HR compliance checklist

What is an HR compliance checklist

An HR compliance checklist helps HR professionals make sure that their organisation adheres to relevant laws, regulations, and internal policies throughout its human resources operations. A strong HR compliance checklist helps mitigate legal risks and promotes a fair, safe, and equitable workplace. 

As an HR professional, you want your organisation to be well-rounded and compliant to all relevant employment laws. It’s mandatory that your organisation complies with all local laws that your business operates in. 

Note that the HR compliance checklist below is designed for companies in the US. The process may be similar in other countries, although specific laws and government agencies will differ.

HR compliance checklist for growing companies

• Job descriptions
  Ensure all job descriptions are up-to-date and accurately reflect the essential duties and qualifications of each position. Make sure there is no discriminatory language in your job descriptions.

• Equal Opportunity Employer (EEO) compliance
  Follow EEO guidelines to prevent discrimination based on race, colour, religion, sex, national origin, age, disability, or genetic information.

• Background checks
  When you need to do a background check, make sure background checks are compliant with the Fair Credit Reporting Act (FCRA) and obtain proper authorizations.

• Immigration law compliance
  Verify employee eligibility to work in certain locations. If you are an HR professional at a global company with remote employees, complete right-to-work checks before onboarding a new hire.

• Employee handbook
  Maintain and share an up-to-date employee handbook that includes all critical policies such as anti-discrimination, harassment, attendance, and disciplinary procedures.

• Acknowledgment of receipt
  Ensure all employees sign an acknowledgment that they have received and understand the employee handbook.

• Regular policy updates
  Review and update policies annually or as needed to reflect changes in law and organisational practices.

• Fair Labour Standards Act (FLSA)
  Ensure compliance with FLSA requirements regarding minimum wage, overtime pay, recordkeeping, and child labour.

• State wage laws
  For countries like the US, adhere to state-specific wage and hour laws, which may include higher minimum wage rates and other provisions beyond federal requirements.

• Payroll
  Implement accurate and timely payroll processes, including proper withholding and documentation.

• Occupational Safety and Health Administration (OSHA) Compliance: Comply with OSHA regulations to provide a safe and healthful workplace.

• Emergency procedures
  Maintain and share clear, well-communicated emergency and evacuation procedures.

• Worker’s compensation
  Manage and maintain worker’s compensation insurance and handle claims promptly and fairly.

• Family and Medical Leave Act (FMLA) 
  Administer FMLA leave entitlements correctly for eligible employees.

• Affordable Care Act (ACA)
  Comply with ACA provisions regarding health insurance coverage for eligible employees.

• Employee leave laws
  Manage other types of leave (e.g., military leave, jury duty, bereavement) according to country regulations.

• Employee records
  Securely store and handle employee records, ensuring privacy and restricted access as per the relevant data protection laws.

• Confidentiality agreements
  Use confidentiality agreements to protect sensitive information as necessary.

• Training programs
  Implement regular training on anti-discrimination and harassment policies for all employees.

• Complaint procedures
  Maintain and share clear procedures for handling complaints of discrimination and harassment.

• Investigations
  Conduct prompt, thorough, and impartial investigations into employee claims.

• Termination procedures
  Follow clear, consistent, and lawful procedures for voluntary and involuntary terminations.

• Final pay
  Ensure final paychecks are processed in accordance with country laws.

• Exit interviews
  Conduct exit interviews to gather feedback and address any final employment matters.

• Record retention
  Maintain employment records for the required period by law.

• Reporting requirements
  Comply with all required employment-related reporting. For example, US employers may be subject to filing EEO-1 reports and OSHA logs.