HR Compliance Checklist: What Every HR Pro Needs to Know

During times of sweeping change to federal laws, and with new state laws being enacted, it's more important than ever for HR professionals to ensure they have all their responsibilities clearly mapped out.  

Non-compliance can put your organization at risk for legal penalties, lawsuits, and reputational damage. While monetary penalties are a tough pill to swallow, so are the consequences that come along with reputational and cultural damage that can stay with your organization for years.  

This is why proactive HR compliance is so important. OutSolve’s HR Compliance Checklist pulls the key items HR professionals need into one easy-to-use tool.  

What’s Inside the HR Compliance Checklist 

OutSolve’s HR Compliance Checklist has general HR tips, federal laws, state laws, best practices, and more for the busy HR professionals all in one place. Follow along: 

General HR Practices  

• Policy Compliance Check: Regularly review and update all HR policies and practices to ensure compliance with current anti-discrimination laws.  
• Training: Provide ongoing anti-discrimination and EEO training for employees and managers.  
• Hiring & Promotions: Monitor data to ensure fair and equitable practices.  
• Inclusive Culture: Foster a workplace where all employees feel valued.  
• Legal Guidance: Consult employment lawyers and experts for compliance support.  
• Employee Handbook: Review your handbook annually and update policies based on new regulations.   
• Compensation: Conduct pay equity audits or compensation benchmarking to ensure your pay practices are fair and competitive.   
• Employee Engagement: Evaluate your employee engagement through surveys and incorporate feedback to make annual updates.  
• Training: Analyze your employee training schedule to ensure you meet all requirements.   

Form I-9 Compliance  

• Analyze your Form I-9 processes and look for ways to strengthen verification and storage.  
• Train HR and hiring managers on Form I-9 best practices to reduce risk.   
• Section 1: Employee must complete Section 1 by their first day of employment.  
• Section 2: Employer or authorized Form I-9 representative must complete Section 2 by day three of employment.  
• Retention Requirements: For terminated employees, retain their Form I-9 either one year after date of termination or three years after date of hire, whichever is later.  
• Internal Audits: Conduct periodic internal audits to analyze your Form I-9s and correct any mistakes.  

Equal Employment Opportunity (EEO) Compliance  

• Post EEO Notices: Display up-to-date workplace rights posters in visible areas.  
• Non-Discrimination Policy: Ensure policies cover all employment practices.  
• EEO Training: Train employees, especially managers, on compliance and bias prevention.  

Title VII Compliance (For employers with 15+ employees)  

• Fair Recruitment: Use inclusive hiring strategies to attract diverse talent.  
• Objective Hiring Criteria: Standardize job-related criteria to minimize bias.  
• Complaint Procedures: Provide clear, accessible reporting channels for discrimination concerns.  
• Compensation: Demonstrate pay decisions are based on legitimate, non-discriminatory factors.   
• Anti-Retaliation: Prohibit retaliation against employees who report discrimination.  

Federal Contractor Anti-DEI Certification  

• DEI Audit: Review programs for compliance with anti-discrimination laws.  
• Legal Alignment: Adjust DEI programs to avoid unlawful quotas or preferences.  
• Expert Review: Conduct DEI audits under attorney-client privilege.  
• Policy & Training: Update policies and train HR on compliance risks.  
• Documentation: Keep records of compliance efforts and annual reviews.  
• Merit-Based Hiring: Ensure you are hiring all candidates based on merit.  

Section 503 of the Rehabilitation Act Compliance  

• Accommodations Process: Establish a clear process for reasonable accommodations.  
• Self-Identification: Allow voluntary, confidential disability disclosures.  
• 7% Goal: Work towards achieving a 7% workforce representation for individuals with disabilities.  
• AAP Development: Create an affirmative action plan if required.  

VEVRAA Compliance  

• Veteran Hiring Benchmarks: Set and track veteran hiring benchmarks.  
• Self-Identification: Provide applicants the option to disclose veteran status.  
• AAP & Job Listings: Maintain affirmative action plans and distribute job postings to veteran services.  
• VETS-4212 Report: Submit required veteran employment data annually.  

ADA & ADAAA Compliance (For employers with 15+ employees)  

• Interactive Process: Engage in dialogue with employees about accommodation needs.  
• Provide Accommodations: Ensure reasonable adjustments without undue hardship.  
• Confidentiality: Keep medical information private and secure.  
• Accessibility Audit: Ensure workplace and online tools are disability-friendly.  
• Manager Training: Train leaders on handling disability accommodations.  
• Expanded Disability Definition: Apply ADAAA’s broader disability protections.  

Age Discrimination in Employment (ADEA) (For employers with 20+ employees)  

• Performance Reviews: Ensure fair, age-neutral evaluations.  
• Layoff Criteria: Base decisions on objective, job-related factors.  
• Benefit Plans: Avoid age-based discrimination in benefits.  
• Succession Planning: Ensure opportunities are age-inclusive.  

Equal Pay Act (EPA)  

• Pay Audits: Regularly review salaries to identify gender pay gaps.  
• Justify Differences: Ensure pay variations are based on valid factors.  
• Pay Transparency: Encourage open conversations about compensation.  

Pregnancy Discrimination Act (PDA)  

• Equal Treatment: Treat pregnancy-related conditions like any other temporary disability.  
• Accommodations: Offer adjustments for pregnant employees as needed.  
• Leave & Return: Ensure fair leave policies and a smooth return-to-work process.  

Genetic Information Nondiscrimination Act (GINA)  

• Confidentiality: Keep genetic information private.  
• No Genetic Data Use: Do not request or use genetic information in employment decisions.  

Pay Transparency & Equity (EO 13665)  

• Allow Pay Discussions: Prohibit retaliation for discussing compensation.  
• Update Handbooks: Include a pay transparency policy that follows your states laws.  
• Manager Training: Educate leaders on discussing compensation fairly.  

Fair Labor Standards Act (FLSA) Compliance  

• Minimum Wage: Pay at least the federal or applicable state minimum wage.  
• Overtime Pay: Ensure proper overtime compensation for non-exempt employees.  
• Accurate Records: Maintain precise wage and hour records.  
• Classification: Correctly categorize employees as exempt or non-exempt.  

OSHA Workplace Safety  

• Risk Assessments: Regularly check for hazards and safety risks.  
• Compliance: Follow all OSHA regulations.  
• Safety Training: Train employees on workplace safety.  
• Incident Reporting: Keep records of work-related injuries and illnesses.  

Family and Medical Leave Act (FMLA) Compliance (For employers with 50+ employees)  

• Eligibility Checks: Determine if employees qualify for leave.  
• Leave Administration: Ensure proper tracking and approvals.  
• Health Benefits: Maintain benefits during FMLA leave.  
• Job Restoration: Return employees to their roles post-leave.  
• Notice Posting: Display FMLA rights in the workplace.  

National Labor Relations Act (NLRA)  

• Employee Rights: Allow workers to discuss wages and working conditions.  
• Good Faith Bargaining: Negotiate with unions fairly.  
• Avoid Retaliation: Do not interfere with employees’ union rights.  
• Review Policies: Ensure social media policies respect NLRA rights.  

EEO-1 Reporting (For companies with 100+ employees or federal contractors with 50+ employees)  

• Data Collection: Track workforce demographics.  
• Annual Filing: Submit the EEO-1 report on time.  

VETS-4212 Reporting   

• Data Tracking: Monitor veteran hiring statistics.  
• Annual Submission: File the VETS-4212 report before the deadline.  

AI in Hiring Compliance  

• Bias Audits: Regularly review AI hiring tools for fairness.  
• Transparency: Disclose AI use in hiring.  
• Alternative Applications: Offer manual application options.  
• Human Oversight: Ensure human review of AI decisions.  
• Candidate Explanations: Provide clear AI hiring process details.  

State Pay Data Reporting  

• California Pay Data Reporting: Employers with 100+ employees must submit annual pay data reports to the CRD by the second Wednesday in May.  
• Illinois Pay Data Reporting: Employers with 100+ employees must file an Equal Pay Registration Certificate with the Department of Labor every two years, certifying pay equity compliance.  
• Massachusetts Pay Equity Compliance: Employers are encouraged to conduct a self-evaluation under MEPA, which can serve as a legal defense in pay equity claims.  
• Minnesota: Employers with 40 or more employees seeking public contracts over $100,000 must obtain a Workforce Certificate, and for contracts over $500,000, an Equal Pay Certificate is also required.   

Labor Law Poster Compliance  

• Check for Updates: Regularly check your state's labor department website  
• Automatic Services: Subscribe to a service that monitors changes and automatically ships new posters.  
• Mid-Year Review: Conduct a mid-year poster review to ensure all posters are up to date.  
• Train HR: Keep your staff informed of the importance of poster compliance.  

How This Checklist Helps HR Professionals Succeed

This checklist helps HR teams stay on track and simplify compliance mandates. By going through the checklist, you are helping to reduce the risk associated with non-compliance, setting your organization up for success for years to come.  

This checklist also helps HR professionals get some time back in their day. All the important topics and laws have been pulled into one document, making it easy for your team to go through the list and see what still needs to be done. 

What This HR Compliance Checklist Means for your Organization  

Stay ahead of mandatory compliance tasks and federal regulations with this HR Compliance Checklist—designed for busy HR professionals like you. Download your copy today and use it as your team's go-to resource for maintaining compliance and minimizing risk.  

If you would like further assistance with your HR compliance needs like guidance on anti-discrimination laws, pay audit help, Form I-9 compliance management, state pay reporting assistance, and more, contact OutSolve and our consults will be there to guide you during every step of your HR compliance journey.