HR - Compliance

HR compliance protects your agency from liability, insurance coverage gaps, and legal exposure. Key requirements:

Credential Verification: - All active workers must have valid licenses, certifications, and credentials BEFORE assignment - Track expiration dates for nursing licenses, allied health certifications, background checks - Maintain 90/60/30-day renewal reminder system - Never assign workers with expired credentials (creates liability exposure)

Documentation Standards: - I-9 forms completed within 3 days of hire - W-4 and state tax withholding forms on file - Signed acknowledgment of policies and procedures - Emergency contact information current - Violation documentation with dates, details, witness statements

Record Retention: - Active worker files: maintain indefinitely while employed - Terminated worker files: retain 7 years minimum (longer for some states) - Violation records: attached to worker profile permanently - Never delete terminated workers — archive with “Terminated” status

State-Specific Requirements: - Healthcare staffing: verify licenses through Nursys (nursing) or state boards - Some states require additional certifications (CA, NY, MA have specific rules) - Background check requirements vary by state and industry vertical

Audit Readiness: - 100% of active workers have complete, valid credentials - Documentation trail for all terminations, violations, and disciplinary actions - Unemployment claim defense documentation (progressive discipline records)