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. 

For global compliance, go through Remote’s HR compliance checklist below.

HR compliance checklist for growing companies

Hiring and recruitment

• 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 policies and handbook

• 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.

Wage and hourly laws

• 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.

Health and safety

• 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.

Benefits and leave

• 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.

Data privacy and security

• 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.

Anti-discrimination and harassment

• 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 and offboarding

• 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.

Recordkeeping and reporting

• 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.