HR compliance checklist

What an HR compliance checklist is

An HR compliance checklist assists HR teams in ensuring their organisation complies with applicable laws, regulations and internal policies across 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 comprehensive and compliant with all relevant employment laws. It is mandatory for your organisation to follow the local laws in every jurisdiction where it operates.

Note that the checklist below is tailored for companies in the US. While procedures may resemble those elsewhere, the specific laws and responsible agencies will vary.

Checklist for HR compliance for growing companies

Recruitment and hiring

• Job descriptionsKeep all job descriptions current and accurately list essential duties and required qualifications for each role. Confirm that job descriptions contain no discriminatory wording.

• Equal Opportunity Employer (EEO) complianceAdhere to EEO guidelines to prevent discrimination based on 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 employee eligibility to work in each location. For HR teams at multinational firms with remote staff, perform right-to-work checks prior to onboarding.

Employee policies and handbook

• Staff handbookMaintain and distribute a current staff handbook covering key policies such as anti-discrimination, harassment, attendance and disciplinary procedures.

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

• Regular policy updatesReview and revise policies annually, or sooner if required, to reflect legal or organisational changes.

Wage and hourly laws

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

• State wage lawsIn countries such as the US, follow state-level wage and hour laws, which can set higher minimum wages and additional requirements beyond federal rules.

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

Health and safety

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

• Emergency proceduresMaintain and communicate clear emergency and evacuation procedures.

• Worker’s compensationAdminister worker’s compensation insurance and deal with 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 requirements on private health insurance coverage for eligible employees.

• Employee leave lawsAdminister other leave types (for example, military leave, jury duty, bereavement) in line with national regulations.

Data privacy and security

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

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

Anti-discrimination and harassment

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

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

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

Termination and offboarding

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

• Final payEnsure final payslips are prepared and issued in compliance with local legislation.

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

Recordkeeping and reporting

• Record retentionRetain employment records for the legally required period.

• Reporting requirementsMeet all mandatory employment reporting obligations. 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 ensures HR professionals operate within legal frameworks, protecting both the organisation and its employees.

Remote HRIS takes global HR compliance further. With real-time alerts on local legal changes, Remote keeps your HR operations aligned with international requirements. Securely store contracts and employee records, manage leave and time tracking, and reduce compliance exposure with country-, role- and employment-type-specific workflows.Whether you're managing employees, contractors, or EOR hires, Remote HRIS helps you keep your business compliant – all within a single platform.

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