Free Checklist Templates for Human Resources

Human Resources

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HR Audit Checklist

Recruitment and Selection

Pull applicant flow and EEO-1 data

Confirm federal contractor status

Audit OFCCP affirmative action plan

Sample I-9 forms for compliance

Review FCRA background-check disclosures

Onboarding and Training

Audit new-hire handbook acknowledgments

Verify harassment prevention training records

Confirm state-mandated training compliance

Review onboarding completion rates

Performance Management

Sample annual review documentation

Verify PIP and corrective-action files

Confirm goal alignment with company OKRs

Check manager calibration training records

Employee Relations

Audit the grievance and complaint log

Review harassment investigation files

Confirm terminations during the period

Review COBRA notification timeliness

Verify EEOC and FMLA workplace postings

Compensation and Benefits

Run pay equity analysis by demographic

Document remediation plan for pay gaps

Audit FLSA exempt classifications

Verify Form 5500 ERISA filings

Confirm ACA 1094-C and 1095-C accuracy

Compile final audit report with findings

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HR Compliance Checklist

Employee Onboarding Compliance

Complete Form I-9 within three business days

Collect signed W-4 and state withholding forms

Run background check through the approved vendor

Deliver harassment prevention training to the new hire

Payroll and Wage Compliance

Classify the position as exempt or non-exempt

Confirm pay rate meets the local minimum wage

Audit overtime calculations against time records

Enroll the hire in benefits within the eligibility window

Recordkeeping and Postings

Post current federal and state labor law notices

File I-9 forms separately from personnel records

Retain payroll records for the FLSA-required period

Restrict personnel files to authorized HR staff

Workplace Safety and OSHA

Review OSHA 300 log for the quarter

Conduct an emergency evacuation drill on each shift

Update the SDS binder against current chemical inventory

Report recordable injuries on Form 301 within seven days

Equal Employment Opportunity

Confirm EEO policy is current in the handbook

Confirm headcount for federal reporting thresholds

File the EEO-1 Component 1 report

Train managers on handling discrimination complaints

Leave and Accommodation

Confirm FMLA eligibility for the requesting employee

Issue the FMLA Notice of Eligibility within five days

Document the ADA interactive accommodation discussion

Track intermittent leave against the 12-week entitlement

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HR Compliance Checklist

Employee Onboarding

Verify Form I-9 within three business days

Collect W-4 and state withholding forms

Distribute the employee handbook for signature

Set up payroll record and direct deposit

Schedule orientation and required training

Workplace Safety and Compliance

Post required federal and state notices

Deliver site-specific safety training

Issue PPE and document acknowledgment

Update the OSHA 300 injury and illness log

Walk through emergency evacuation routes

Employee Benefits Management

Confirm benefits eligibility per plan documents

Present medical, dental, and vision plans

Enroll the employee in the 401(k) plan

Capture COBRA qualifying-event status

Issue the COBRA election notice

Performance Management

Schedule 30, 60, and 90-day check-ins

Set written SMART goals in the HRIS

Conduct the annual performance review

Document review outcome in the personnel file

Initiate Performance Improvement Plan

Employee Relations

Log grievances in the case-management system

Verify anti-harassment training completion

Conduct quarterly stay interviews

Conduct exit interview at separation

Retain personnel records per recordkeeping rules

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HR Data Security Checklist

Access Governance & Identity

Pull the HRIS admin access roster

Review role-based permissions in the HRIS

Verify MFA enforcement on HR systems

Confirm offboarding deprovisioning within 24 hours

Vendor & System Security

Collect SOC 2 reports from HR vendors

Confirm BAAs with PHI-handling vendors

Verify encryption on HRIS data exports

Escalate vendor security gaps to legal and IT

Sensitive Records Handling

Audit I-9 file segregation

Verify ADA and FMLA medical file separation

Restrict ER investigation file access

Apply records retention schedules

Workforce Training & Acknowledgment

Assign annual HR data privacy training

Collect signed confidentiality acknowledgments

Brief managers on handling employee PII

Incident Response & Quarterly Sign-Off

Run an HR data breach tabletop

Log incidents detected this quarter

Notify legal and privacy of suspected breach

Sign off on the quarterly HR data security audit

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Job Interview Checklist for Employers

Requisition and Interview Plan

Confirm the req scope with the hiring manager

Build the structured interview plan

Draft role-specific scorecard rubrics

Train the panel on bias and legal limits

Posting and Candidate Outreach

Confirm pay range disclosure on the posting

Screen resumes against the rubric

Schedule the interview loop in the ATS

Send candidate prep materials

Conduct the Interview Loop

Run the recruiter phone screen

Run the hiring manager screen

Run the panel or on-site loop

Collect panel scorecards in the ATS

Debrief and Hiring Decision

Hold the structured panel debrief

Calibrate against the bar and prior loops

Record the final hiring decision

Post-Decision Actions

Initiate the FCRA-compliant background check

Schedule a follow-up panel session

Send rejection notices to non-selected candidates

Capture loop retrospective and metrics

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New Employee Onboarding Checklist

Pre-Arrival Setup

Confirm role and licensing requirements

Provision the encrypted laptop per WISP

Order the building badge and key fob

Assign mentor and partner reviewer

Day 1 Orientation

Complete I-9, W-4, and state withholding forms

Sign the WISP and confidentiality acknowledgments

Walk through Circular 230 responsibilities

Tour the office and meet practice leads

Independence and Licensing

Complete the independence and conflicts questionnaire

Confirm whether the hire will sign tax returns

Register or transfer the PTIN with the IRS

Verify state CPA license or EA enrollment

Software and Portal Access

Provision tax software seat and licenses

Set up QuickBooks Online Accountant and Xero Partner

Configure document portal permissions

Review the firm's chart-of-accounts conventions

Training and Mentorship

Shadow a live month-end close

Walk through the PBC and review-note workflow

Complete IRS Pub 4557 security awareness training

Review billing realization and time-entry standards

30, 60, and 90-Day Milestones

Hold the 30-day check-in with the manager

Confirm CPE tracking for the license year

Hold the 60-day workload and quality review

Conduct the 90-day performance review

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New Employee Payroll Setup Checklist

Employee Information Intake

Verify legal name against the Social Security card

Capture residential address and contact details

Record emergency contact and beneficiaries

Federal and State Tax Withholding

Collect the signed Form W-4

Determine the employee's work and resident state

Collect the state withholding certificate

Complete Section 2 of Form I-9

Submit the E-Verify case if required

Payroll System Setup

Add the employee in Gusto, ADP, or QuickBooks Payroll

Classify FLSA exempt vs. non-exempt status

Set the pay schedule and first check date

Enter wage rate and pre-tax deductions

Configure overtime and timekeeping rules

Direct Deposit Arrangements

Collect a voided check or bank verification letter

Capture the signed direct deposit authorization

Run a prenote test before the first live payroll

Benefits Enrollment

Walk through medical, dental, and vision plans

Capture the 401(k) deferral election

Process 401(k) deferral and beneficiary forms

Process HSA, FSA, and dependent-care elections

Enter benefit deductions in the payroll system

Compliance and Recordkeeping

File the state new-hire report

Store the I-9 separately from the personnel file

Confirm WISP-compliant storage of tax forms

Schedule the 30-day payroll audit for the new hire

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New Hire Benefits Enrollment Checklist

Pre-Enrollment Setup

Confirm benefits eligibility and waiting period

Distribute SBCs and plan comparison guide

Schedule new-hire benefits orientation

Medical, Dental, and Vision Elections

Capture the medical plan election

Document waiver of medical coverage

Confirm dental and vision plan elections

Verify dependent eligibility documents

Tax-Advantaged Accounts

Open the Health Savings Account

Elect Healthcare or Dependent Care FSA

Enroll in pre-tax commuter benefits

Retirement and Income Protection

Process the 401(k) deferral election

Confirm employer-paid life and AD&D coverage

Offer voluntary life and disability buy-up

Voluntary and Lifestyle Benefits

Enroll in EAP and wellness programs

Capture pet insurance and legal plan elections

Process tuition reimbursement and ESPP enrollments

Confirmation and Compliance

Reconcile elections in the HRIS and benefits platform

Deliver required notices and signed confirmation

File enrollment records in the personnel file

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New Hire Onboarding Checklist

Pre-Start Setup

Confirm signed offer and start date

Confirm discipline and PE license status

Open project number and charge code

Order workstation per discipline hardware spec

Day-One Paperwork and Identity

Complete Form I-9 and tax withholdings

Sign confidentiality and IP assignment agreement

Set up direct deposit and emergency contact

Determine ITAR or CUI access requirements

Sign export-control and CUI acknowledgment

Workstation, Software, and CDE Access

Provision domain account, email, and MFA

Install CAD and BIM authoring software

Provision discipline-specific analysis software

Grant ProjectWise or ACC project access

Set up Vantagepoint timesheet and expense access

Verify VPN and remote-access connectivity

Benefits and License Administration

Enroll in medical, dental, and vision plans

Enroll in 401(k) and disability coverage

Register PE license number with HR

Set up PDH tracking and renewal calendar

Orientation and Production Training

Complete corporate orientation with HR

Walk through QA/QC and sealing procedures

Complete OSHA 10 and site safety training

Review project lifecycle and milestone vocabulary

Assign mentor and schedule 30-60-90 check-ins

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Payroll Onboarding Checklist

Pre-Hire Data Collection

Collect legal name and SSN

Capture address and emergency contacts

Confirm hire date and pay rate

I-9 Employment Eligibility

Complete Form I-9 Section 1

Inspect List A or List B+C documents

File I-9 in the compliance binder

Tax Withholding Setup

Collect the federal Form W-4

Determine state withholding requirement

Collect the state withholding form

Enter withholding elections in payroll

Payroll System Enrollment

Create the employee profile in payroll

Capture pay-method election

Record direct-deposit banking details

Walk through the pay schedule

Benefits and Deductions Enrollment

Present the benefits package

Record 401(k) deferral election

Configure garnishment withholding orders

First Payroll Verification

Run a parallel paycheck calculation

Reconcile the first live paycheck

Sign off on payroll onboarding

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Performance Evaluation Checklist

Review Cycle Setup

Confirm review period and eligibility list

Pull prior cycle goals and 1:1 notes

Verify FLSA classification and comp band

Configure templates in Lattice or 15Five

Self-Assessment and Peer Input

Send self-review to the employee

Collect 360 peer feedback

Confirm employee submitted self-review

Send reminder for missing self-review

Manager Evaluation Draft

Draft narrative against goals and competencies

Score competency ratings against the rubric

Capture overall performance rating draft

Calibration and HRBP Review

Submit draft to calibration meeting

Apply calibration adjustments to ratings

HRBP review for bias and language

Capture final rating sign-off

Review Conversation and Follow-Up

Schedule the 1:1 review meeting

Deliver review in 1:1 conversation

Set goals for next cycle

Initiate 30/60/90 performance improvement plan

File signed review in personnel record

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Recruiting Remote Workers Checklist

Hiring Need and Approval

Confirm the requisition is approved and funded

Set the role's level and comp band

Identify approved hiring states for the role

Classify the role under FLSA

Job Description and Posting Compliance

Draft the remote-specific job description

Add the pay range to the posting

Confirm ADA accommodation language

Get hiring manager and HRBP sign-off

Sourcing and Job Posting

Open the requisition in the ATS

Post to job boards and remote-specific sites

Brief the sourcing team on the ICP

Send the internal posting and referral notice

Screening and Evaluation

Build the interview loop and scoring rubric

Prepare the take-home work sample

Run the recruiter phone screen

Hold the hiring panel debrief

Offer and Onboarding Handoff

Conduct reference checks on the finalist

Initiate the FCRA-compliant background check

Send the FCRA pre-adverse-action notice

Extend the offer to the finalist

Hand off the new hire to onboarding

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Recruitment Checklist

Requisition and Job Posting

Confirm requisition approval and headcount

Run intake meeting with hiring manager

Finalize JD and FLSA classification

Add pay range to the posting

Publish the requisition in the ATS

Activate sourcing channels

Application Screening

Review inbound applications against scorecard

Run recruiter phone screens

Submit shortlist to hiring manager

Interview Loop

Schedule the interview panel

Run the on-site or virtual loop

Hold the debrief and hire decision

Offer and Pre-Employment Checks

Confirm comp recommendation against band

Initiate background check via Checkr

Complete reference checks

Issue the FCRA pre-adverse-action notice

Extend the verbal offer

Send written offer for e-signature

Hand off to onboarding

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Restaurant Employee Termination Checklist

Termination Setup

Confirm termination type and effective date

Pull the employee file and recent write-ups

Notify payroll and shift managers of the separation

Final Pay and Wage Compliance

Verify the state final-paycheck deadline

Calculate wages, declared tips, and accrued PTO

Issue the final paycheck

Reconcile cash drawer and final tip-out

Exit Interview

Schedule the exit interview

Conduct and document the exit interview

Note refusal or no-show in the employee file

Releases and Severance

Determine whether severance applies

Counter-sign the severance and release agreement

Collect the confidentiality acknowledgement

Issue the state separation notice

Benefits Wind-Down

Set the health and dental termination date

Mail the COBRA election notice

Stop 401(k) deferrals and notify the plan administrator

Property, Access, and Uniform Return

Disable POS, scheduling, and email access

Collect keys, liquor cabinet keys, and key fobs

Collect uniform, knife roll, and name tag

Sign off on the property return

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School Employee Onboarding Checklist

Pre-Hire Verification

Confirm position type and start date

Run fingerprint and background clearance

Verify teaching credential or license

Collect official transcripts and references

Personnel File Setup

Complete I-9 employment eligibility

Submit W-4 and state withholding

Enroll in benefits and retirement system

Sign employment contract and job description

Compliance Training

Complete FERPA student-records training

Complete mandated reporter certification

Complete bloodborne pathogens and Stop the Bleed

Complete Title IX and harassment training

Review district code of conduct and ethics

Classroom and Workspace Setup

Assign classroom or workspace

Issue keys, badge, and parking permit

Order supplies and instructional materials

Systems Access

Provision SIS and LMS accounts

Configure district email and SSO

Set up phone, voicemail, and ParentSquare

Instructional Onboarding

Assign mentor teacher and induction coach

Walk through master schedule and bell schedule

Review curriculum maps and pacing guides

First-Week Sign-Off

Attend new-hire orientation day

Confirm first observation schedule

Final HR sign-off on onboarding completion

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Staff Offboarding Checklist

Departure Notification

Notify HR and the partner-in-charge

Confirm the last working day

Flag whether the staff member is joining a client

Run an independence review for the client move

Engagement Reassignment

Inventory the staff member's active engagements

Reassign partner-in-charge on each engagement

Confirm the staff member's preparer credential

Reassign PTIN on open returns

Notify affected clients of the staff change

Workpaper and File Transfer

Move workpapers into the firm document system

Post final time entries and unbilled WIP

Clear open review notes on in-process returns

System Access Revocation

Disable tax software logins

Revoke client portal and document management access

Remove access from IRS e-Services and CAF

Disable email and collaboration tools

Property Recovery and Final Pay

Recover firm-issued hardware and tokens

Process the final paycheck

Send COBRA, 401(k), and HSA paperwork

Exit Interview and Compliance Sign-Off

Conduct the exit interview

Reaffirm confidentiality and non-solicit obligations

File the WISP data-destruction attestation

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Training and Development Program Rollout

Needs Analysis and Planning

Run the annual training needs analysis

Map state-mandated training requirements

Identify any compliance training gaps

Schedule immediate remedial training

Set the annual L&D budget

Program Design and Sourcing

Define learning objectives by audience

Choose the delivery model

Vet external training vendors

Configure courses in the LMS

Build the annual training calendar

Communications and Manager Enablement

Brief managers on the training calendar

Send the company-wide kickoff communication

Publish the LMS quick-reference guide

Delivery and Completion Tracking

Launch the assigned curriculum in the LMS

Send completion reminders at 30 and 14 days out

Escalate non-completers to the HRBP

Evaluation and Documentation

Collect Kirkpatrick Level 1 feedback

Pull completion and pass-rate metrics

File training records for audit

Run the program retrospective

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Workplace Safety Checklist

OSHA Recordkeeping and Posting

Confirm OSHA 300 log is current

Verify OSHA 300A summary posting window

Repost the OSHA 300A summary

Audit Form 301 incident reports for completeness

Confirm required labor-law posters are current

Hazard Assessment and PPE

Walk the site for a JHA refresh

Document PPE hazard assessment certification

Confirm PPE inventory matches assessed hazards

Identify any new chemical hazards on site

Update HazCom training and SDS binder

Required Safety Training

Pull training-completion report from the LMS

Identify employees overdue on safety training

Schedule make-up training sessions

Verify state-mandated harassment training cadence

File certificates of completion in personnel records

Incident Reporting and Investigation

Review near-miss and incident reports for the quarter

Confirm severe-injury reporting deadlines were met

Audit the severe-event investigation file

Refresh the incident-reporting procedure

Equipment and Workplace Inspection

Inspect fire extinguishers and emergency lighting

Verify lockout/tagout devices and procedures

Inspect ladders, scaffolds, and fall-protection gear

Confirm ergonomic risk assessment is current

Emergency Action Plan

Review the Emergency Action Plan annually

Confirm evacuation maps reflect current floor plan

Update the emergency contact roster

Schedule the next evacuation drill

Sign off on the quarterly safety review

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