Policy, records, contracts and statutory compliance
HR Audit Checklist
Work through each item and mark it Yes, No or Partial. Anything not marked Yes needs an owner and a date. Statutory references are to the Employment Act and its amendments; confirm the current position against the Act and the official gazette notice before acting on a finding.
1. Contracts and engagement
| Item | Yes / No / Partial | Evidence seen | Owner | Due |
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| Every employee has a signed written contract on file |
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| Contracts state job title, duties, pay, hours, leave and notice |
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| Casual and temporary workers are registered with start dates and roles |
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| No casual engagement has run continuously beyond the statutory cap |
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| Domestic staff, where employed, have written contracts and leave terms |
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| Consultancy agreements reflect the substance of the relationship |
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| Contracts for work abroad include a repatriation clause |
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2. Probation and confirmation
| Item | Yes / No / Partial | Evidence seen | Owner | Due |
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| Probation periods are stated in writing and within the statutory limit |
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| Every probation end date is diarised with a named decision maker |
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| Confirmation or extension is issued in writing before the period lapses |
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| Probation reviews are documented against defined performance criteria |
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3. Pay, deductions and statutory returns
| Item | Yes / No / Partial | Evidence seen | Owner | Due |
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| Payroll reconciles to contracts and to the approved salary scale |
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| PAYE is registered and remitted for all employees above the threshold |
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| NSSF contributions are registered and remitted, employer and employee |
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| Any gazetted sector minimum wage is met or exceeded |
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| Overtime is recorded and paid at the statutory rate |
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| Payslips are issued and retained |
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4. Policy and procedure
| Item | Yes / No / Partial | Evidence seen | Owner | Due |
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| An HR manual exists, is current and is accessible to supervisors |
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| Disciplinary and grievance procedures are documented and followed |
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| A sexual harassment prevention policy and reporting route are in place |
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| Leave entitlements and approval routes are documented |
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| Occupational safety and health duties are assigned and monitored |
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| Childcare and breastfeeding facilities are provided where required |
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5. Records and data
| Item | Yes / No / Partial | Evidence seen | Owner | Due |
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| A personnel file exists for every employee, current and complete |
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| Attendance and working hours are recorded |
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| Employee data is held securely with controlled access |
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| Leavers are processed with final dues, certificate and file closure |
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6. Structure and performance
| Item | Yes / No / Partial | Evidence seen | Owner | Due |
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| An approved organisation structure exists and matches actual reporting |
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| Every post has a current job description |
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| Appraisals are conducted on schedule and documented |
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| Training needs are identified from appraisal outcomes |
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