Workflow Templates: HR Compliance and Record-Keeping Checklist

Ensure each employee has a completed I-9 form on file for employment eligibility verification

Maintain accurate and up-to-date employee files with personal information, job applications, and resumes

Keep signed acknowledgment of the employee handbook that outlines company policies and procedures

Verify that all employee tax forms (W-4, state withholdings) are completed and updated as necessary

Ensure compliance with the Fair Labor Standards Act (FLSA) regarding employee classification and overtime pay

Maintain accurate records of payroll history, including hours worked, wage rates, and deductions

Post required workplace posters in common areas, visible to all employees, regarding labor laws and OSHA regulations

Record and report any workplace injuries or illnesses as mandated by the Occupational Safety and Health Administration (OSHA)

Conduct regular safety training and emergency drills in accordance with local, state, and federal regulations

Keep detailed records of employee participation in health insurance, retirement plans, and other benefits

Document and track all types of leave taken by employees, including FMLA, sick leave, and vacation time

Ensure compliance with the Affordable Care Act (ACA) and other relevant benefits regulations

Implement and enforce anti-discrimination and harassment policies in compliance with EEO laws

Document any employee complaints, investigations, and resolutions of discrimination or harassment issues

Conduct regular training sessions on diversity, inclusion, and prevention of workplace harassment

HR Compliance and Record-Keeping Checklist