Checklist for HR compliance

What an HR compliance checklist is

An HR compliance checklist assists HR professionals in ensuring their organization follows applicable laws, regulations, and internal policies across all human resources activities. A comprehensive checklist reduces legal exposure and supports a fair, safe, and equitable workplace.

As an HR professional, you will want your organization to be well-rounded and fully compliant with relevant employment laws. It is essential that your organization adheres to all local laws in every jurisdiction where it operates.

Please note this HR compliance checklist is tailored for companies in the US. The overall approach may be similar elsewhere, though specific statutes and regulatory bodies will differ.

HR compliance checklist for expanding companies

Hiring and recruitment

• Job descriptionsKeep all job descriptions current and ensure they accurately outline each role’s essential duties and required qualifications. Avoid any language that could be discriminatory.

• Equal Opportunity Employer (EEO) complianceAdhere to EEO guidelines to prevent discrimination on the basis of race, color, 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 authorizations.

• Immigration law complianceConfirm employee eligibility to work in the relevant locations. For HR teams in global organisations with remote staff, complete right-to-work checks before onboarding any new hire.

Employee policies and handbook

• Employee handbookMaintain and distribute an up-to-date employee handbook that covers essential policies, including anti-discrimination, harassment, attendance, and disciplinary procedures.

• Acknowledgment of receiptRequire all employees to sign an acknowledgment confirming they have received and understand the employee handbook.

• Regular policy updatesReview and revise policies at least annually or whenever necessary to reflect changes in law or organisational practices.

Wage and hourly laws

• Fair Labor Standards Act (FLSA)Ensure your practices meet FLSA requirements on minimum wage, overtime compensation, recordkeeping, and child labor provisions.

• State wage lawsIn countries like the US, comply with state-specific wage and hour statutes, which may mandate higher minimum wages or additional protections beyond federal law.

• PayrollImplement accurate, timely payroll procedures, including correct withholdings and complete documentation.

Health and safety

• Occupational Safety and Health Administration (OSHA) Compliance: Observe OSHA regulations to provide and maintain a safe, healthful workplace.

• Emergency proceduresEstablish and widely communicate clear emergency and evacuation procedures.

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

Benefits and leave

• Family and Medical Leave Act (FMLA)Administer FMLA entitlements properly for employees who are eligible.

• Affordable Care Act (ACA)Comply with ACA requirements related to health insurance coverage for qualifying employees.

• Employee leave lawsAdminister other statutory leaves (for example, military leave, jury duty, bereavement) in accordance with country-specific regulations.

Data privacy and security

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

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

Anti-discrimination and harassment

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

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

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

Termination and offboarding

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

• Final payEnsure final paychecks are issued in accordance 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 legally required duration.

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

HR compliance with Remote HRIS

A thorough HR compliance checklist enables HR teams to operate within legal frameworks, safeguarding both the business and its people.

Remote HRIS elevates global HR compliance with timely alerts on local legal changes; Remote helps your HR operations remain aligned with international requirements at all times. Securely store contracts and employee records, manage leave and time tracking, and reduce compliance risk with workflows customised by country, role, and employment type.Whether you are managing employees, contractors, or EOR hires, Remote HRIS helps you keep your business compliant — all within a single unified platform.

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