Your Global HR Compliance Checklist: 10 Essential Checks

What Is HR Compliance – and Why Does It Matter?

HR compliance is the process of ensuring that your company’s human resources policies and practices adhere to local employment laws and internal policies. Non-compliance can lead to legal risks, financial penalties, and reputational damage. That’s why it’s so important to combine a proactive approach with comprehensive modern HR compliance software that can help automate tasks and save time.

Key areas of HR compliance include:

• Employment law and labor regulations
• Employee handbooks and internal policies
• Workplace safety and health standards
• Payroll, taxes, and working hours regulations
• Data protection and employee privacy
• Leave policies, including Family and Medical Leave Act (FMLA) and Americans with Disabilities Act (ADA)
• Diversity, equity, and inclusion (DEI) compliance

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What are the Risks of Non-Compliance for HR?

Failing to meet HR compliance requirements can lead to serious business consequences, whether from government scrutiny or internal repercussions. 

The main risks include: 

• Legal Penalties: Fines or sanctions from agencies such as the Department of Labor, OSHA, or the EEOC. 

For example, imagine a company fails to keep up with OSHA’s safety standards, resulting in a serious accident. The company could face hefty fines, legal costs, and even sanctions that affect future business operations. 

• Employee Lawsuits: Claims related to discrimination, wrongful termination, or wage violations.

For example, in 2023, one business settled an unpaid overtime lawsuit for $3.5 million. The case highlighted the issue of wage theft, specifically unpaid overtime, and its impact on employees in the online mortgage sector .

• Reputational Harm: Compliance failures, such as mishandling employee benefits or not adhering to fair labor practices, can erode trust and damage your employer brand. 
• Back Payments: Missed payroll or unpaid overtime can lead to costly back pay and interest.

For instance, in 2023, one company was ordered to pay over $700,000 in back wages and liquidated damages to employees who were denied overtime pay.

• Operational Disruption: Investigations and audits can disrupt business continuity and morale.

Learn more common compliance mistakes and how to avoid them

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HR Compliance Checklist for Global Companies

Use this HR checklist to stay on top of compliance in 2025, especially when managing cross-border HR operations.

1. Recruitment and Hiring

Legal Compliance for Hiring

• Follow anti-discrimination laws

Ensure hiring practices comply with Title VII of the Civil Rights Act, ADA, and any other relevant local anti-discrimination laws wherever your business operates. Train hiring managers to recognize and avoid implicit bias in interviews. 

• ‍Conduct compliant background checks 

Verify that background checks are conducted in accordance with applicable laws, for example the Fair Credit Reporting Act (FCRA) in the U.S. Always obtain written consent before running checks on candidates in your hiring process. 

• Verify work eligibility

Use Form I-9 in the U.S. or relevant work permits internationally to confirm eligibility. Verifying eligibility ensures your company hires only authorized workers, which protects against audits and fines. Be sure to re-verify documentation as required by law. 

Interviewing and Hiring

• Use inclusive job descriptions

Avoid biased language and clearly define the qualifications needed for the job. Inclusive job postings not only expand your talent pool, but show a commitment to equitable hiring. Use gender-neutral terms and focus on required skills rather than personality traits. 

• Document the hiring process

Maintain interview notes and selection criteria to show fair practices. Consistent documentation protects against claims of unfair treatment or discrimination. It also provides a helpful reference for your team when evaluating candidate fit, and helps them assess candidates against the same standards. 
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2. Benefits and Leave Policies

Employee Benefits Policies

• Educate eligible employees on their benefits

Share details about health insurance, retirement, and wellness programs, and clear steps on how to claim benefits. Use multiple formats like onboarding guides, intranet resources, and Q&A sessions with the HR team. 

• Align with local requirements

Ensure that benefit offerings meet local statutory requirements, for example Affordable Care Act (ACA) standards in the U.S. Keep up-to-date with changes in eligibility thresholds and reporting mandates. In this example, failure to comply can result in IRS penalties and reduced employee satisfaction. 

Leave Policies

• Document leave policies clearly

Include details on your leave policies in employee handbooks. This should include the types of leave employees have available, and how to submit leave requests like sick leave or parental leave. Make sure your policies are aligned with relevant local laws, for example the Family and Medical Leave Act (FMLA) in the U.S. Update handbooks regularly as laws and company needs evolve. This helps ensure employees know their rights, and reduce manager confusion.

• Stay updated on local leave laws

Track changes in federal, state, and international regulations. Leave laws often vary by jurisdiction and may change annually. Failing to comply can result in wrongful denial claims or back pay obligations.

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3. Payroll, Wage and Working Hours

• Follow minimum wage laws

Make sure wages meet or exceed minimum wage requirements across all jurisdictions – this is especially critical for global teams, where thresholds vary widely by country and region. 

• Track and pay overtime correctly

If you have team members working overtime, ensure compliance with relevant local laws like the Fair Labor Standards Act (FLSA) rules in the U.S. Miscalculating overtime pay can lead to costly penalties, audits, and damaged employee trust. Time tracking systems and software can help you track hours and compensate your team fairly.
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Explore Playroll's guides to working hours globally

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• Provide timely and accurate pay stubs

 Include all required information such as hours worked and deductions. Transparent pay documentation keeps employees informed and builds trust. Many states and countries require specific details on wage statements by law.

• Pay employees on schedule

There’s nothing more fundamental to employee satisfaction than paying them on time. It’s also crucial to avoid legal risks or fines. Decide on the payroll schedule that fits your business, such as weekly, bi-weekly, bi-monthly or monthly, and stick to it – comprehensive payroll automation can help avoid any human error.

• Keep payroll records securely

 Maintain detailed and confidential payroll records – make sure to research local laws regarding retention periods and document access controls. Secure storage ensures readiness for audits and protects employee privacy. 

When conducting compliance audits, review the classification of each team member to ensure no independent contractor is misclassified as an employee.

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📣 HR TIP

Inaccurate wage payments or late payroll delivery are two of the most common triggers for labor audits. Automating your payroll can help reduce errors and ensure timely payments.
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4. Performance Management

• Use objective performance criteria

Align evaluations with role-specific KPIs to avoid subjective bias. Implementing a structured review process at the company-wide level promotes transparency and provides a framework for managers to give actionable feedback. Objective performance data also safeguards the business against legal claims related to favoritism or discrimination.

📣 HR Tip

Leverage performance review platforms that offer customizable templates and support 360-degree feedback to ensure comprehensive and unbiased evaluations. Examples include Lattice, Leapsome and 15Five.

•  Set up a regular feedback process

Have ongoing performance conversations to build a culture of growth and accountability, outside of annual reviews. Frequent check-ins support employee development and can help proactively pick up on any concerns. 

• Document disciplinary actions

Ensure all corrective actions are formally documented and aligned with policy, to demonstrate fairness and defend against wrongful termination claims. Documentation should include dates, explanations, and outcomes.

• Train managers on legal do’s and don’ts

​To prevent discrimination during performance reviews, provide managers with training on delivering feedback fairly and legally. This approach not only reduces the need for HR intervention but also provides a more transparent experience to employees.

• Align promotions and terminations with policy

Make sure decisions around promotions and terminations are supported by documented performance and not based on personal bias. Doing so consistently will help build credibility and mitigate any legal risk.
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5. Health and Safety

• Post required safety notices

Display any posters required by local authorities, such as the Occupational Safety and Health Administration (OSHA) in the U.S. These notices provide workers with information about their rights and safety procedures – failing to display them can result in fines and employee misunderstandings.

• Conduct safety training

Provide training relevant to the role and location to reduce the risk of workplace injuries and stay compliant with local regulations. Refresher sessions should be scheduled regularly.

• Report workplace injuries properly

Follow proper procedures for documenting and reporting injuries. Accurate reporting is required governing bodies such as OSHA. It also helps track trends and prevent any future incidents.

• Maintain a clean and hazard-free workplace

A safe environment not only protects workers but also boosts morale and productivity. As part of this, conduct regular safety audits, document inspections and resolve any issues that arise promptly.

• Establish an emergency plan

Share evacuation routes, contacts, and procedures and make sure it’s included as part of onboarding for new employees. Clear emergency procedures help minimize confusion and injuries during crises. These plans should be reviewed and tested annually.
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6. Meet Relevant Data Security Standards

• Limit data access

Restrict access to sensitive data by using role-based access controls, which can help prevent unauthorized exposure. Regularly review permissions to ensure only those who require access have it, and revoke access as needed (for example, if an employee resigns).

• Train employees on data privacy

Regularly update teams on GDPR, CCPA, and internal standards. Awareness training reduces the risk of internal breaches. Incorporate data protection modules into onboarding and annual training.

• Comply with regulations like GDPR or CCPA

Stay informed on evolving data protection laws. Failing to meet these requirements can result in large fines and reputational damage. Use policy templates aligned with global standards.

• Establish breach response procedures

Create a clear plan for responding to data incidents. Time is critical during a breach, so define steps for internal communication, external reporting, and damage control. Simulate breach scenarios to test your plan and make any adjustments.
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7. Employee Record Keeping and Confidentiality

• Protect employee data

Use secure systems to store Personally Identifiable Information (PII) and sensitive documents. Protecting data helps avoid identity theft and mitigate risk of cybercrime – make sure your protocols align with GDPR and CCPA requirements to protect your business during audits. 

Adopt a layered encryption strategy that protects stored data (encryption at rest) as well as encrypt data during transmission (encryption in transit).

• Separate medical records

Maintain these files in compliance with relevant local laws, such as the Health Insurance Portability and Accountability Act (HIPAA) in the U.S. Keeping them isolated from general personnel files adds an extra layer of confidentiality. Store physical copies in locked cabinets and digital ones with additional security.

• Follow retention guidelines:

Follow local, federal, and state timelines for retaining employee data, as retention requirements differ by document type. Maintain a centralized schedule that specifies destruction dates for each document to stay compliant and reduce the risk of keeping data longer than necessary.

📣 HR Tip

Use a document management system that automates retention schedules and alerts you when it’s time to securely dispose of documents. 

• Control access to sensitive data

 Use permission settings and audit trails. Limit viewing and editing rights to HR or legal staff, and monitor access logs to detect unusual behavior or data misuse.

• Document access logs if required 

Maintain logs where legally necessary. These logs help with audits and internal investigations – include details such as who accessed what, when, and why.
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8. Diversity, Equity, Inclusion and Belonging (DEIB)

• Write inclusive policies 

Have policies that cover anti-harassment, pay equity and nondiscrimination. Well-crafted policies show your company’s commitment to fair treatment. Review them periodically in collaboration with DEI professionals.

• Offer DEI training

Help employees recognize and overcome unconscious bias with formal training sessions. Use interactive formats like workshops and discussions for greater impact.

• Review hiring and promotion practices

Provide equitable access to advancement. Analyze data on promotions by gender, race, and other metrics to help create structured, criteria-based decision-making processes.

• Support employee resource groups (ERGs)

ERGs provide valuable support for employees and can provide insights from underrepresented voices, allowing organizations to gain more diverse perspectives. Allocate time and budget to sustain these groups and help make them a success.

📣 HR Tip:

Designate an ERG coordinator or liaison within your HR team to manage logistics, facilitate communication, and ensure that these groups have the resources they need.

• Track progress and measure impact

Use surveys and performance indicators to gain concrete data on the success of your current policies and improve future strategies. Report on progress to leadership and staff, and set clear goals for the success you’re building towards.
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9. Termination and Offboarding

• Follow a consistent process

Standardize termination steps to ensure fairness and avoid any legal disputes down the line. These steps can include issuing warnings, conducting exit interviews, and providing written documentation. 

• Provide final pay on time

Follow any local or state-specific rules on final pay and severance pay. If these payments are late, it increases the risk of fines or legal claims. Automate offboarding to streamline payroll processing.

• Distribute benefits continuation info

Stay compliant with local or federal regulations by informing employees of their health coverage rights during offboarding. This ensures they know their options for continuing benefits, protecting both them and your organization.

📣 HR Tip:

Create a standardized offboarding checklist – for example, in the U.S., this should include COBRA notice distribution. Use automated HR software to track when and how notices are sent.

• Revoke system access promptly

To avoid security breaches or data leaks, IT and HR should coordinate to disable logins and recover company devices promptly whenever an employee leaves. Document all actions taken for audit trails.

• Conduct and document exit interviews

Conducting exit interviews can help uncover turnover trends and identify areas for improvement, so you can address issues before they grow. Use standardized forms to gather employee feedback before the interview.

📣 HR Tip

Conduct exit interviews privately and respectfully to foster honest feedback. Use a blend of qualitative and quantitative questions to capture both specific concerns and broader trends.
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10. Compliance Audits

• Schedule regular internal audits

Conduct regular internal audits to identify compliance gaps and align your HR policies with evolving regulations. Establishing a consistent cadence – such as annually or biannually – to  proactively address potential issues before they escalate. 

📣 HR Tip

Implement a centralized audit calendar using project management tools like Asana or Monday.com. This calendar should outline the scope, timeline, and responsible parties for each audit area.

• Track legal updates

Monitor compliance updates globally. Use free resources and tools to stay ahead of employment law changes wherever your business operates. Assign a compliance lead to interpret and apply updates.

• Document audit findings

Keep detailed records of any issues and how you resolve them. Use a centralized tracking system to share the outcomes with stakeholders.

• Assign accountability

Designate owners for each compliance area, for example payroll, benefits, or employee classification. Accountability ensures tasks are completed on time. Also include compliance metrics in performance reviews where appropriate.

• Work with legal or HR advisors 

Bring in experts for complex matters. Third-party audits or consultations provide clarity and reduce risk if you lack internal experts in certain areas. Be sure to budget for external support as part of your compliance strategy.

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Best Practices for Ensuring Continuous Compliance

HR compliance can feel like a moving target, but staying on top of it doesn’t have to be overwhelming. Here are the key best practices you should never overlook:

1. Keep your employee handbooks and policies consistent across all regions, but always factor in the variations in federal, state, and local regulations.
2. Use automation tools for proper recordkeeping and audit trails. This not only creates accurate, reliable documentation but also reduces the risk of human error.
3. Keep your managers and employees updated on changing laws and policies through regular training. Proactively monitor legislative updates to adjust your practices and stay ahead of potential compliance issues.
4. Perform regular compliance audits to spot gaps and correct them before they become bigger risks.
5. If you’re hiring internationally, familiarize yourself with each country’s employment and classification laws. This is crucial for staying compliant when managing cross-border teams or independent contractors.

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Stay Compliant With Updated Hiring Guidance

Check out Playroll’s free global hiring guides in 180+ regions to stay ahead of shifting changes in employment law and scale your team with confidence.

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Stay Compliant and Avoid Risks with Playroll

For HR professionals, juggling compliance with everyday responsibilities can feel overwhelming. Playroll’s HR compliance software centralizes employee data, contracts and tax obligations across multiple regions, so you can focus on more strategic work.

• Streamline global payroll and recordkeeping in one place.
• Stay on top of evolving local laws with hands-on support from a team of experts.
• Leverage leading Employer of Record services for fast and compliant global hiring.

Book a demo to find out how our EOR solutions can cut the red tape and simplify compliance when scaling globally.