HR compliance checklist

What is an HR compliance checklist

An HR compliance checklist enables HR teams to verify that their organisation follows applicable laws, regulations and internal policies across all HR functions. 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 fully compliant with relevant employment legislation. It is essential that your organisation adheres to the local laws in every jurisdiction where your business operates.

Kindly note that the HR compliance checklist below has been prepared for companies in the US. Many steps may be similar in other countries, but specific statutes and regulatory bodies will differ.

HR compliance checklist for growing companies

Hiring and recruitment

• Job descriptionsEnsure every job description is kept current and clearly specifies the essential duties and required qualifications for the role. Confirm that job descriptions avoid any discriminatory wording.

• Equal Opportunity Employer (EEO) complianceAdhere to EEO guidelines to prevent discrimination on the grounds of 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 secure the necessary authorisations.

• Immigration law complianceConfirm each employee’s eligibility to work in the relevant jurisdiction. For HR teams at global organisations with remote staff, carry out right-to-work checks before onboarding new hires.

Employee policies and handbook

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

• Acknowledgement of receiptObtain signed acknowledgements from all employees confirming receipt of and understanding the staff handbook.

• Regular policy updatesReview policies at least annually, or more often as required, to reflect changes in law and organisational practice.

Wage and hourly laws

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

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

• PayrollOperate accurate, timely payroll processes, ensuring correct withholding and thorough documentation.

Health and safety

• Occupational Safety and Health Administration (OSHA) Compliance: Meet OSHA requirements to ensure a safe and healthful workplace.

• Emergency proceduresMaintain and communicate clear emergency and evacuation procedures.

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

Benefits and leave

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

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

• Employee leave lawsAdminister other forms of leave (for example, military leave, jury duty, bereavement) in accordance with local regulations.

Data privacy and security

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

• Confidentiality agreementsRequire confidentiality agreements where necessary to safeguard sensitive information.

Anti-discrimination and harassment

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

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

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

Termination and offboarding

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

• Final payEnsure final payslips are processed in line with applicable country laws.

• Exit interviewsConduct 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 requirementsComply with all mandatory employment reporting. For example, US employers may be required to file EEO-1 reports and OSHA logs.

HR compliance with Remote HRIS

A comprehensive HR compliance checklist assists HR professionals in ensuring their organisation operates within legal frameworks, thereby protecting both the business and its workforce.

Remote HRIS elevates global HR compliance. By providing real-time alerts about local legal changes, Remote enables your HR operations to remain aligned with international requirements at all times. Store contracts and employee records securely, manage leave and time tracking, and reduce compliance risks with workflows tailored by country, role and employment type.Whether you are managing employees, contractors, or EOR hires, Remote HRIS helps you keep your business compliant — all in one unified platform.

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