Monthly Compliance Calendar – October
If you’re in HR, you’re no stranger to compliance management, forms, and deadlines—though keeping them all in order may be a different story. We want to be sure you’re equipped with the right information to keep everything on track throughout the year, from ADA to FLSA.
That’s why we put together the HR compliance calendar, to bring you an important list of dates and deadlines you need to know to keep your workplace on track.
In this month’s compliance calendar, you’ll find the key topics to keep your Company up-to-date including employee awareness and required or recommended training.
*NEW: Monthly Compliance Webinars – A monthly webinar with a Compliance Consultant to guide you through HR compliance tasks and topics. Reach out to your dedicated HR Manager to find out how to register for the monthly Compliance Calendar Webinar!
October – Updating Policies
Holidays
Columbus Day and Indigenous People’s Day – Second Monday in October
Labor Law Updates
October 1
Alabama
- Alabama Bans Certain Confidentiality Provisions 2026 Bill Text AL S.B. 30 and 2026 Bill Text AL H.B. 93.
Proposed S.B. 30 and H.B. 93 would make it unlawful to use an agreement to prevent an employee from disclosing sexual abuse or related facts. This would apply to nondisclosure, confidentiality, employment, and settlement agreements. Any provision that restricts those disclosures would be void and unenforceable. The law would apply to agreements entered into or revised on or after its effective date.
Alabama amends the Clean Indoor Air Act to prohibit the use of vaping devices, electronic cigarettes, and other electronic nicotine delivery systems in public places and at public meetings. The amendments also rename the law the Vivian Davis Figures and Barbara Drummond Clean Indoor Air Act.
California
Los Angeles County requires hotel employers in unincorporated areas to provide hotel workers with public housekeeping training at least once each year. Covered Employers must also ensure that their hotel workers pass the Public Housekeeping Examination and obtain a Public Housekeeping Certificate.
Connecticut
Connecticut prohibits frontier developers from discharging, disciplining, or otherwise retaliating against covered employees who engage in protected reporting or who, in good faith, report a potential catastrophic risk to public health or safety.
The law defines “frontier developer” and requires frontier developers to notify employees of their rights and responsibilities under the law. Beginning January 1, 2027, large frontier developers must meet additional internal reporting requirements.
Connecticut requires employers that electronically monitor employees to provide written notice describing the types of monitoring used and the locations where monitoring may occur.
Connecticut expands its distracted driving restrictions to prohibit drivers, including commercial motor vehicle drivers, from operating a vehicle on a highway while holding or supporting a mobile electronic device, using a device other than in hands-free mode, or reading, viewing, or typing a text or other nonvoice message.
The law also prohibits drivers from operating a vehicle when a video or moving image is visible on a mobile device or similar installed screen while the driver is seated in the normal operating position. Certain exceptions apply.
Connecticut requires public and internal job postings to include the position’s wage or wage range and a general description of benefits when the job will be performed in Connecticut or will report to a Connecticut-based supervisor, office, or other worksite.
Employers must also provide pay and benefits information to current employees and to applicants who were not provided a job posting.
Connecticut amends the Fair Employment Practices Act to clarify that an employer cannot rely on its use of automated employment-related decision technology as a defense to an unlawful-discrimination claim.
Connecticut expands workers’ compensation benefits for teachers, health care providers, and related employees who are unable to work because of an on-the-job assault.
Eligible employees may receive 100 percent of their average weekly earnings, rather than the standard benefit capped at 75 percent of after-tax earnings. The law also provides coverage for medical expenses and lost wages resulting from required court appearances.
Connecticut requires employers to provide reasonable break time, in addition to an employee’s regular meal and rest breaks, for an employee to express breast milk or breastfeed a nursing child at the workplace.
Previously, employers were required only to allow employees to use their existing meal or break periods for these purposes.
Connecticut requires employers with 100 or more employees—and third-party payroll providers acting on their behalf—to create and maintain a guide explaining overtime and commonly used pay codes, such as shift, on-call, hazard, call-back, holiday or weekend, and geographic differentials.
The guide must include at least 10 applicable pay codes and:
- Be available on the employer’s website, if the employer has one.
- Be provided in English, Spanish, and any other language commonly spoken by the employer’s workforce.
- Be updated when the employer adds new pay codes.
- Identify a contact employees may use to raise questions or disputes regarding hours worked or pay differentials.
Employers must provide the website address to employees at hire and include it on employees’ pay statements. Alternatively, an employer may provide the guide in writing at hire in English and the employee’s primary language.
A Connecticut employer must provide written notice of an employee’s right under the Americans with Disabilities Act (ADA) to reasonable accommodation in the workplace for a disability. Employers must provide the notice to:
- New employees at the time of hire.
- Current employees by January 29, 2027—within 120 days after October 1, 2026.
- Employees who notify the employer of a disability, within 10 days after that notification.
The Connecticut Department of Labor has issued a model notice addressing ADA disability-discrimination protections and workplace reasonable accommodations.
Connecticut extends its prohibition on employment promissory notes to all employers, regardless of size. An employment promissory note is an agreement that requires an employee to repay the employer if the employee’s employment ends before a specified period. Employers may not require employees to sign these agreements as a condition of employment.
Previously, the prohibition applied only to employers with 26 or more employees.
Employers that provide the Connecticut Department of Labor with a written notice of a layoff under the federal WARN Act must disclose whether the layoff is related to the employer’s use of artificial intelligence or another technological change.
Connecticut prohibits employers from requesting or using surveillance footage from third-party self-service kiosks in employee break rooms or lounges for disciplinary purposes. An employer may request or use the footage only when the kiosk vendor alleges that an employee committed theft.
District of Columbia
- District of Columbia Temporarily Reduces Paid Leave Benefits – District of Columbia Act 26-416, Tit. IV, Subtit. F.; District of Columbia Act 26-418, Tit. IV, Subtit. F.
The District of Columbia temporarily reduces certain benefits available under the Universal Paid Leave Amendment Act. For claims filed from October 1, 2026, through September 30, 2030, employees may receive the following amounts of paid leave during a 52-workweek period:
- Family leave: Up to 6 workweeks, reduced from 12 workweeks
- Medical leave: Up to 10 workweeks, reduced from 12 workweeks
- Parental leave: Up to 12 workweeks, unchanged
- Prenatal leave: Up to 2 workweeks, unchanged
The available leave amounts are scheduled to increase beginning October 1, 2030.
Maryland
Effective October 1, 2026, noncompete agreements between licensed architects and certain employers are void and unenforceable.
Maryland prohibits employers from discharging, disciplining, penalizing, or threatening to take adverse action against employees who decline to attend, participate in, or listen to employer-sponsored meetings that communicate the employer’s views on political or religious matters.
The law defines “political matters” broadly to include matters relating to elections, political parties, proposed changes to legislation, regulations, or public policy, and decisions about whether to join or support a labor organization.
- Maryland Clarifies Confidentiality Rules for Unemployment Records – 2026 Bill Text MD S.B. 216; 2026 Bill Text MD H.B. 242.
Maryland updates its unemployment insurance law to align with federal confidentiality requirements. Employer wage records, unemployment claims information, and related identifying information must be kept confidential and may be disclosed only in limited circumstances
New Jersey
New Jersey has adopted regulations that explain how agencies will apply the state’s “ABC test” when deciding whether a worker is an employee or an independent contractor. The rules apply across multiple state employment laws and provide additional guidance for businesses evaluating worker-classification decisions.
Nebraska
- Omaha, Nebraska, Minimum Wage Takes Effect – Omaha, Nebraska Municipal Code Chapter 39
Omaha’s municipal minimum wage is now $15.00 per hour.
Litigation update: On August 18, 2026, the Nebraska Attorney General sued the City of Omaha, seeking to invalidate the ordinance and prevent its enforcement. On September 28, 2026, a district court declined to temporarily block enforcement of the ordinance’s standard $15 minimum wage requirement. However, the court temporarily barred the City from enforcing the ordinance against employers that, under state law, may pay a subminimum wage to certain youth and trainee employees. The case is expected to proceed to trial.
South Carolina
South Carolina requires employers, regardless of size, to provide eligible employees with leave for Civil Air Patrol service. Employers must provide at least:
- Up to 30 days of leave each calendar year for employees responding to Civil Air Patrol emergency operations.
- Up to 10 days of leave each calendar year for employees participating in Civil Air Patrol training.
Private employers may choose whether to provide this leave on a paid or unpaid basis.
Texas
The minimum wage for covered workers at Austin-Bergstrom International Airport is adjusted each year to account for inflation.
The current rate is $22.05 per hour.
Going forward, the Austin City Council will set the rate for the following fiscal year as part of its annual budget process.
Washington
Washington’s Immigrant Worker Protection Act requires employers to notify employees about certain federal immigration-enforcement activity at the workplace. Employers must:
- Provide written notice when a federal agency informs the employer that it will inspect Forms I-9 or related employee records.
- Notify affected employees of the inspection results and explain the resulting obligations of both the employer and employee.
The Act also includes workplace-posting requirements and protections against retaliation.
October 2
Michigan
Michigan changes the process for obtaining child labor employment certificates, commonly known as work permits. Under the new process, minors seeking employment must register with the Michigan Department of Labor and Economic Opportunity before receiving a work permit.
Washington
- Washington Updates Paid Family and Medical Leave Rules
Washington has revised regulations implementing its Paid Family and Medical Leave program. The changes:
- Clarify that an employee’s most recent hire date determines whether the employee has met the 180-day service requirement for job-restoration rights. (WAC 192-700-005, as amended);
- Revise penalties for employers that do not timely file quarterly PFML reports or pay required premiums. (WAC 192-550-010, as amended);
- Allow the state to waive certain penalties in specified circumstances, including penalties for late or incomplete reports, unpaid premiums due with a report, and matters involving voluntary plans. (WAC 192-550-041, as added).
October 9
Ohio
Ohio allows 14- and 15-year-old employees to work until 9:00 p.m. on evenings before a day when school is not in session, provided the minor has approval from a parent or legal guardian. Previously, these minors generally could not work after 7:00 p.m.
The Ohio Department of Commerce will develop a public notice form explaining the hours minors may work. A parent or guardian must sign the form to acknowledge receipt of that information.
October 26
Federal
The Office of Federal Contract Compliance Programs has rescinded the regulations that implemented Executive Order 11246. The order previously required covered federal contractors to maintain affirmative action programs addressing race, color, religion, national origin, sex, sexual orientation, and gender identity.
In January 2025, President Trump issued Executive Order 14173, which revoked Executive Order 11246 and several related orders. The executive order also directed covered federal contractors to end their affirmative action programs by April 2025.
Topics to Discuss and/or Review
- Employee Handbook check-in.
- Begin the process of editing handbook for updated version.
- It is recommended to review the Company employee handbook annually to comply with frequent changes in employment law.
- Review all Company policies i.e. Vacation, attendance, benefits, dress code, discipline, new laws, etc. For clients with access to the Forms Library, state-by-state charts and sample policies can be found throughout the Forms Library. For law updates, reach out to your dedicated HR Consultant.
- Use employee count to determine if there are applicable laws that now apply (this varies State-to-State and certain local requirements apply).
- Discuss with appropriate management any policies that may require revision.
- Review handbook for NLRB standards. See: NLRB Intensifies Scrutiny of Employer Policies
- Note anything to add/delete or revise for Annual Handbook Review.
- Review or create (if applicable) policies for Company Credit Cards, Fuel Cards, Use of Personal Vehicles or Company Vehicles. For clients with access to the Forms Library, references to this section can be found in the folder “Company Property.”
- Review any Company Property agreements or Return of Company Property Request letters. For clients with access to the Forms Library, references to this section can be found in the folder “ Company Property.”
- Review Company Property, Confidential and Personal Information Policies. For clients with access to the Forms Library, references to this section can be found in the folders “Agreements”, “ Company Property”, “National Labor Relations Board (NLRB)” and “Privacy and Confidentiality.”
- See “Company Property; Confidential and Personal Information Policy” For clients with access to the Forms Library, this document can be found in the folder “Company Property.”
- See “External Communications Policy”
- Discuss with employees the importance of the security of propriety business information.
- Is there a specific member of management that employees should refer to speak or respond to media inquiries on behalf of the Company?
- Determine if the Company requires Non-Disclosure Agreements.
- Are rules effective?
- Do policies comply with employees’ right to discuss wages and/or working conditions? See Guardian HR’s LAWLERT discussion regarding recent changes in NLRB standards: NLRB Intensifies Scrutiny of Employer Policies
- Determine and discuss options for Travel, Mileage, and Expense Reimbursement policies. For clients with access to the Forms Library, references to this section can be found in the folders “Compensation and Payroll” and the “Exempt vs. Non-Exempt” folder in the “Policies & Templates” subfolder specifically the document, “Travel Policy – nonexempt employee.”
- Check federal, state, and local laws for mileage reimbursement rates. (Rates vary city to city and state to state) – see: Business Expense Reimbursement Requirements by State and Municipality.
- Does the Company provide tuition or educational expense reimbursement?
- Do employees use their own equipment for business use (for example, personal cell phones, cars, computers, etc.?).
- Review Technology Resources, Social Media, Mobile Device and Media Contact Policies. For clients with access to the Forms Library, references to this section can be found in the folders “National Labor Relations Board (NLRB)” and “Technology” folder.
- See “Electronic Surveillance Policy”
- See “Mobile Device Policy”
- See “Personal and Company-Provided Portable Communication Devices”
- See “Use of Communications and Computer Systems”
- See “Use of Social Media”
- Do policies comply with National Labor Relations Board (NLRB)?
- Does the Company provide and monitor Technology Resource Use?
- Who has access to Technology Resources and who authorizes use or enforces compliance? (i.e. IT Controller, etc.).
- Does the Company monitor work areas via Electronic Surveillance?
- Discuss employment trends, options and opportunities for the Company with appropriate management. For clients with access to the Forms Library, references to this section can be found in the folders, “Benefits” and “HR Helpers & Guidelines.”
- Research and pull benchmark data on current employment trends.
- Discuss implementing “Well Being” Programs.
- Discuss various benefit programs.
- Conduct Employee Satisfaction Survey.
- Review Company observed Holidays, add any changes to the new year’s Employee Calendar. For clients with access to the Forms Library, references to this section can be found in the folder, “Vacation, PTO, Holidays” in the subfolder “Holiday.”
- Certain states have special Holiday requirements, please check.
- See Holiday Policy.
- See Change in Holiday Policy Letter.
- Complete and Submit Guardian HR Employee Handbook Questionnaire. For clients with access to the Guardian HR website, using your login credentials, you can complete the Guardian HR Employee Handbook Questionnaire and upload any applicable documents to submit the Company’s Employee Handbook for creation/review.
Tips
More information in reference to the topics discussed in this month’s compliance calendar can be found in our comprehensive online Forms Library, which is available to members 24/7.
Note: This calendar is designed to help our clients review the key human resources-related reporting and notice requirements that may apply to their organizations. Please note that this list is for general reference purposes only and is not all-inclusive. Many of the compliance requirements are complex ERISA or other statutory legal filings and responsibilities may vary depending on your company’s plans. We encourage you to consult with your insurance brokers, plan administrators and/or your ERISA and tax advisors for further guidance.
For the most current information on certain tax-related or benefit-related documents or forms provided by the IRS, or other sources, please check with a tax professional, benefit professional and/or the correlating websites (i.e. irs.gov/LatestForms, etc.).