Here are some HR compliance best practices for 2024:
- Ensure all policies and practices are well-documented and accessible to employees. Provide thorough orientation for new hires to familiarize them with organizational policies and reporting procedures for noncompliance.
2. Stay updated with new regulations at federal, state, and local levels by subscribing to trusted resources such as the U.S. Equal Employment Opportunity Commission, U.S. Department of Labor, and the Society for Human Resource Management.
3. Maintain transparency with employees regarding their roles in compliance with tax and labor laws. Notify employees of any policy changes, collect signatures to confirm receipt, and ensure accessibility of policy documents.
HR Compliance Checklist:
Recruiting and Interviewing Practices
- Avoid discriminatory language in job listings.
- Prohibit inappropriate interview questions.
- Standardize hiring procedures for fairness.
Onboarding Procedures and Company Policies
- Document and provide easy access to company policies.
- Conduct thorough orientation for new hires on HR compliance responsibilities.
- Document employee handbook policies and ensure new hires review and sign off on them.
Harassment
- Document laws prohibiting harassment.
- Define harassment clearly.
- Establish procedures for reporting and addressing harassment, including training for all employees.
I-9 Forms
- Collect I-9 forms from all employees for work eligibility documentation.
- Verify identity and work eligibility within three days of employment.
- Securely store I-9 forms and personal information.
Unemployment Benefits
- Properly classify workers to ensure access to benefits.
- Report wages to the state unemployment agency and pay required taxes.
Workers’ Compensation
- Understand federal and state laws on workers’ compensation.
- Post notices on workers’ rights and reporting procedures.
Employee Contracts
- Work with legal counsel to draft comprehensive employee contracts covering various details.
- Understand local contract regulations for employees residing outside the U.S.
