HR Audit Checklists Page 1

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1 HR Audit Checklists Page 1 Fairness in Recruiting & Hiring Practices: Do you have a recruiting policy? Are your job advertisements free of discriminatory language? Do you recruit from sources that provide a diverse applicant pool? Do you use the Internet to recruit applicants? Do you have a written job description for every position? Does the job description include all essential functions of the job? Are job descriptions reviewed and updated at least once a year? Does the applicant review the job description before hiring and sign after employment? Do you accept unsolicited applications and/or resumes? Do you have a policy that defines when a person becomes a job applicant? Do you have a policy for responding to applications and inquiries? Do you have a standard employment application? Do all applicants fill out an employment application? Do you have a time limit on how long applications are considered active? Does your application have an employment-at-will disclaimer? Do you perform routine background checks before you hire an applicant? Do you use a third party to conduct any background checks?

2 HR Audit Checklists Page 2 Fairness in Recruiting & Hiring Practices (con t): Do you require each employee to fill out an I-9 form and provide documentation that he/she is able to work in the US? Do you have one individual responsible for checking completeness and accuracy of I-9 s? Do you keep copies of I-9 s separate from other personnel documents? Do you have a procedure for extending an offer to a candidate? Do you give all new employees notice of their rights to health care continuation coverage under COBRA? Do you have a nepotism policy? Do you have a policy regarding the hiring of previously terminated individuals? Workplace Practices: Do you have a written employee handbook containing comprehensive workplace policies and procedures? Has it been distributed to all employees? Do you routinely distribute it to new hires? Do you require all employees to sign an acknowledgment when they receive the handbook and/or revisions? Does your handbook contain a disclaimer that it is not a binding contract? Do you have a policy that prohibits discrimination on the basis of any characteristic that is forbidden under federal, state, or local law? Do you have a policy and practice of paying men and women the same salary for equivalent work? Do you have a policy that prohibits all forms of workplace harassment that are forbidden by federal, state, or local law?

3 HR Audit Checklists Page 3 Workplace Practices (con t): Do you have a comprehensive policy prohibiting violence and threats of violence in the workplace? Do you have procedures in place to prevent and respond to violence in the workplace? Do you, your supervisors, and other HR staff know how to respond to and possibly defuse volatile situations in the workplace? Do you have policies and procedures for responding to a crisis in the workplace? Do you have policies and procedures governing the appropriate use of computers and other technologies in your workplace? Internet access and use access and use Instant or text messaging and blogging Cell phones and camera phones Virus prevention Unauthorized downloading of software Security of online communications If FMLA applies to your workplace, do you have policies and procedures for identifying, designating, and tracking FMLA leave? Does your policy state whether FMLA leave runs concurrently with (1) paid sick, vacation, or personal leave, or (2) workers compensation leave? Does your policy define what type of year you will use for tracking leave? Does your policy require employees to provide you with a doctor s certification of the employee s or family member s health condition?

4 HR Audit Checklists Page 4 Diversity and Affirmative Action: Is your federal contract or subcontract for work entirely outside the US, performed by employees who were not recruited in the US? Are you an agency, instrumentality, or subdivision of a State or local government? Are you a religious corporation, association, educational institution, or society? Are you owned by an Indian tribe? Has the Deputy Assistant Secretary of the Office of Federal Contract Compliance Programs (OFCCP) determined that national interest requires you to be exempt from the EEO requirements? Has the head of the agency from which you received your federal contract determined that for reasons of national security you should be exempt from the EEO requirements? Do you make reasonable accommodations for qualified persons with disabilities? Do you ask about disabilities during the interview process? Do you require medical examinations for employment? Do you recruit individuals of a certain age category? Do you provide equal benefits for those employees 40 and above as you do for employees under 40? Do you employ more than 50 employees? Do you have a government contract, subcontract, or purchase order amounting to $50,000 or more? Are you a bank or other establishment serving as a depository of government funds in any amount? Can you group your workforce into departments? Can you show how an employee would be promoted from one position to the next (a line of progression)?

5 HR Audit Checklists Page 5 Documentation and Recordkeeping: Do you provide training to supervisors and managers regarding how to conduct performance evaluations? Are managers and supervisors reviewed themselves on performance of their evaluation duties? Do those with responsibility for conducting performance evaluations have access to job descriptions? Are employees permitted to review performance evaluations and comment on them? Does your performance evaluation system require that goals and timetables be set for future employee performance? Compensation and Payment Practices: Do you have a procedure for determining if workers are employees or independent contractors? Do you include all of the following in your calculation of an employee s hours worked? Breaks that are less than 30 minutes in duration Noncommuting travel time The time they are required to spend preparing for work The time they spend attending work-related meetings, seminars, or training Are your employees completely relieved of all work responsibilities during unpaid breaks? Do you have any employees who have on-call assignments during which their activities are restricted or they are required to report to work on short notice?

6 HR Audit Checklists Page 6 Compensation and Payment Practices (con t): Do you have employees who work off the clock, with or without your approval? Have you conducted a thorough analysis of whether your exempt jobs meet one of the exemptions set forth in the FLSA? Do you have a policy to periodically review whether jobs are correctly classified as exempt or nonexempt? Do you have a written policy for when deductions may be made from an exempt employee s pay? Do you have policies and procedures in place to ensure that your pay practices are in compliance with state and local wage and hour laws? Termination / Post-Employment Practices: Do you analyze whether each voluntary resignation constitutes good (welcome) turnover and therefore an opportunity to upgrade or consolidate? Do you analyze whether each voluntary resignation is possibly a symptom of problems in your organization (e.g., supervisory or communication issues or worse)? Do you explain COBRA continuation rights? Do you alert your payroll department so that state as well as federal law is satisfied as to the following? Last paycheck Payout of unused or accrued vacation / PTO

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