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Federal contractor compliance: It’s a minefield. Remaining compliant is a challenge for even the most tenured of HR leaders – particularly because the rules keep changing. Luckily for you, someone else has probably already asked your question and gotten an answer from some of the HR experts within Mitratech’s HR and compliance solution.

Below, we’ll break down our top 10 most frequently asked compliance questions of 2024, giving you straightforward answers and actionable insights for the year ahead. Discover how to stay compliant, avoid costly mistakes, and optimize your compliance processes.

After exploring these crucial FAQs, schedule a personalized demo to see how Mitratech can streamline your compliance journey.

Top 10 Critical Compliance Questions for 2024:

  1. Affirmative Action Plan Certification

    Q: What do I need to know about AAP certification dates and requirements?
    A: Your AAP certification date marks your plan’s annual cycle. Ensure your certification reflects the previous year’s data and maintain accurate documentation of your plan’s start and end dates. For example, a June 1, 2024 plan should be based on 2023 data. AAP Upload Requirements must be certified through OFCCP’s Contract Portal on an annual basis

  2. Job Posting Requirements

    Q: What are the current job posting requirements for federal contractors?
    A: All job openings must be listed with the Employment Service Delivery System, except for executive positions, positions filled internally, and positions lasting three days or less. This includes contingent positions pending contract awards.

  3. Self-Identification Protocols

    Q: How should we manage self-identification processes compliantly?
    A: Implement a company-wide voluntary self-identification program using OFCCP-approved forms. Store these forms separately from personnel files and maintain strict confidentiality. Consider regular educational campaigns about the importance of self-identification.

  4. Prevailing Wage Compliance

    Q: How do we ensure prevailing wage compliance across different work settings?
    A: Maintain detailed records of wage determinations, accurately track work hours, and ensure proper classification of workers. Apply appropriate prevailing wage rates based on work location and type.

  5. Record Retention Requirements

    Q: What records must we maintain and for how long?
    A: Keep comprehensive records including:
    – Personnel and hiring documentation
    – Payroll records
    – Self-identification forms
    – Compliance documentation
    – Retain these records for a minimum of two years, with some documents requiring longer retention periods.

  6. Service Animal Accommodations

    Q: What are the current guidelines for service animals in the workplace?
    A: Distinguish between service animals (trained for specific tasks) and emotional support animals. Provide reasonable accommodations for service animals while maintaining appropriate workplace policies.

  7. Multi-Level Position Postings

    Q: Can we advertise multiple levels in one job posting?
    A: Yes, you may combine different levels in one posting, but ensure:
    – Clear qualification requirements for each level
    – Distinct salary ranges when required by law
    – Transparent promotion criteria

  8. State-Specific Compliance

    Q: How do we manage varying state requirements?
    A: Maintain compliance with both federal and state regulations by:
    – Following the higher standard when requirements differ
    – Implementing state-specific training requirements
    – Adhering to local posting and reporting obligations

  9. Fringe Benefits Calculations

    Q: How should we calculate and document fringe benefits?
    A: Calculate fringe benefits based on:
    – Current wage determinations
    – Applicable local rates
    – Proper documentation of cash equivalents vs. bona fide benefits

  10. Veterans and Disability Reporting

    Q: What are the current VEVRAA and disability reporting requirements?
    A: Submit annual VETS-4212 reports, maintain separate tracking systems for veterans and individuals with disabilities, and ensure proper self-identification procedures are in place.

Still, Have Questions? Need Some Help Getting Audit-Ready?

For federal contractors, staying compliant in 2025 requires attention to detail and proper documentation across multiple areas. Regular audits and updates to your compliance programs make it easier to bear the brunt of the work. However, it’s not always possible to stay on top of things by yourself.

Schedule a consultation with our compliance experts to ensure your organization meets all federal contractor requirements for 2025 and beyond.

Author

Kristen Evans

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