Employment

When Someone Asks for Proof

Someone at your organization files the EEO-1 report. Someone distributes ACA 1095-C forms to employees and transmits 1094-C to the IRS. Someone posts the OSHA 300A summary in February.

The question isn’t whether these filings happen. It’s whether you can prove they did. For many organizations, that proof lives in a payroll provider’s portal, an email, or the memory of whoever handled it. Government agencies don’t accept assurances — they accept filing receipts, confirmation numbers, and timestamps. Lextree gives you a central registry of employment filings: the deadlines, statuses, and confirmations that turn “someone handled it” into documented proof.

Statutory Deadlines

Employment filings follow a calendar that doesn’t flex for staffing changes or provider transitions. Each carries a statutory deadline. Miss it, and consequences range from penalties to enforcement actions.

• EEO-1 Reports: The EEOC requires employers with 100+ employees to report workforce demographics annually.
• ACA 1094-C/1095-C: Applicable large employers must furnish 1095-C forms to employees by early March and transmit 1094-C to the IRS by March 31.
• OSHA 300/300A Logs: Post the annual summary by February 1; electronic submission follows in early March.
• VETS-4212: Federal contractors report veteran employment data annually with a September 30 deadline.
• State New Hire Reporting: Each state requires reporting new hires, typically within 20 days.
• Unemployment Insurance: Quarterly filings in every state where you have employees.

Lextree tracks each filing with statutory due date, extended due date, actual filing date, and confirmation number. Reminders at 60, 30, 14, and 7 days keep filings visible, even when the responsible person changes or the filing moves between providers.

Still tracking EEO-1, ACA, OSHA, VETS-4212, and state filing deadlines in a spreadsheet? Start with our free employer filing deadline spreadsheet — it imports straight into Lextree.

Filings, Not HR

Full HRIS platforms like ADP, Paylocity, BambooHR, and Gusto handle people management — onboarding, time tracking, benefits, performance reviews. Filing compliance sits buried inside these platforms: a byproduct, not a focus.

Lextree fills the gap between “our payroll provider files this” and “we can prove it was filed.” Your provider prepares and submits. Lextree records the deadline, tracks the lifecycle through agency acceptance, and stores the confirmation. The module doesn’t replace tools built for employee onboarding, benefits administration, training, or performance management. It stays focused on proving government filings were made on time.

Every Entity, Every Filing

Employment compliance multiplies with entity count. Five entities across three states means five sets of EEO-1 reports, new hire filings, and unemployment insurance — each with its own deadline and penalty structure.

Lextree anchors every filing to a legal entity, capturing the type, jurisdiction, reporting period, and authority. View all filings for one entity, or all filings of one type across every entity. When you add a new entity or expand into a new state, its filing requirements enter the compliance calendar immediately. Some organizations use multiple payroll providers — one for domestic entities, another for an acquired subsidiary, a PEO for a smaller operation. No single provider offers a complete filing registry. Each handles its portion; Lextree tracks them all.

From Filing to Proof

“Filed” and “accepted” aren’t the same thing. An EEO-1 submission rejected for a data formatting error shows as filed in your provider’s system. It isn’t compliant until the agency accepts the corrected version.

Each filing moves through Timeline states: Not Started, In Progress, Filed, Accepted, Rejected, Extension Filed. Supporting documents attach at each stage — submission confirmation, agency acceptance notice, rejection reason, extension approval. When an auditor requests three years of EEO-1 history, each record shows type, due date, filing date, and confirmation. Records sit alongside tax returns, insurance policies, and entity registrations on the same legal entity.