HR compliance checklist

What an HR compliance checklist covers

An HR compliance checklist assists HR teams in ensuring their organisation follows applicable laws, regulations, and internal policies across all HR activities. A robust checklist reduces legal exposure and supports a fair, safe and equitable workplace.

As an HR professional, you will want your organisation to be compliant with all pertinent employment legislation. It is essential that your organisation adheres to local laws in every jurisdiction where it operates.

Please note that the checklist below is tailored to companies in the US. The overall process may resemble that used elsewhere, but particular laws and regulatory bodies will vary.

HR compliance checklist for expanding companies

Recruitment and hiring

• Job descriptionsKeep job descriptions current and precise about the essential duties and qualifications for each role. Check that descriptions contain no language that could be discriminatory.

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

• Background checksWhere background checks are required, ensure they comply with the Fair Credit Reporting Act (FCRA) and obtain the necessary authorisations.

• Immigration law complianceConfirm employee eligibility to work in specific locations. If you manage HR for a global employer with remote staff, carry out right-to-work checks before onboarding any new hire.

Employee policies and handbook

• Staff handbookMaintain and distribute an up-to-date staff handbook that contains key policies such as anti-discrimination, harassment, attendance and disciplinary procedures.

• Acknowledgement of receiptObtain signed confirmation from all employees that they have received and understand the staff handbook.

• Regular policy updatesReview and amend policies annually, or sooner if required, to reflect changes in legislation and organisational practice.

Wage and hourly laws

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

• State wage lawsWhere applicable, follow state-level wage and hours laws in the US, which may set higher minimum wages or include other provisions beyond federal rules.

• PayrollPut in place accurate, timely payroll processes, including correct withholdings and adequate documentation.

Health and safety

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

• Emergency proceduresMaintain and communicate clear emergency and evacuation procedures.

• Workers' compensationManage and maintain workers' compensation insurance, and deal with claims promptly and fairly.

Benefits and leave

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

• Affordable Care Act (ACA)Comply with ACA provisions concerning private medical insurance coverage for eligible employees.

• Employee leave lawsAdminister other forms of leave (for example, military leave, jury service, bereavement) in line with national regulations.

Data privacy and security

• Employee recordsStore and handle employee records securely, ensuring privacy and restricted access in accordance with applicable data protection laws.

• Confidentiality agreementsUse confidentiality agreements where necessary to protect sensitive information.

Anti-discrimination and harassment

• Training programsProvide regular training on anti-discrimination and harassment policies for all staff.

• Complaint proceduresMaintain and communicate clear procedures for handling discrimination and harassment complaints.

• InvestigationsCarry out prompt, thorough and impartial investigations into employee complaints.

Termination and offboarding

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

• Final payEnsure final payslips are processed in line with the laws of the relevant country.

• Exit interviewsConduct exit interviews to gather feedback and address any remaining employment matters.

Recordkeeping and reporting

• Record retentionRetain employment records for the period required by law.

• Reporting requirementsComply with all mandatory employment-related reporting. For example, employers in the US may need to file EEO-1 reports and OSHA logs.

HR compliance with Remote HRIS

A thorough HR compliance checklist helps HR professionals ensure their organisation operates within legal frameworks, safeguarding both the business and its employees.

Remote HRIS takes global HR compliance further. With real-time alerts on local legal changes, Remote helps HR operations remain aligned with international requirements. Store contracts and employee records securely, manage leave and time tracking, and reduce compliance risks with workflows customised by country, role and employment type.Whether you are managing employees, contractors, or EOR hires, Remote HRIS helps you keep your organisation compliant — all within a single, unified platform.

Keep on top of global HR compliance with Remote HRIS today.