Annual compliance calendar setup

A compliance calendar is a crucial tool for U.S. businesses (LLCs and corporations) to manage federal, state, and local obligations, avoiding penalties. It should detail recurring obligations, grouped by frequency (weekly, monthly, quarterly, annual, biennial, event-driven), and include the responsible party, filing method, payment method, penalty notes, and a document checklist.

Implementing tiered reminders (e.g., 90, 45, and 7 days before due dates) and integrating with existing calendar or project management tools is recommended. Federal Tax & Payroll Obligations: Employers must file Form 941 quarterly to report federal income, Social Security, and Medicare taxes withheld.

Payroll deposit frequency varies based on the lookback period, leading to monthly or semi-weekly schedules; semi-weekly depositors may need Schedule B (Form 941). W-2 and 1099-NEC forms are typically due by January 31.

Estimated tax payments are due quarterly in April, June, September, and January. Federal electronic payments should be made via EFTPS.

BOI/FinCEN Updates: As of March 26, 2025, U.S.-formed (domestic) reporting companies and their U.S. beneficial owners are exempt from Beneficial Ownership Information (BOI) reporting to FinCEN. However, foreign entities registering to do business in the U.S. may still be required to file, with specific deadlines (e.g., entities registered before March 26, 2025, had an April 25, 2025 deadline).

Businesses should confirm their current BOI status before adding BOI items to their compliance calendar. State-Specific Examples and Variations: State compliance requirements vary significantly.

For instance, Delaware corporations must file an Annual Report and pay franchise tax by March 1 each year. Delaware LLCs, LPs, and GPs are required to pay an annual tax of $300 by June

A compliance calendar is a crucial tool for U.S. businesses (LLCs and corporations) to manage federal, state, and local obligations, avoiding penalties. It should detail recurring obligations, grouped by frequency (weekly, monthly, quarterly, annual, biennial, event-driven), and include the responsible party, filing method, payment method, penalty notes, and a document checklist.

Implementing tiered reminders (e.g., 90, 45, and 7 days before due dates) and integrating with existing calendar or project management tools is recommended. Federal Tax & Payroll Obligations: Employers must file Form 941 quarterly to report federal income, Social Security, and Medicare taxes withheld.

Payroll deposit frequency varies based on the lookback period, leading to monthly or semi-weekly schedules; semi-weekly depositors may need Schedule B (Form 941). W-2 and 1099-NEC forms are typically due by January 31.

Estimated tax payments are due quarterly in April, June, September, and January. Federal electronic payments should be made via EFTPS.

BOI/FinCEN Updates: As of March 26, 2025, U.S.-formed (domestic) reporting companies and their U.S. beneficial owners are exempt from Beneficial Ownership Information (BOI) reporting to FinCEN. However, foreign entities registering to do business in the U.S. may still be required to file, with specific deadlines (e.g., entities registered before March 26, 2025, had an April 25, 2025 deadline).

Businesses should confirm their current BOI status before adding BOI items to their compliance calendar. State-Specific Examples and Variations: State compliance requirements vary significantly.

For instance, Delaware corporations must file an Annual Report and pay franchise tax by March 1 each year. Delaware LLCs, LPs, and GPs are required to pay an annual tax of $300 by June

Texas franchise tax reports are due on May

Many other states have annual or biennial report requirements with varying renewal months, and sales tax and payroll filing frequencies also differ by state. Practical Setup Tips for Your Compliance Calendar

Choose a central format such as a spreadsheet, Google Calendar, a project management tool, or specialized compliance software. Key fields to include are: obligation name, legal authority, due date (with recurrence rules), whether it's a payment or filing, the responsible person, required documents, a direct filing link, potential penalties for late submission, reminder dates (90/45/7 days), and the last-reviewed date. The calendar should be reviewed at least quarterly and after any significant business changes.