Compliance
What Should Be on a Home Care Agency's Compliance Calendar?
Every recurring deadline in one place: payroll tax filings, W-2s, OSHA posting, license and credential renewals, exclusion checks and record retention.
My agency's home care compliance calendar.
Answer a few questions about your agency and get every deadline for the next twelve months on one page: federal filings, your state's dates, license renewal, training hours due and minimum wage changes. Print it, save it as a PDF, or add it to your calendar.
Last reviewed November 5, 2026
Your agency
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Each date in the file has a reminder 14 days before it.
Your next 3 deadlines
Nov 15State withholding and unemployment deposits (check your schedule)
Dec 15State withholding and unemployment deposits (check your schedule)
Dec 31Annual in-service training hours due for 25 caregivers
Nov 2026 to Nov 2027 · 35 dates
Texas · 25 caregiversNovember 2026
1 date- 15SunState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
December 2026
4 dates- 1TueCheck the rates and rules change log for TXWhat changed in my stateRules
- 15TueState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
- 31ThuAnnual in-service training hours due for 25 caregiverscalendar-year cycleTraining
- 31ThuFiscal year end: close the books, 80/20 compensation report draft80/20 rule
January 2027
4 dates- 1FriCheck the rates and rules change log for TXWhat changed in my stateRules
- 1FriMinimum wage increases take effect in 20+ statesWages
- 1FriOBBBA: retroactive Medicaid coverage limited (1 month expansion adults, 2 months others) for applications on or after this dateMedicaid
- 15FriState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
February 2027
6 dates- 1MonCheck the rates and rules change log for TXWhat changed in my stateRules
- 1MonForm 940 (FUTA) for 2026Federal filing
- 1MonForm 941 due (Q4)quarterly payroll returnFederal filing
- 1MonOSHA Form 300A posted (through April 30) if 11+ employeesFederal filing
- 1MonW-2s and 1099-NECs to workers and the IRSFederal filing
- 15MonState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
March 2027
2 dates- 1MonCheck the rates and rules change log for TXWhat changed in my stateRules
- 15MonState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
April 2027
3 dates- 1ThuCheck the rates and rules change log for TXWhat changed in my stateRules
- 15ThuState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
- 30FriForm 941 due (Q1)quarterly payroll returnFederal filing
May 2027
2 dates- 1SatCheck the rates and rules change log for TXWhat changed in my stateRules
- 15SatState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
June 2027
2 dates- 1TueCheck the rates and rules change log for TXWhat changed in my stateRules
- 15TueState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
July 2027
2 dates- 1ThuCheck the rates and rules change log for TXWhat changed in my stateRules
- 15ThuState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
August 2027
3 dates- 1SunCheck the rates and rules change log for TXWhat changed in my stateRules
- 2MonForm 941 due (Q2)quarterly payroll returnFederal filing
- 15SunState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
September 2027
2 dates- 1WedCheck the rates and rules change log for TXWhat changed in my stateRules
- 15WedState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
October 2027
2 dates- 1FriCheck the rates and rules change log for TXWhat changed in my stateRules
- 15FriState withholding and unemployment deposits (check your schedule)monthly depositorsState filing
November 2027
2 dates- 1MonCheck the rates and rules change log for TXWhat changed in my stateRules
- 1MonForm 941 due (Q3)quarterly payroll returnFederal filing
Which state dates do you have to add?
License renewal, state tax filings, minimum wage changes and training hours. These differ by state, so they are the lines agencies miss.
License renewal
Home and Community Support Services Agency (HCSSA) license with Personal Assistance Services category from the Texas Health and Human Services Commission. Renewal: Every 2 or 3 years (the rule sets fees for both terms). Fee: $2,625 initial; renewal $2,625 for a three-year license or $1,750 for a two-year license.
Sources for TexasAnnual caregiver training
No annual hours set by state rule.
Sources for TexasMinimum wage change
$7.25 an hour.
Sources for Texas
Six kinds of dates, one list.
- Federal filings. Forms 941 (quarterly), 940, W-2 and 1099, ACA 1095-C for 50+ FTE employers, OSHA 300A posting for 11+ employees.
- State renewals. Your license renewal date, with a 90-day and 30-day warning. The state's training and background-check rules are on the licensing pages.
- Training. Annual in-service hours due, on the cycle you pick. Per-caregiver anniversaries need the product or a spreadsheet; the calendar gives you the cycle checkpoint.
- Wages. Minimum wage and home care wage floor changes for your state, which trigger the rate letter.
- 80/20 rule. HCBS Access Rule reporting and the July 2030 compliance date.
- Medicaid (OBBBA). Six-month redeterminations, work requirements that affect caregivers on Medicaid, and the January 2027 retroactive coverage limit. Mostly Medicaid agencies should plan client outreach around these.
Every date is reviewed monthly alongside what changed in your state. State lines come from the licensing, training and overtime datasets, each sourced per state.
Which federal dates are fixed?
The IRS dates never move, and they carry automatic penalties. If a date falls on a weekend, it moves to the next business day; the calendar above accounts for that.
| Date | Filing |
|---|---|
| January 31 | Form 940 (FUTA); W-2s to employees and the SSA; 1099-NEC to recipients and the IRS; Form 941 for the fourth quarter |
| April 30 | Form 941, first quarter |
| July 31 | Form 941, second quarter |
| October 31 | Form 941, third quarter |
| February 1 to April 30 | OSHA Form 300A posted in the office, if you had more than 10 employees last year |
What belongs on the calendar?
Anything with a date and a penalty, sorted by frequency.
- Weekly
- Payroll; timesheet exceptions; authorization hours remaining
- Monthly
- Credential and training expirations in the next 90 days; OIG exclusion check for all staff; Medicaid eligibility re-checks
- Quarterly
- Form 941; state unemployment wage report; care plan reviews; supervisory visits
- Yearly
- Form 940; W-2s and 1099-NECs; license renewal; insurance and surety bond renewal; workers' comp audit; HIPAA risk analysis; policy review; annual caregiver training; OSHA 300A posting
- On change
- Minimum wage increases; new state rules; a caregiver's work authorization expiring; a client's authorization ending
Who should own the calendar?
One named person, with a backup who gets the same reminders. Review it monthly, and once a year check every line against your license, contracts and headcount. Read the guide.
How Caregiver Scheduling handles this
Each caregiver’s required documents and expiry dates live on their profile, and reminders go to the caregiver and the office before they lapse. On Growth and up, nobody can be assigned with something missing or expired. Compliance tracking per caregiver.
Sources
Frequently asked questions
Caregiver credential renewals and annual training hours, because every caregiver's dates differ.
Yes, from February 1 to April 30, if you had more than 10 employees at any point last year.
30 days for quarterly filings, 60 to 90 days for license renewals and insurance, since both need documents from other people.
It can run the caregiver and client lines. Tax filings, license renewals and policy reviews still need a named person.
Related guides
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Caregiver Minimum Wage Increases on January 1, 2027, by State
Fifteen states raise their minimum wage on January 1, 2027, from Montana's $11.20 to Washington's $17.73, and New York raises its home care aide minimum. The new rates, and what each increase does to your bill rate.
Compliance
Medicaid 80/20 Rule: What HCBS Agencies Do in 2026
CMS-2442-F gives providers six years to put 80% of Medicaid HCBS payments into worker compensation. Here's what changes now versus what changes in 2030.
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