How to Build an HR Immigration Compliance Calendar That Actually Works

Emily McIntosh
Jun 24
2 min read

Updated: Jul 8

A practical guide for HR pros juggling visa deadlines, reporting cycles, audits, and more.

Flat-style digital illustration of a professional woman seated at a desk with a laptop and large calendar pinned behind her, symbolizing HR planning, compliance tracking, and managing complex visa timelines.

Why HR Compliance Calendars Often Fail

You block time on your calendar. You set up Slack reminders. You mark "Due dates" in the HRIS.

And still, things fall through the cracks. H-1B extensions get rushed. Visa renewals are forgotten. Global team members ping you about work authorization paperwork, two weeks late.

The truth?

Most HR pros are trying to manage compliance off the side of their desk with no unified calendar.

What a Good HR Immigration Compliance Calendar Covers

A strong HR immigration compliance calendar is more than just a list of visa deadlines. It should cover:

U.S. visa deadlines (H-1B max-out dates, cap seasons, PERM stages)
Global visa renewals (UK, Canada, EU, APAC markets)
LCA posting periods and end dates
Corporate filings (EEO-1, OFCCP, ACA reporting)
Payroll audit cycles
Benefit renewal windows
Annual salary review timelines

How to Build It: A Practical Workflow

Start with the people. Export a list of all employees on visas. Include their current status, country, and expiration dates.
Map government cycles. Layer in the known regulatory cycles (H-1B lottery, UK Sponsor License renewals, EEO-1 due dates).
Add internal events. Promotions, comp reviews, offer letters. All can trigger immigration reviews.
Use an actual calendar tool. Google Calendar, Notion, or project management software. Color code by urgency or category.
Set ownership. Who owns which deadlines? HRBP? Legal? People Ops?
Schedule proactive alerts. 6 months out, 3 months out, 30 days out. Not just on the due date.

The Risks of Not Having One

Without a central HR immigration compliance calendar, HR teams face:

Fire drills: Visa renewals done at the last minute
Missed obligations: Late LCA postings or corporate filings
Attrition risk: Employees losing trust in HR’s process
Fines and penalties: From U.S. DOL, UK Home Office, and others

Final Thoughts: Get Out of Reactive Mode

When immigration deadlines sneak up, it is not just a compliance risk. It is a trust risk.

HR leaders who build reliable, repeatable HR immigration compliance calendars move from reactive to proactive. And when employees know you have a system, that builds the foundation for long-term retention.

Tool: HR Compliance Calendar Template

Want a ready-to-use example? We will share a Google Sheet template you can adapt for your team.

Content in this publication is not intended as legal advice, nor should it be relied on as such. For additional information on the issues discussed, consult a WayLit-affiliated attorney or another qualified professional.