the year, confirm employees received and acknowledged the updates.

4. Revisit State-Specific Requirements

If you have employees in multiple states, check:

• Local minimum wage and paid leave laws

• State-specific harassment training deadlines

• Payroll tax registration and reporting obligations

Multi-state compliance is tricky, but we specialize in it.

5. Prep for Open Enrollment and Benefits Review

If you offer benefits, Q4 is usually the time to:

• Coordinate with brokers on plan changes

• Notify employees of enrollment deadlines

• Review contributions and eligibility requirements

Even if you don’t offer benefits now, it’s a good time to explore options as you grow.

6. Audit Your Time Tracking and PTO Systems

Ensure your systems are:

• Accurately recording hours and breaks

• Syncing properly with payroll

• Reflecting your PTO and sick leave policies

This is especially important if you switched platforms or grew your team this year.

7. Plan for Performance Reviews or Year-End Wrap-Ups

If you conduct formal reviews, start planning now. Even if your process is informal, make space to:

• Gather manager feedback

• Celebrate wins

• Set goals for the next year

Good documentation here can help support raises, promotions, or any performance concerns.

8. Confirm Key Year-End Deadlines

Make a calendar for:

• Final payroll runs and W-2 prep

• ACA reporting (if applicable)

• Bonuses and holiday pay

• Employee appreciation events

Staying organized now makes January feel less overwhelming.

Need a Hand With It All?

Our team at The Buzz HR helps small businesses across New Hampshire and the U.S. stay compliant, organized, and ready for growth. Whether it’s a handbook update, file audit, or full year-end HR review, we’re here to help.

Ready to get your HR in shape before Q4? Visit https://thebuzzhr.com/