Key Administrative Deadlines 2025

Deadline Event Description
January
1/31/25 Plan Census Data from sponsor required for annual nondiscrimination testing for calendar year-end due to Atessa Benefits.
Form 1099-R 2024 Form 1099-R to report Plan Distributions due to participants.
March
3/15/25 Corrective Distributions Corrective Distributions: Deadline for ADP/ACP refunds to HCEs are due to avoid 10% excise tax on the employer. Deadline is 2 ½ months after plan year-end.
New Traditional 401k Plan Deadline to adopt a traditional 401k plan for prior year 2024 (S-Corps and Partnerships or LLCs taxed as either one) only-For unextended Co. tax returns
Deductible Contributions Partnership and S-Corp (or LLC taxed as S-Corp) tax return is due, and deductible employer contribution is due unless plan files for a 6 month extension (Form 1065/Form 7004).
April
4/1/25 Required Minimum Distributions (RMDs) Initial Required Minimum Distribution due to terminated participants who attained age 73 in the previous plan year or those past 73 who terminated in the previous plan year.
4/15/25 Excess Deferrals 402(g) distributions of excess deferral are due to participants.
New Traditional 401k Plan Deadline to adopt a traditional 401k plan for prior year 2024 (C-Corps and Sole props or LLCs taxed as either one) only – for unextended company tax returns
Deductible Contributions C-Corporation (or LLC taxed as C-Corp) and Sole Prop tax return is due, and deductible employer contribution is due unless plan files for a 6 month extension (Form 1120/Form 7004).
June
6/30/25 Corrective Distributions Deadline for ADP/ACP refunds to HCEs for EACA plans to avoid 10% excise tax on the company. Deadline is 6 months after plan year-end.
July
7/31/25 Form 5500 File Form 5500 with the DOL. Due 7 months after calendar plan year end without an extension.
Form 5330 File Form 5330 with the IRS to report excise taxes related to prohibited transactions. Due 7 months after plan year end without an extension.
Form 5558 File Form 5558 with the IRS (Application for Extension of Time to File Certain Employee Plan Returns) is due to request a 2 ½ month extension on the Form 5500, 8955-SSA, and 5330. Form 5558 is due 7 months after plan year end.
Form 8955-SSA File Form 8955-SSA with the IRS via the FIRE SYSTEM. Atessa Benefits files on behalf of plan. Due 7 months after plan year end without an extension.
September
9/15/25 Deductible Contributions Prior year deductible contribution for Partnership and S-Corp (or LLC taxed as S-Corp) filers is due if an extension was timely filed.
New Traditional 401k Plan Deadline to adopt a traditional 401k plan for prior year 2024 (S-Corps and Partnerships or LLCs taxed as either one) only- if CO. tax filing was extended.
9/30/25 Summary Annual Report (SAR) Summary Annual Reports are due the be distributed to participants 9 months after plan year end. This is the due date if the Form 5500 was not extended.
October
10/1/25 Safe Harbor Notice Earliest date Safe Harbor notices due to participants 30-90 days prior to plan year end.
New Safe Harbor Plan Deadline to adopt a new Safe Harbor Plan for 2025.
Automatic Contribution Arrangement (ACA) Notice Earliest date Automatic Enrollment notices due to participants 30-90 days prior to plan year end.
Qualified Default Investment Alternative (QDIA) Notice Earliest date QDIA notice due to participants 30-90 days prior to plan year end.
10/15/25 Form 5500Final deadline to file Form 5500, if it was extended by having timely filed the Form 5558.
Form 8955-SSA Final deadline to file Form 8955-SSA, if it was extended by having timely filed the Form 5558.
New Traditional 401k Plan Deadline to adopt a traditional 401k plan for prior year 2024 (C-Corps and Sole props or LLCs taxed as either one) only – if CO. tax filing was extended.
Deductible Contributions Prior year deductible contribution for C-Corporation (or LLC taxed as C-Corp) filers is due if an extension was timely filed.
Corrective Amendments Plan has 9½ months after plan year end to make corrective amendment to cure a failed coverage test.
November
11/2/25 Simple IRA to 401(k) Plan switch Deadline to Notify SIMPLE IRA participants their plan will terminate Dec 31, in order to adopt a new 401(k) plan for 2026.
11/15/25 Required Minimum Distributions (RMD) RMD calculations begin – Annual recurring RMD distributions are due to participants 73 and older. Administratively, checks may need to be processed well prior to 12/31, so that the checks are dated in 2025.
December
12/1/25 Safe Harbor Notice Final deadline for Safe Harbor match notice to be provided to Plan Participants. Notice is optional for Safe Harbor non-elective plans under SECURE 2.0, unless the employer intends to make mid-year changes to the contribution.
QDIA Notice Final deadline for QDIA notices to be provided to Plan Participants.
ACA Notice Final deadline for ACA notices to be provided to Plan Participants.
12/2/25 Existing 401(k) Plan to Safe Harbor Match Notice Deadline to notify plan participants that the traditional 401(k) Plan will be converted to a SH match. Notices must be handed out today.
Existing 401(k) Plan to 3% Safe Harbor Non-Elective Deadline to adopt the required amendments to covert a traditional 401(k) plan to a 3% non-elective safe harbor for 2025.
12/15/25 Summary Annual Report Final deadline to provide the SAR to Plan Participants if the Form 5500 was timely extended.
12/31/25 Required Minimum Distributions (RMD) Last day RMD checks can be issued
Corrective Distributions Final deadline for ADP/ACP corrections for previous plan year to maintain qualified status. The 10% excise tax applies.
Existing 401(k) Plan to Safe Harbor Amendment Deadline to amend a traditional 401(k) Plan to convert to a SH match for next year 2026.
Existing 401(k) Plan to Safe Harbor Non-Elective for 2024 Amendment Deadline to adopt the required amendments to convert a traditional 401(k) plan to a 4% non-elective safe harbor for 2024.
To be distributed on a continuous basis…
Annually Participant Fee Disclosure Beginning in August 2012, participant fee disclosures must be distributed to participants and beneficiaries once each 12-month period.
As needed Participant Fee Disclosure/Fund Change Any update to the fee information or change to the fund line‑up requires a notice 30-90 days prior to the effective date of the change.
Immediately Summary Plan Description (SPD) To be distributed immediately after participant becomes eligible (within 90 days of entry), and if changes are made to the plan, due 210 days following end of plan year in which the amendment is put into effect.

An ancient Mirador on a hill with a clear view representing Transitioning a retirement plan to Mirador

Timely 401(k) & 403(b) Deposits: Why It Matters and How to Stay Compliant

One key responsibility for businesses offering 401(k) and 403(b) plans is ensuring employee contributions and loan repayments are deposited on time. The Department of Labor (DOL) and IRS closely monitor these transactions, and failing to deposit funds promptly can lead to compliance issues, penalties, and even plan disqualification.

How Soon Do Deposits Need to Be Made?

The general rule is that employee contributions and loan repayments must be deposited as soon as they can reasonably be separated from the company’s general assets. Here’s how that breaks down:

  • For plans with fewer than 100 participants: Deposits made within 7 business days after payroll are considered timely.
  • For plans with 100+ participants: Deposits must be made as soon as possible—often within a day or two after payroll.

Waiting too long—whether due to cash flow delays, payroll process issues, or simple oversight—can create an operational failure that requires correction and could trigger an audit.

What Happens If Deposits Are Late?

Late contributions are flagged on Form 5500, making them a potential red flag for the IRS and DOL. Late deposits can also result in:

  • Lost earnings for employees, which must be calculated and repaid.
  • Excise taxes and penalties on the employer.
  • Increased scrutiny in audits and possible legal risks from participants.

How to Fix Late Deposits

If you’ve missed a deposit deadline, there are ways to correct the issue:

  1. Self-Correction (SCP) – Identify the late deposits, calculate lost earnings, and document process improvements.
  2. Voluntary Correction (VCP) – Report the issue to the IRS and pay a fee to avoid heavier penalties.
  3. DOL Correction (VFCP) – Submit a correction to the DOL, which may waive excise taxes in some cases.

How to Prevent Late Deposits

✔ Set a deposit schedule – Align contributions with your payroll tax payment schedule.
✔ Designate a backup person – Ensure someone else knows the process if your payroll manager is unavailable.
✔ Use automated remittance – Work with a TPA, payroll provider, or financial advisor to streamline the process.

Keeping deposits timely isn’t just a compliance issue—it’s about protecting your employees’ retirement savings and keeping your plan running smoothly. Need guidance? Talk to your TPA or financial advisor to ensure your deposit process is on track.

Earned vs. Passive Income: How It Affects Your Retirement Contributions

When planning for retirement, one of the biggest questions business owners ask is: How much can I contribute to my retirement plan? While it might seem like a simple question based on total earnings, the IRS sets strict rules about what type of income qualifies for retirement contributions. The key distinction? Only earned income counts.

What is Earned Income?

Earned income is money you make from actively working. It includes:

  • W-2 wages or salaries
  • Self-employment income
  • Commissions and bonuses

This income is subject to FICA and Medicare taxes, which is why the IRS allows it to be used as the basis for retirement plan contributions. Whether you’re contributing to a 401(k), Defined Benefit Plan, or pension plan, your contribution limits are based only on this type of income.

What is Passive Income?

Passive income is money that comes from investments or business activities that don’t require your direct involvement. Examples include:

  • Rental income
  • Interest and dividend income
  • Capital gains
  • Business income from an LLC or S-Corp (in some cases)

Because passive income isn’t tied to active work, it does not count when calculating retirement contributions. The IRS assumes that passive income sources, like rental properties or investments, will continue generating income in retirement, making additional tax-advantaged contributions unnecessary.

The K-1 Complexity

If you’re a business owner receiving income through a K-1, the distinction between earned and passive income can be more complicated.

A K-1 reports partnership income, deductions, and credits for tax purposes. While many K-1s only report passive income, others may include self-employment income—which is considered earned income and can be used to calculate retirement contributions. Look at Box 14 of your K-1 to see if it includes self-employment earnings. If it does, that portion of your income may qualify.

Why This Matters for Your Retirement Plan

Understanding the difference between earned and passive income is essential when designing a retirement strategy that maximizes tax-advantaged savings. Many business owners assume they can contribute based on total income, but only earned income applies.

Contribution limits can be complex, and every situation is different. Working with an advisor can help ensure you’re maximizing your ability to save for retirement based on all allowable income sources.

Want a quick estimate of how much you can contribute? Check out our calculator to see what your annual contribution limit might be based on your income and age.