Having a 2022 HR compliance checklist can help ensure your company meets all local, state, and federal regulations. Failure to adhere to these rules can result in fines and other penalties for your business.
You can handle HR compliance independently or work with a company specializing in human resources (HR) services to boost your compliance confidence. Find out more about this option with our team at NetPEO.
Why Should Your Company Use an HR Compliance Checklist?
Setting up an HR compliance checklist provides numerous benefits for your business. You must legally adhere to many different regulations when handling your employees. Failing to comply with these guidelines can directly impact your business.
A compliance checklist makes it easier for you to track all critical dates, preventing compliance issues that can lead to fines and other penalties. In addition, your HR department can use the checklist to monitor deadlines and ensure they submit all documents on time.
How Should You Arrange Your HR Compliance Checklist?
Your HR department has to handle numerous issues and functions. When it comes to setting up your 2022 HR compliance checklist, the professionals recommend breaking it down into more manageable sections.
HR professionals often track:
- Calendar-based deadlines
- Employee-dependent deadlines
- Dynamic deadlines
Calendar-based deadlines are very predictable, while the other categories vary more. We’ll discuss all these deadlines and how to place them on your compliance checklist.
HR Compliance Checklist: Predictable Deadlines
Some compliance events occur yearly on a set date for your HR department. For example, HR departments must provide:
- Employees with a copy of their W2
- The IRS with W2 forms
- EEO-1 forms to the EEOC if you employ over 100 people
- An OSHA report
- 1095C forms to employees if you have over 50 workers
- Medicare Part D notifications
Furthermore, your HR department must place Department of Labor (DOL) workplace posters in prominent locations, replacing these posters as required by law. Have your HR department mark the set dates for all these events on their checklist, so they do not miss any.
HR Compliance Checklist: Employee-Driven Deadlines
Your HR department also needs to track employee-driven events and deadlines. These deadlines do not occur at a set time every year. The HR department only has a set amount of time to:
- Provide new employees with details about their benefits
- Inform employees of benefit plan changes
- Get a new employee an I-9 form
Your HR department must track all important dates for new and existing employees to ensure they do not miss deadlines. Setting up a sheet with deadlines for employees and entering information for all workers can help avoid compliance issues.
HR Compliance Checklist: Dynamic Deadlines
Your HR department may also face dynamic and changing deadlines, often involving government agencies or programs. For example, these programs may shift their deadlines or issue new regulations, requiring your HR department to adapt quickly.
For example, HR professionals may need to check the dates to:
- Provide former employees with COBRA information
- Offer employees information about the Children’s Health Insurance Program
- Handle any required HIPAA notifications
The above list represents only examples of dates to include on your 2022 HR compliance checklist. Additionally, the government may add new due dates without prior warning, so it’s essential to monitor HR changes.
What Are the Penalties for HR Non-Compliance?
Failure to comply with HR regulations and due dates can have severe consequences for your business. The government can fine you for failure to comply with deadlines, often with separate fines for each violation.
Additionally, your company could end up on a watchlist if you miss important deadlines. A 2022 HR compliance checklist and spreadsheet can help your HR department monitor important tasks, protecting your company.
What Other HR Compliance Tasks Should You Address?
Your HR department can take other steps to ensure compliance with all regulations. Keeping employee files organized makes it easier to meet all deadlines. The files can contain the employee’s:
- Disciplinary history
- Performance reviews
Your HR department may need to maintain confidential files for some documents related to employees, such as drug-test results.
Can You Get Help Handling HR Compliance?
Setting up a 2022 HR compliance checklist can help your company stay on track and avoid expensive fines. However, some businesses find themselves overwhelmed by HR deadlines and regulations.
You may also find that it costs too much to support a full HR department for your business. In this situation, you have options that can help you support your employees, maintain compliance, and save money.
Many businesses in your situation decide to hire a HR outsourcing company or a PEO firm. These specialized companies provide the services you want and take on legal liability, allowing you to feel more confident while you save money.
What Services Can You Get Through a PEO Company?
PEO companies provide numerous benefits for other businesses. PEO experts can:
- Provide all documents to new and current employees in a timely manner
- Set up an employee handbook and distribute it
- Handle payroll for your company
- Resolve any disputes with your employees
In addition to providing HR services, PEOs also allow you to offer better benefits to your employees. You can learn more about these benefits by contacting our team today.
Contact Us for Help with HR Compliance in 2022
Setting up a 2022 HR compliance checklist can help your company avoid legal issues. However, you can go a step further by enlisting the assistance of HR professionals through a PEO company. Our team at NetPEO can discuss this option and the benefits for your business.
Find out more about the services we offer by calling us or filling out our online contact form.