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Human Resources Compliance Checklist

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Human Resources Compliance Checklist
Let your PEO help keep you HR compliant

Maintaining human resources compliance can be a difficult task, often fraught with unseen pitfalls and potential litigation. Understanding the regulations and laws that govern HR in your state can be challenging for many small and mid-size business owners. This checklist can help you get some insight into the steps needed to keep your company compliant.

Recruiting and Hiring

• Ensure that all job descriptions, advertisements, and interviews are ADA compliant and meet state requirements.

• Review employment applications for compliance with any applicable state laws regarding prohibited questions or statements that should be included.

• All interview questions …show more content…

• Withhold appropriate payroll taxes and submit tax filings as required.

• W-2s are provided to employees in a timely manner following the end of each calendar year.

Employee Policies and Procedures

• All company policies and procedures comply with federal and state labor laws related to employee leave, equal employment opportunity, sexual harassment, worker safety and other requirements.

• Every employee is provided with a handbook explaining the company's policies and procedures related to standards of conduct, nondiscrimination, benefits and other terms and conditions of employment. Employees should also sign an acknowledgement of receipt and review of the handbook.

• Labor law posters required to be displayed under federal and state law are posted where employees can easily see them.

• Procedures are in place for maintaining employee personnel records and files as required by law.

• Medical records and other confidential documents are kept in a separate file from the employee's personnel file.

• Employees receive necessary skills and regulatory training, including safety and sexual …show more content…

• The review process and systems for measuring performance treat employees equitably.

Employee Discipline and Termination

• All policies and procedures for handling employee disciplinary actions and investigations are clearly defined, written, and communicated to employees as appropriate.

• All matters involving employee discipline warnings, investigations, and terminations are carefully and accurately documented, and related notices are reviewed on a regular basis.

• Termination meetings are conducted to inform the employee of the termination, discuss the return of company property, deliver the final paycheck, and facilitate the employee's departure. A summary of the meeting and any related information is prepared and placed in the employee's personnel file.

• Departing employees are provided with a written summary of accrued benefits and notices regarding post-termination benefits, including compensation for vacation and sick time, continuation of health coverage, severance pay and 401(k) plan information. Be sure to comply with any applicable federal or state

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