# ComplianceToolsLibrary

> Free, utility-first compliance tools for HR professionals: FLSA exemption, I-9, ADA accommodation, FMLA eligibility, and employee classification.

Free, interactive HR-compliance tools. For informational purposes only — not legal advice. Each tool is reviewed against primary federal sources (DOL, EEOC, USCIS, IRS).

## Wage & Hour

### [FLSA Overtime Exemption Checker](https://compliancetoolslibrary.com/tools/flsa-exemption-checker)

The FLSA Overtime Exemption Checker helps you decide whether a job is exempt or non-exempt from federal overtime pay by working through the salary-basis, salary-level, and duties tests for the white-collar exemptions.

Last reviewed: 2026-06-01

Key facts:
- Standard salary level: $684/week ($35,568/year) — the 2019 level currently in effect after a court vacated the 2024 increase
- Highly compensated employee: $107,432 in total annual compensation
- Overtime rate: 1.5× the regular rate for hours over 40 in a workweek
- Tests to qualify as exempt: Salary basis + salary level + duties (all three must be met)
- Common exemption categories: Executive, administrative, professional, computer, outside sales

FAQ:
- Q: What is the FLSA salary threshold for exempt employees in 2026?
  A: The federal standard salary level is $684 per week ($35,568 per year) after a court vacated the 2024 increase. Several states require more, so verify the current figure with the Department of Labor and your state agency.
- Q: Does a salaried employee automatically qualify as exempt?
  A: No. Exemption requires meeting the salary-basis test, the salary-level test, and a duties test. A salary or job title alone is never enough.
- Q: What are the white-collar exemptions under the FLSA?
  A: Executive, administrative, learned or creative professional, computer, and outside sales employees, each with specific duties requirements under 29 CFR Part 541.

Sources:
- U.S. DOL WHD — Fact Sheet #17A: Exemption for Executive, Administrative, Professional, Computer & Outside Sales Employees: https://www.dol.gov/agencies/whd/fact-sheets/17a-overtime
- U.S. DOL WHD — Overtime Pay: https://www.dol.gov/agencies/whd/overtime
- 29 CFR Part 541 — White-collar exemption regulations: https://www.ecfr.gov/current/title-29/subtitle-B/chapter-V/subchapter-A/part-541

### [Overtime Pay Calculator](https://compliancetoolslibrary.com/tools/overtime-pay-calculator)

The Overtime Pay Calculator computes federal overtime — 1.5× the regular rate for hours over 40 in a workweek — and shows how nondiscretionary bonuses raise the regular rate that overtime is based on.

Last reviewed: 2026-06-01

Key facts:
- Overtime trigger: More than 40 hours in a single workweek (federal)
- Overtime rate: 1.5× the regular rate of pay
- Regular rate includes: Hourly wages plus nondiscretionary bonuses, shift differentials, and commissions
- Excluded from regular rate: Discretionary bonuses, gifts, and most paid-leave payouts

FAQ:
- Q: When is overtime owed under federal law?
  A: For hours worked over 40 in a single workweek. The FLSA doesn't require daily overtime, though some states do.
- Q: What is the regular rate of pay?
  A: Total straight-time pay (including nondiscretionary bonuses and most incentive pay) divided by total hours worked that week.
- Q: Do bonuses affect overtime pay?
  A: Nondiscretionary bonuses do — they must be included in the regular rate, which raises the overtime rate. Discretionary bonuses are excluded.

Sources:
- U.S. DOL WHD — Overtime Pay: https://www.dol.gov/agencies/whd/overtime
- U.S. DOL WHD — Fact Sheet #23: Overtime Pay Requirements of the FLSA: https://www.dol.gov/agencies/whd/fact-sheets/23-flsa-overtime-pay
- U.S. DOL WHD — Fact Sheet #56A: Regular Rate of Pay: https://www.dol.gov/agencies/whd/fact-sheets/56a-regular-rate

### [Final Paycheck Deadline by State](https://compliancetoolslibrary.com/tools/final-paycheck-calculator)

The Final Paycheck Deadline tool shows the general rule for when an employee's last paycheck is due in your state — which often differs depending on whether the employee quit or was terminated.

Last reviewed: 2026-06-01

Key facts:
- Federal rule: No special deadline — final pay is due by the next regular payday under the FLSA
- State rules vary: Many states require faster payment, sometimes immediately on termination
- Quit vs. fired: Deadlines often differ for voluntary vs. involuntary separation
- Penalties: Some states impose waiting-time penalties for late final pay

FAQ:
- Q: Does federal law set a final paycheck deadline?
  A: No. Under the FLSA, final wages are due by the next regular payday; individual states set faster deadlines.
- Q: Is the deadline different if the employee quits vs. is fired?
  A: Often yes — many states require quicker payment for involuntary terminations than for resignations.
- Q: Can I hold a final paycheck until company property is returned?
  A: Generally no. Many states prohibit withholding earned wages to force the return of property.

Sources:
- U.S. DOL — Last Paycheck: https://www.dol.gov/general/topic/wages/lastpaycheck
- U.S. DOL WHD — State Labor Offices: https://www.dol.gov/agencies/whd/state/contacts

### [Exempt Salary Threshold by State](https://compliancetoolslibrary.com/tools/exempt-salary-threshold)

The Exempt Salary Threshold tool shows the minimum salary required for white-collar exempt status where an employee works — the federal floor, or a higher state threshold where one applies.

Last reviewed: 2026-06-01

Key facts:
- Federal standard level: $684/week ($35,568/year) after the 2024 increase was vacated
- States can set more: A handful (e.g., CA, NY, WA, CO, AK, ME) require higher salaries
- Salary alone isn't enough: The duties test must also be met for an exemption to apply
- Figures change: State thresholds often adjust every year — verify the current number

FAQ:
- Q: What is the federal exempt salary threshold in 2026?
  A: $684 per week ($35,568 per year) after a court vacated the 2024 increase. Several states require a higher salary.
- Q: Which states have a higher exempt salary threshold?
  A: States such as California, New York, Washington, Colorado, Alaska, and Maine set higher thresholds — verify the current figure, which often changes annually.
- Q: Does meeting the salary threshold make someone exempt?
  A: No. The employee must also satisfy a duties test for an exemption to apply.

Sources:
- U.S. DOL WHD — Fact Sheet #17A: White-Collar Exemptions: https://www.dol.gov/agencies/whd/fact-sheets/17a-overtime
- U.S. DOL WHD — State Labor Offices: https://www.dol.gov/agencies/whd/state/contacts

## Immigration & Eligibility

### [I-9 Compliance Checklist](https://compliancetoolslibrary.com/tools/i9-compliance-checklist)

The I-9 Compliance Checklist walks you through completing Form I-9 correctly and on time — from Section 1 on the employee's first day to Section 2 within three business days, plus document rules, reverification, and retention.

Last reviewed: 2026-06-01

Key facts:
- Section 1 (employee): Completed no later than the employee's first day of employment
- Section 2 (employer): Completed within 3 business days of the start date
- Acceptable documents: One List A document, or one List B (identity) plus one List C (work authorization)
- Retention: 3 years after the date of hire, or 1 year after employment ends — whichever is later
- E-Verify: Voluntary under federal law; mandatory in some states

FAQ:
- Q: When must Form I-9 be completed?
  A: The employee completes Section 1 by their first day of work, and the employer completes Section 2 within three business days of the start date.
- Q: How long must employers keep Form I-9?
  A: Three years after the date of hire or one year after employment ends, whichever is later.
- Q: Can an employer tell an employee which documents to provide?
  A: No. The employee chooses from the Lists of Acceptable Documents; requiring specific documents can be unlawful document abuse.

Sources:
- USCIS — I-9 Central: https://www.uscis.gov/i-9-central
- USCIS — Form I-9: https://www.uscis.gov/i-9
- USCIS — Handbook for Employers (M-274): https://www.uscis.gov/i-9-central/form-i-9-resources/handbook-for-employers-m-274
- E-Verify: https://www.e-verify.gov/

### [I-9 Retention Date Calculator](https://compliancetoolslibrary.com/tools/i9-retention-calculator)

The I-9 Retention Date Calculator finds the date you can destroy a Form I-9 — three years after the hire date or one year after employment ends, whichever is later.

Last reviewed: 2026-06-01

Key facts:
- Retention rule: 3 years after the date of hire OR 1 year after employment ends — whichever is later
- For current employees: Keep the I-9 for the entire period of employment
- What you need: The hire date and, if applicable, the termination date
- Storage: Keep I-9s separate from personnel files for easy purging

FAQ:
- Q: How long do I have to keep a Form I-9?
  A: Three years after the date of hire or one year after employment ends, whichever is later.
- Q: How do I calculate the I-9 retention date?
  A: Compare the hire date plus three years with the termination date plus one year; the later date is when you may destroy the form.
- Q: Can I destroy an I-9 while the employee still works here?
  A: No. You must keep the I-9 for the entire period of employment.

Sources:
- USCIS — Retain and Store Form I-9: https://www.uscis.gov/i-9-central/retain-store-and-inspect-form-i-9
- USCIS — I-9 Central: https://www.uscis.gov/i-9-central

### [E-Verify Requirement Checker](https://compliancetoolslibrary.com/tools/e-verify-requirement-checker)

The E-Verify Requirement Checker shows whether E-Verify is mandatory for your business in a given state — federally it's voluntary, but many states require it for some or all employers.

Last reviewed: 2026-06-01

Key facts:
- Federal status: Voluntary for most employers; required for certain federal contractors
- Many states mandate it: Some require E-Verify for all employers; others only for public employers or contractors
- Separate from Form I-9: E-Verify supplements — it does not replace — Form I-9
- Scope varies: State mandates often depend on employer size or public-contract status

FAQ:
- Q: Is E-Verify mandatory under federal law?
  A: No, it's voluntary for most employers federally, though certain federal contractors must use it.
- Q: Which states require E-Verify?
  A: A number of states mandate it — some for all employers, others only for public employers and state contractors. Check your state's current rule.
- Q: Does E-Verify replace Form I-9?
  A: No. E-Verify supplements Form I-9; you must still complete an I-9 for every employee.

Sources:
- E-Verify — What Is E-Verify?: https://www.e-verify.gov/about-e-verify/what-is-e-verify
- E-Verify — Employers: https://www.e-verify.gov/employers

## Disability & Accommodation

### [ADA Reasonable Accommodation Tracker](https://compliancetoolslibrary.com/tools/ada-accommodation-tracker)

The ADA Reasonable Accommodation Tracker guides you through the interactive process — recognizing a request, evaluating essential functions, identifying accommodations, and documenting the outcome — under Title I of the Americans with Disabilities Act.

Last reviewed: 2026-06-01

Key facts:
- Covered employers: Employers with 15 or more employees (ADA Title I)
- What triggers the duty: Any request for a workplace change for a medical reason — no magic words required
- Core obligation: A good-faith interactive process between employer and employee
- Limit: No accommodation that imposes an undue hardship is required
- Enforced by: The EEOC

FAQ:
- Q: Which employers must comply with the ADA's accommodation rules?
  A: Title I of the ADA applies to employers with 15 or more employees.
- Q: Does an employee have to use specific words to request an accommodation?
  A: No. Any request for a workplace change for a medical reason can trigger the employer's duty to engage in the interactive process.
- Q: What is the interactive process?
  A: A good-faith, back-and-forth dialogue between employer and employee to identify the person's limitations and possible effective accommodations.

Sources:
- EEOC — Disability Discrimination (ADA): https://www.eeoc.gov/disability-discrimination
- EEOC — Enforcement Guidance on Reasonable Accommodation and Undue Hardship: https://www.eeoc.gov/laws/guidance/enforcement-guidance-reasonable-accommodation-and-undue-hardship-under-ada
- Job Accommodation Network (JAN): https://askjan.org/

### [PWFA Accommodation Checker](https://compliancetoolslibrary.com/tools/pwfa-accommodation-checker)

The PWFA Accommodation Checker walks through a pregnancy-related accommodation request under the Pregnant Workers Fairness Act — a 2023 law requiring covered employers to accommodate known limitations.

Last reviewed: 2026-06-01

Key facts:
- Covered employers: Employers with 15 or more employees
- Who's protected: Workers with known limitations related to pregnancy, childbirth, or related medical conditions
- Core duty: Reasonable accommodation through the interactive process, absent undue hardship
- Enforced by: The EEOC (effective June 27, 2023)

FAQ:
- Q: Which employers must comply with the PWFA?
  A: Employers with 15 or more employees, the same coverage threshold as Title VII and the ADA.
- Q: Does an employee need a disability to be covered by the PWFA?
  A: No. The PWFA covers known limitations related to pregnancy, childbirth, or related conditions, even if they aren't ADA disabilities.
- Q: What accommodations can the PWFA require?
  A: Examples include extra breaks, schedule changes, seating, light duty, and time off — and even temporarily suspending essential functions, absent undue hardship.

Sources:
- EEOC — The Pregnant Workers Fairness Act: https://www.eeoc.gov/wysk/what-you-should-know-about-pregnant-workers-fairness-act
- EEOC — Pregnancy Discrimination & Related Issues: https://www.eeoc.gov/pregnancy-discrimination

### [ADA Employer Coverage Checker](https://compliancetoolslibrary.com/tools/ada-coverage-checker)

The ADA Employer Coverage Checker determines whether your organization is a covered employer under Title I of the Americans with Disabilities Act, based on employee count and weeks of employment.

Last reviewed: 2026-06-01

Key facts:
- Coverage threshold: 15 or more employees
- Time test: For each working day in 20 or more calendar weeks in the current or prior year
- Who counts: Full- and part-time employees on the payroll (not independent contractors)
- Enforced by: The EEOC

FAQ:
- Q: How many employees triggers ADA coverage?
  A: 15 or more employees for each working day in 20 or more calendar weeks in the current or prior year.
- Q: Do part-time employees count toward the ADA threshold?
  A: Yes, part-time employees on the payroll count; independent contractors do not.
- Q: Is my small business covered by disability law if I have under 15 employees?
  A: Maybe — federal Title I won't apply, but many state disability laws cover much smaller employers.

Sources:
- EEOC — Disability Discrimination (ADA): https://www.eeoc.gov/disability-discrimination
- EEOC — Coverage / Who Is Covered: https://www.eeoc.gov/employers/small-business/3-who-covered-employment-discrimination-laws

## Leave & Time Off

### [FMLA Eligibility Calculator](https://compliancetoolslibrary.com/tools/fmla-eligibility-calculator)

The FMLA Eligibility Calculator checks both halves of Family and Medical Leave Act coverage — whether the employer is covered and whether the employee qualifies — using the 50/75-mile, 12-month, and 1,250-hour tests.

Last reviewed: 2026-06-01

Key facts:
- Covered employer: Private employers with 50+ employees in 20+ workweeks; all public agencies and schools
- Employee eligibility: 12 months employed + 1,250 hours in the prior 12 months + 50 employees within 75 miles
- Leave entitlement: Up to 12 weeks of unpaid, job-protected leave in a 12-month period
- Military caregiver leave: Up to 26 weeks in a single 12-month period
- Administered by: U.S. DOL Wage and Hour Division

FAQ:
- Q: What makes an employer covered by the FMLA?
  A: Private employers with 50 or more employees in 20+ workweeks in the current or prior year, and all public agencies and public or private schools regardless of size.
- Q: What are the FMLA eligibility requirements for employees?
  A: Twelve months of employment, 1,250 hours worked in the prior 12 months, and a worksite with 50 or more employees within 75 miles.
- Q: How much FMLA leave can an eligible employee take?
  A: Up to 12 weeks of unpaid, job-protected leave in a 12-month period — and up to 26 weeks for military caregiver leave.

Sources:
- U.S. DOL WHD — Family and Medical Leave Act: https://www.dol.gov/agencies/whd/fmla
- U.S. DOL WHD — Fact Sheet #28: The FMLA: https://www.dol.gov/agencies/whd/fact-sheets/28-fmla
- U.S. DOL WHD — Employee Guide to the FMLA: https://www.dol.gov/agencies/whd/fmla/employee-guide

### [FMLA 12-Month Method Calculator](https://compliancetoolslibrary.com/tools/fmla-leave-year-calculator)

The FMLA 12-Month Method Calculator compares the four ways an employer can define the FMLA leave year and shows how much protected leave remains under each.

Last reviewed: 2026-06-01

Key facts:
- Leave entitlement: Up to 12 weeks in a 12-month period (26 for military caregiver leave)
- Four methods: Calendar year, fixed 12-month, measured forward, or rolling backward
- Employer chooses: The employer picks one consistent method for all employees
- Rolling method: Measured backward from each use; prevents stacking leave across years

FAQ:
- Q: What are the four FMLA leave-year methods?
  A: The calendar year, a fixed 12-month period, a period measured forward from first use, and a rolling 12-month period measured backward from each use.
- Q: Which method prevents employees from stacking FMLA leave?
  A: The rolling 12-month method measured backward, because it always looks back 12 months from the current leave date.
- Q: Can an employer change its FMLA leave-year method?
  A: Yes, but only after giving employees proper notice and using a transition that doesn't reduce their accrued entitlement.

Sources:
- U.S. DOL WHD — Fact Sheet #28H: 12-Month Period Under the FMLA: https://www.dol.gov/agencies/whd/fact-sheets/28h-fmla-12-month-period
- U.S. DOL WHD — Family and Medical Leave Act: https://www.dol.gov/agencies/whd/fmla

### [State Paid Family Leave Lookup](https://compliancetoolslibrary.com/tools/state-paid-family-leave)

The State Paid Family Leave Lookup shows whether the state where an employee works has a paid family and medical leave (PFML) program providing wage replacement during qualifying leave.

Last reviewed: 2026-06-01

Key facts:
- Not federal: There is no federal paid family leave; programs are state-by-state
- Growing list: A number of states and DC have enacted PFML programs
- Wage replacement: PFML provides partial pay, unlike the unpaid FMLA
- Often broader: Many programs cover smaller employers than the FMLA does

FAQ:
- Q: Is there a federal paid family leave law?
  A: No. Paid family and medical leave is provided through individual state programs, not federal law.
- Q: Which states have paid family leave?
  A: A growing group of states and DC have enacted PFML programs, with more phasing in. Check your state's current status.
- Q: How is state PFML different from the FMLA?
  A: PFML provides partial wage replacement and often covers smaller employers, while the FMLA provides unpaid, job-protected leave.

Sources:
- U.S. DOL — State Paid Family and Medical Leave Insurance Laws: https://www.dol.gov/agencies/whd/fmla
- U.S. DOL WHD — State Labor Offices: https://www.dol.gov/agencies/whd/state/contacts

## Worker Classification

### [Employee Classification Checker](https://compliancetoolslibrary.com/tools/employee-classification-checker)

The Employee Classification Checker weighs the behavioral-control, financial-control, and relationship factors the IRS and U.S. Department of Labor use to decide whether a worker is a W-2 employee or a 1099 independent contractor.

Last reviewed: 2026-06-01

Key facts:
- IRS common-law test: Behavioral control, financial control, and type of relationship
- DOL economic-reality test (FLSA): A totality-of-the-circumstances analysis of economic dependence
- State ABC tests: Used in California and others; presume employee status unless all three prongs are met
- Misclassification exposure: Back wages, overtime, unpaid payroll taxes, benefits, and penalties
- Decisive factor: None — the whole relationship is weighed

FAQ:
- Q: How do I tell if a worker is an employee or independent contractor?
  A: Weigh behavioral control, financial control, and the relationship (IRS), economic dependence (DOL), and any state ABC test. No single factor decides it.
- Q: Does a signed contract make someone an independent contractor?
  A: No. A label or contract does not control; the actual working relationship and the applicable legal tests do.
- Q: What is the ABC test?
  A: A stricter state test (used in California and others) that treats a worker as an employee unless the business proves all three prongs: autonomy, work outside the usual business, and an independent trade.

Sources:
- IRS — Independent Contractor (Self-Employed) or Employee?: https://www.irs.gov/businesses/small-businesses-self-employed/independent-contractor-self-employed-or-employee
- U.S. DOL WHD — Misclassification of Employees as Independent Contractors: https://www.dol.gov/agencies/whd/flsa/misclassification
- IRS — About Form SS-8: https://www.irs.gov/forms-pubs/about-form-ss-8

### [ABC Test Checker](https://compliancetoolslibrary.com/tools/abc-test-checker)

The ABC Test Checker applies the stricter state ABC test — used in California and other states — which presumes a worker is an employee unless the business proves all three prongs.

Last reviewed: 2026-06-01

Key facts:
- Default: The worker is presumed an employee unless all three prongs are met
- Prong A: Free from the hiring entity's control and direction
- Prong B: Performs work outside the usual course of the hiring entity's business
- Prong C: Customarily engaged in an independently established trade or business

FAQ:
- Q: What is the ABC test?
  A: A state classification test that presumes a worker is an employee unless the business proves all three prongs — autonomy, work outside its usual business, and an independent trade.
- Q: Which states use the ABC test?
  A: California and a number of other states use an ABC test for wage and/or unemployment purposes, with some variation in the prongs.
- Q: Which prong is hardest to meet?
  A: Prong B — performing work outside the company's usual course of business — is often the decisive one.

Sources:
- California DIR — Independent Contractor vs. Employee: https://www.dir.ca.gov/dlse/faq_independentcontractor.htm
- U.S. DOL WHD — Misclassification of Employees: https://www.dol.gov/agencies/whd/flsa/misclassification

### [Unpaid Intern Test](https://compliancetoolslibrary.com/tools/unpaid-intern-test)

The Unpaid Intern Test applies the U.S. DOL primary-beneficiary test to determine whether an internship at a for-profit employer can lawfully be unpaid.

Last reviewed: 2026-06-01

Key facts:
- Standard: The seven-factor primary-beneficiary test
- Key question: Who is the primary beneficiary of the relationship — the intern or the employer?
- If employer benefits most: The intern is an employee owed minimum wage and overtime
- No single factor controls: Courts weigh the full economic reality

FAQ:
- Q: When can an internship be unpaid?
  A: Only when the intern, not the for-profit employer, is the primary beneficiary of the relationship under the DOL's seven-factor test.
- Q: What is the primary-beneficiary test?
  A: A flexible seven-factor test the DOL and courts use to decide whether an intern is really an employee owed wages.
- Q: Does giving academic credit make an internship legally unpaid?
  A: No single factor controls. Academic credit is one factor among seven, not an automatic pass.

Sources:
- U.S. DOL WHD — Fact Sheet #71: Internship Programs Under the FLSA: https://www.dol.gov/agencies/whd/fact-sheets/71-flsa-internships
- U.S. DOL WHD — Fair Labor Standards Act: https://www.dol.gov/agencies/whd/flsa

## Benefits & ACA

### [ACA Full-Time Equivalent (ALE) Calculator](https://compliancetoolslibrary.com/tools/aca-fte-calculator)

The ACA Full-Time Equivalent (ALE) Calculator combines your full-time and part-time hours into full-time-equivalent employees to determine whether you're an Applicable Large Employer subject to the ACA employer mandate.

Last reviewed: 2026-06-01

Key facts:
- ALE threshold: An average of 50 or more full-time + full-time-equivalent employees
- Full-time employee: Works 30+ hours/week or 130+ hours/month
- FTE formula: Total monthly part-time hours (capped at 120 per employee) ÷ 120
- Measurement: Averaged across the months of the prior calendar year

FAQ:
- Q: How do I know if I'm an Applicable Large Employer?
  A: Average your full-time plus full-time-equivalent employees across the prior calendar year; 50 or more makes you an ALE.
- Q: How are full-time-equivalent employees calculated?
  A: Add up part-time employees' monthly hours (no more than 120 each) and divide by 120 to get FTEs for that month.
- Q: What counts as a full-time employee under the ACA?
  A: An employee who works an average of at least 30 hours per week or 130 hours per month.

Sources:
- IRS — Determining if an Employer is an ALE: https://www.irs.gov/affordable-care-act/employers/determining-if-an-employer-is-an-applicable-large-employer
- IRS — Employer Shared Responsibility Provisions: https://www.irs.gov/affordable-care-act/employers/employer-shared-responsibility-provisions

### [ACA Affordability Calculator](https://compliancetoolslibrary.com/tools/aca-affordability-calculator)

The ACA Affordability Calculator checks whether your lowest-cost self-only health plan meets the ACA's affordability safe harbor — the annually adjusted percentage of employee income an employer's contribution can't exceed.

Last reviewed: 2026-06-01

Key facts:
- Affordability percentage: An annually adjusted figure around 9% of income — verify the current year's percentage
- Based on: The employee's required contribution for the lowest-cost self-only plan
- Safe harbors: W-2 wages, rate of pay, or federal poverty line
- Applies to: Applicable Large Employers offering coverage

FAQ:
- Q: What percentage makes ACA coverage affordable?
  A: An annually adjusted percentage of income — historically around 9%. Verify the exact figure the IRS set for the current year.
- Q: What are the ACA affordability safe harbors?
  A: The W-2 wages safe harbor, the rate-of-pay safe harbor, and the federal poverty line safe harbor.
- Q: Is affordability based on individual or family coverage?
  A: It's based on the employee's required contribution for the lowest-cost self-only plan.

Sources:
- IRS — Questions and Answers on Employer Shared Responsibility Provisions: https://www.irs.gov/affordable-care-act/employers/questions-and-answers-on-employer-shared-responsibility-provisions-under-the-affordable-care-act
- IRS — Affordable Care Act Tax Provisions for Employers: https://www.irs.gov/affordable-care-act/employers

### [COBRA Deadline Calculator](https://compliancetoolslibrary.com/tools/cobra-deadline-calculator)

The COBRA Deadline Calculator works out the key continuation-coverage deadlines — employer notice to the plan, the election notice, and the qualified beneficiary's 60-day election window — from a qualifying event date.

Last reviewed: 2026-06-01

Key facts:
- Who's covered: Group health plans of employers with 20 or more employees
- Employer → plan admin: Notify within 30 days of the qualifying event
- Election notice: Plan administrator sends it within 14 days of notice
- Election window: The qualified beneficiary has 60 days to elect COBRA

FAQ:
- Q: Which employers are subject to COBRA?
  A: Group health plans of private employers with 20 or more employees on more than half of typical business days in the prior year.
- Q: How long does someone have to elect COBRA?
  A: Qualified beneficiaries generally have 60 days from the later of the coverage-loss date or the election-notice date.
- Q: When must the employer send the COBRA election notice?
  A: The plan administrator generally must provide it within 14 days after being notified of the qualifying event.

Sources:
- U.S. DOL — COBRA Continuation Coverage: https://www.dol.gov/general/topic/health-plans/cobra
- U.S. DOL EBSA — COBRA Continuation Coverage FAQs: https://www.dol.gov/agencies/ebsa/about-ebsa/our-activities/resource-center/faqs/cobra-continuation-health-coverage-consumer

## Workplace Safety

### [OSHA Recordability Checker](https://compliancetoolslibrary.com/tools/osha-recordability-checker)

The OSHA Recordability Checker walks through the recording criteria to decide whether a workplace injury or illness must be entered on your OSHA 300 log.

Last reviewed: 2026-06-01

Key facts:
- Three gates: The case must be work-related, a new case, and meet a recording criterion
- Recording criteria: Death, days away, restricted work/transfer, medical treatment beyond first aid, or loss of consciousness
- First aid: Cases treated with only first aid are not recordable
- Small-employer exemption: Employers with 10 or fewer employees are partially exempt from routine recordkeeping

FAQ:
- Q: What makes an injury OSHA recordable?
  A: It must be work-related, a new case, and result in death, days away, restricted work or transfer, medical treatment beyond first aid, or loss of consciousness.
- Q: What's the difference between first aid and medical treatment?
  A: OSHA defines a specific list of first-aid treatments; care beyond that list counts as medical treatment and can make a case recordable.
- Q: Is recordable the same as reportable?
  A: No. Recordable cases go on your 300 log; reportable events (fatalities, hospitalizations, amputations, eye losses) must be reported directly to OSHA on a deadline.

Sources:
- OSHA — Injury & Illness Recordkeeping (29 CFR 1904): https://www.osha.gov/recordkeeping
- OSHA — Determination of Recordable Cases (1904.7): https://www.osha.gov/laws-regs/regulations/standardnumber/1904/1904.7

### [OSHA Reporting Deadline Checker](https://compliancetoolslibrary.com/tools/osha-reporting-deadline)

The OSHA Reporting Deadline Checker shows how quickly you must report a severe work-related event — a fatality, in-patient hospitalization, amputation, or loss of an eye — to OSHA.

Last reviewed: 2026-06-01

Key facts:
- Fatality: Report within 8 hours
- Hospitalization, amputation, eye loss: Report within 24 hours
- How to report: By phone to OSHA or the area office, or online
- Always required: Reporting applies even to partially exempt small employers

FAQ:
- Q: How quickly must I report a workplace fatality to OSHA?
  A: Within 8 hours of learning of a work-related fatality.
- Q: What's the deadline to report a hospitalization or amputation?
  A: Within 24 hours of learning of a work-related in-patient hospitalization, amputation, or loss of an eye.
- Q: How do I report a severe injury to OSHA?
  A: By calling the nearest OSHA area office, the 1-800-321-OSHA line, or using OSHA's online reporting form.

Sources:
- OSHA — Report a Fatality or Severe Injury: https://www.osha.gov/report
- OSHA — Reporting Requirements (1904.39): https://www.osha.gov/laws-regs/regulations/standardnumber/1904/1904.39

### [OSHA 300A Electronic Reporting Checker](https://compliancetoolslibrary.com/tools/osha-300a-reporting-checker)

The OSHA 300A Electronic Reporting Checker helps you determine whether your establishment must electronically submit injury and illness records to OSHA each year.

Last reviewed: 2026-06-01

Key facts:
- 250+ employees: Establishments required to keep records generally must submit Form 300A
- 20–249 employees: Must submit 300A if in a designated higher-hazard industry
- Annual deadline: Submit by March 2 for the prior year
- Establishment-based: The requirement is judged per establishment, not company-wide

FAQ:
- Q: Who has to submit OSHA Form 300A electronically?
  A: Establishments with 250+ employees required to keep records, and establishments with 20–249 employees in designated higher-hazard industries.
- Q: When is the OSHA electronic submission due?
  A: Generally by March 2 each year for the prior calendar year's data.
- Q: Is the requirement based on the whole company or each location?
  A: Each establishment (physical location) is evaluated separately for size and industry.

Sources:
- OSHA — Injury Tracking Application (ITA): https://www.osha.gov/injuryreporting
- OSHA — Electronic Submission of Records (1904.41): https://www.osha.gov/laws-regs/regulations/standardnumber/1904/1904.41

## Hiring & Pay Transparency

### [Salary Range Disclosure Checker](https://compliancetoolslibrary.com/tools/pay-transparency-checker)

The Salary Range Disclosure Checker shows whether a state where you hire has a pay-transparency law requiring you to post salary ranges in job listings.

Last reviewed: 2026-06-01

Key facts:
- Not federal: Pay-transparency mandates are set by states and cities, not federal law
- Growing fast: A rising number of states require salary ranges in postings
- Triggers vary: Some apply to postings; others on request or at offer
- Where you hire: Remote roles can trigger another state's law

FAQ:
- Q: Is there a federal pay-transparency law?
  A: No. Salary-range disclosure requirements are set by individual states and cities.
- Q: Which states require salary ranges in job postings?
  A: A growing number do, with more added regularly. Check the current rule for each state where you hire.
- Q: Do pay-transparency laws apply to remote jobs?
  A: Often yes — a remote role that could be performed in a covered state can trigger that state's disclosure law.

Sources:
- U.S. DOL — State Labor Offices: https://www.dol.gov/agencies/whd/state/contacts
- U.S. EEOC — Equal Pay/Compensation Discrimination: https://www.eeoc.gov/equalpaycompensation-discrimination

### [Salary History Ban Checker](https://compliancetoolslibrary.com/tools/salary-history-ban-checker)

The Salary History Ban Checker shows whether you can ask candidates about their prior pay in the state where you hire — a question many states and cities now prohibit.

Last reviewed: 2026-06-01

Key facts:
- Not federal: Salary-history bans are state and local, not federal
- Common rule: Covered employers can't ask about or rely on prior pay
- Scope varies: Some bans cover all employers; some only public employers
- Purpose: To stop pay gaps from following workers between jobs

FAQ:
- Q: Can employers ask about salary history?
  A: Not in states and cities with salary-history bans. Elsewhere it may be allowed, but check each jurisdiction where you hire.
- Q: Which employers do salary-history bans cover?
  A: It varies — some bans cover all employers, others only public employers or government contractors.
- Q: Can I still ask about salary expectations?
  A: Usually yes. Many bans prohibit asking about past pay but allow discussing the candidate's expectations.

Sources:
- U.S. EEOC — Equal Pay/Compensation Discrimination: https://www.eeoc.gov/equalpaycompensation-discrimination
- U.S. DOL — State Labor Offices: https://www.dol.gov/agencies/whd/state/contacts

### [Ban-the-Box Checker](https://compliancetoolslibrary.com/tools/ban-the-box-checker)

The Ban-the-Box Checker shows when you may ask about criminal history or run a background check based on fair-chance hiring laws in the state where you hire.

Last reviewed: 2026-06-01

Key facts:
- Not uniform: Ban-the-box rules are set by states and cities and vary widely
- Typical rule: Delay criminal-history questions until later in hiring (often after a conditional offer)
- Scope varies: Some laws cover public employers only; others cover private employers too
- Plus federal FCRA: Background checks must also follow the federal Fair Credit Reporting Act

FAQ:
- Q: What does ban-the-box mean?
  A: Fair-chance laws that remove the criminal-history checkbox from applications and delay that question until later in hiring.
- Q: When can I ask about a candidate's criminal record?
  A: It depends on the jurisdiction — often only after an initial screen or a conditional offer. Check the local rule.
- Q: Do ban-the-box laws cover private employers?
  A: Some do and some don't — many cover only public employers, while others extend to private employers.

Sources:
- U.S. EEOC — Arrest and Conviction Records in Employment: https://www.eeoc.gov/laws/guidance/enforcement-guidance-consideration-arrest-and-conviction-records-employment-decisions
- FTC — Background Checks: What Employers Need to Know: https://www.ftc.gov/business-guidance/resources/background-checks-what-employers-need-know

## Workforce Changes

### [WARN Act Notice Calculator](https://compliancetoolslibrary.com/tools/warn-act-calculator)

The WARN Act Notice Calculator checks whether a layoff or closing triggers the federal Worker Adjustment and Retraining Notification Act's 60-day advance-notice requirement.

Last reviewed: 2026-06-01

Key facts:
- Covered employer: 100 or more employees (excluding certain part-time workers)
- Notice period: 60 calendar days of advance written notice
- Plant closing: Employment loss for 50+ employees at a single site
- Mass layoff: 500+ employees, or 50–499 if at least 33% of the active workforce

FAQ:
- Q: Which employers are covered by the WARN Act?
  A: Generally employers with 100 or more employees, excluding certain part-time workers.
- Q: How much notice does the WARN Act require?
  A: 60 calendar days of advance written notice of a qualifying plant closing or mass layoff.
- Q: What counts as a mass layoff under WARN?
  A: An employment loss for 500+ employees at a site, or 50–499 if they're at least 33% of the active workforce.

Sources:
- U.S. DOL — WARN Act: https://www.dol.gov/agencies/eta/layoffs/warn
- U.S. DOL — Employer's Guide to the WARN Act: https://www.dol.gov/agencies/eta/layoffs/employer-guide

### [HR Records Retention Schedule](https://compliancetoolslibrary.com/tools/records-retention-schedule)

The HR Records Retention Schedule shows how long to keep common employment and payroll records under federal law, so you neither destroy records too soon nor keep them indefinitely.

Last reviewed: 2026-06-01

Key facts:
- Payroll records (FLSA): Keep at least 3 years; supporting wage-computation records 2 years
- Form I-9: 3 years after hire or 1 year after termination, whichever is later
- Hiring/personnel records (Title VII, ADA, ADEA): Generally at least 1 year from the action
- OSHA 300 logs: Keep for 5 years; benefit-plan (ERISA) records 6 years

FAQ:
- Q: How long do I have to keep payroll records?
  A: At least three years under the FLSA, with the records used to compute pay kept for two years.
- Q: How long should personnel and hiring records be kept?
  A: Generally at least one year from the personnel action under Title VII, the ADA, and the ADEA.
- Q: How long must OSHA injury logs be retained?
  A: OSHA 300, 300A, and 301 records must be kept for five years following the year they cover.

Sources:
- U.S. DOL WHD — Fact Sheet #21: Recordkeeping Under the FLSA: https://www.dol.gov/agencies/whd/fact-sheets/21-flsa-recordkeeping
- U.S. EEOC — Recordkeeping Requirements: https://www.eeoc.gov/employers/recordkeeping-requirements

## Reference

- [Editorial standards & methodology](https://compliancetoolslibrary.com/editorial-standards)
- [LLM reference page](https://compliancetoolslibrary.com/llm-reference)
- [All tools](https://compliancetoolslibrary.com)