HR compliance checklist

What an HR compliance checklist is

An HR compliance checklist supports HR teams in making sure the organisation follows applicable laws, regulations and internal policies across all HR activities. A robust checklist reduces legal exposure and helps create a fair, safe and equitable place of work.

As an HR professional, you will want the organisation to be compliant with all relevant employment laws. It is essential that your organisation follows the local laws in every country where it operates.

Please note the checklist below is aimed at companies in the US. The overall process may resemble practices elsewhere, but the specific laws and government agencies will differ by country.

HR compliance checklist for growing companies

Hiring and recruitment

• Job descriptionsKeep job descriptions current and ensure they precisely state the essential duties and required qualifications for each role. Check that the wording does not discriminate against any protected group.

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

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

• Immigration law complianceConfirm employee eligibility to work in the relevant jurisdictions. For HR teams in global organisations with remote staff, carry out right-to-work checks before onboarding.

Employee policies and handbook

• Staff handbookKeep an up-to-date staff handbook and make it available to employees; it should cover key policies such as anti-discrimination, harassment, attendance and disciplinary procedures.

• Acknowledgement of receiptObtain a signed acknowledgement from every employee confirming they have received and understand the staff handbook.

• Regular policy updatesReview policies at least annually, or sooner where necessary, to reflect changes in legislation and organisational practice.

Wage and hourly laws

• Fair Labour Standards Act (FLSA)Ensure compliance with the Fair Labour Standards Act (FLSA) on issues such as minimum wage, overtime, recordkeeping and child labour.

• State wage lawsIn jurisdictions such as the US, comply with state-level wage and hour laws, which may set higher minimum wages and other requirements beyond federal rules.

• PayrollOperate accurate, timely payroll processes with correct withholding and full documentation.

Health and safety

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

• Emergency proceduresMaintain clear emergency and evacuation procedures and ensure they are effectively communicated.

• Worker’s compensationManage worker’s compensation insurance and process claims promptly and fairly.

Benefits and leave

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

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

• Employee leave lawsAdminister other types of leave (for example, military leave, jury duty and bereavement) in line with local laws.

Data privacy and security

• Employee recordsKeep employee records secure, restrict access and handle them in accordance with applicable data-protection laws.

• Confidentiality agreementsUse confidentiality agreements where appropriate to safeguard sensitive information.

Anti-discrimination and harassment

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

• Complaint proceduresMaintain transparent procedures for handling complaints about discrimination or harassment and ensure they are communicated.

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

Termination and offboarding

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

• Final payEnsure final payslips are issued in line with the law in the relevant country.

• Exit interviewsCarry out exit interviews to collect feedback and resolve any outstanding employment matters.

Recordkeeping and reporting

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

• Reporting requirementsEnsure compliance with statutory employment reporting. For example, US employers may need to file EEO-1 reports and OSHA logs.

HR compliance with Remote HRIS

A thorough HR compliance checklist helps HR professionals ensure the organisation operates within legal frameworks, protecting both the company and its workforce.

Remote HRIS takes global HR compliance to another level. With real-time alerts for local legal changes, Remote helps your HR operations remain aligned with international requirements at all times. Store contracts and employee records securely, manage leave and time tracking, and minimise compliance risks with workflows customised by country, role and employment type.Whether you are managing employees, contractors, or EOR hires, Remote HRIS helps you maintain business compliance — all within a single platform.

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