Labour Compliance: Key dates your company should not miss
Labour Compliance: Key dates your company should not mis
Labour compliance has become a strategic issue for businesses. The increasing number of obligations not only requires up-to-date documentation, but also periodic reviews, evidence of compliance, and adequate traceability in the event of an inspection by the Labour Inspectorate, an individual complaint, or a collective dispute.
Below, we summarise the main labour compliance milestones that should be included in any organisation’s calendar for 2026.
.
Executive summary of key dates
1. Ongoing obligations: Every day of the year
Every day of the year, the company must ensure that a daily record of working hours is kept for each employee, showing their specific start and end times. These records must be kept for at least four years and made available to employees, their legal representatives, and the Labour Inspectorate
The company must also keep permanent internal protocols and policies up to date, communicate them to staff and support them with documentary evidence. These policies should cover harassment, LGBTI issues, digital disconnection, remote working, the use of technology, whistleblowing channels, equality and non-discrimination.
| Practical recommendation Check that the time-recording system is reliable and that the standing protocols — on harassment, LGBTI issues, digital disconnection, remote working, the use of technology, the whistleblowing channel, equality and non-discrimination — are up to date, widely communicated and documented. |
2. Periodic review: Disability quota
Companies with 50 or more employees are required to comply with the 2% disability employment quota unless they have been granted an exemption.
This obligation must be regularly monitored, particularly in growing companies, business groups, during corporate transactions or internal reorganisation. Failure to comply may affect eligibility for public funding and the ability to contract with the public sector.
| Practical recommendation
Regularly review the size of the workforce and document compliance with the quota, or the existence of authorised alternative measures where applicable. |
3. Every quarter: Health and safety at work
In companies or workplaces with 50 or more employees, the Health and Safety Committee must meet at least once every quarter and whenever requested by any of its member representatives.
These meetings should address issues such as risk assessment, preventive planning, training, accident rates, corrective measures, the coordination of business activities, and the monitoring of preventive measures.
From an evidential perspective, it is essential to draw up minutes for each meeting, including details of attendees, topics discussed, agreements reached, responsible parties and implementation deadlines.
| Practical recommendation
Have a standardised template for minutes and keep records of preventative measures that demonstrate the company’s due diligence. |
4. 30 June and 31 December: Key dates for equality
Companies must check whether they meet the legal threshold that triggers the obligation to negotiate and implement an Equality Plan. The standard calculation dates of 30 June and 31 December are particularly relevant for this purpose.
If a company has 50 or more employees, it must start negotiating an Equality Plan in accordance with the legal requirements.
This review must be properly documented, recording the calculation method used and the workforce taken into account.
| Practical recommendation
Carry out a formal headcount on both dates and retain the relevant supporting documentation. |
5. June and December: Monitoring the Equality Plan
Although the Equality Plan is valid for a maximum of four years, its implementation must be monitored on a regular basis.
As a matter of good practice, we recommend holding at least two annual meetings of the Monitoring Committee, preferably in June and December.
These meetings should review the extent to which measures have been implemented, agreed indicators, the pay audit, any issues identified, corrective measures and the timetable for outstanding actions.
| Practical recommendation
Keep minutes of each monitoring meeting and record the actual extent to which the measures have been implemented. |
6. First quarter: Annual remuneration register
All companies, regardless of size, must maintain a register of the annual remuneration of their entire workforce, including management and senior executives.
While the regulations do not specify a deadline, it is advisable to update the register during the first quarter of the year, once salary data for the previous financial year has been finalised.
The register must be broken down by gender and categorised by professional groups, job categories, jobs of equal value, or other applicable classification systems.
| Practical recommendation
Review the pay register annually and analyse any pay gaps that require objective justification or corrective measures. |
7. Start of the financial year: Work calendar
The company must draw up the work calendar annually and display it in a visible place in the workplace, or make it available to staff by other suitable means.
For best practice, this should be approved and communicated at the start of the financial year. It should take into account applicable annual working hours, public holidays, the distribution of working hours and shifts, and the provisions of the collective agreement.
| Practical recommendation
Review the work calendar before publication to avoid excessive working hours, errors regarding public holidays and breaches of the collective agreement. |
8. Annual review or when conditions change: Occupational risk prevention
The risk assessment must be kept up to date. It should be reviewed when working conditions change, new equipment or processes are introduced, health problems arise or unassessed risks are identified.
As a compliance measure, we recommend carrying out an annual review in conjunction with the occupational health and safety service and keeping a written record of the actions taken.
| Practical recommendation
Check that the risk assessment reflects the company’s current situation, rather than an organisational situation that is no longer relevant. |
9. Before December 2026: Sustainable mobility
The sustainable mobility regulations introduce new obligations for certain companies and workplaces with regard to work-related travel.
During 2026, affected companies must assess whether they are required to implement measures to promote safer and more sustainable travel to work.
These measures may include public transport, car-sharing, low-emission vehicles, charging infrastructure, remote working, flexible working hours, and road safety measures.
| Practical recommendation
Assess in advance whether the company falls within the scope of the regulations and, where applicable, draw up a roadmap for negotiation and implementation. |
Conclusion: Plan ahead, document processes and demonstrate compliance
Labour compliance should be viewed as a tool for protecting the business, rather than an administrative burden. The key lies in anticipating obligations, scheduling relevant milestones, and retaining sufficient evidence to demonstrate compliance to employees, legal representatives, the Labour Inspectorate, courts, clients, investors, and public authorities.
How we at Bové Montero can help
Our Labour Law Department is at your disposal to review your organisation’s compliance with employment law, draw up a bespoke schedule of obligations, update internal protocols, and prepare templates for minutes and records.
Please do not hesitate to contact us if you have any further questions.