Compliance Calendar

SAFETY COMPLIANCE CHECKLIST

Establishment:

[Company Name], [Work Location]

Review Date:

[DD/MM/YYYY]

Reviewed by:

[EHS / Admin Head]

Licences and Approvals

Statutory Tests and Certificates

• Lifts and hoists tested by competent person – due [DD/MM/YYYY]
• Lifting machines, chains, slings tested – due [DD/MM/YYYY]
• Pressure vessels and air receivers tested – due [DD/MM/YYYY]
• Boiler certificate (if any) – due [DD/MM/YYYY]
• Electrical installation inspection – due [DD/MM/YYYY]
• Fire extinguishers and hydrant system serviced – due [DD/MM/YYYY]
• Work environment monitoring (noise, dust, lux) – due [DD/MM/YYYY]

Organisation and Policy

HR COMPLIANCE CHECKLIST

Company:

[Company Name]

Headcount (Employees / Contract):

[Number] / [Number]

States of Operation:

[State Names]

Reviewed by:

[HR Name]

Date:

[DD/MM/YYYY]

1. Registrations (Founder / HR)

• Shops & Establishments registration for each office
• PF registration (when applicable) and establishment code
• ESI registration (when applicable)
• Professional tax registration in applicable states
• Labour welfare fund registration where applicable
• TAN for TDS on salaries

2. Hiring and Onboarding (HR)

• Standard offer letter and appointment letter with CTC break-up
• Background / reference verification process
• Joining forms: personal details, nominations, bank, PAN, masked Aadhaar
• UAN generation or linking for PF members
• ESI registration of eligible employees
• Confidentiality / IP agreement where relevant
• Personnel file created for each employee

3. Payroll and Statutory Deductions (Payroll)

LABOUR LAW COMPLIANCE CHECKLIST

Establishment:

[Company Name], [Work Location]

State:

[State Name]

Headcount (Employees / Contract):

[Number] / [Number]

Review Date:

[DD/MM/YYYY]

Reviewed by:

[HR Name] / [Legal Adviser]

A. Code on Wages, 2019

B. Code on Social Security, 2020

C. Industrial Relations Code, 2020

ANNUAL HR COMPLIANCE REPORT

Company:

[Company Name]

Period:

[DD/MM/YYYY] to [DD/MM/YYYY]

Prepared by:

[HR Name], [Designation]

Submitted to:

[Board of Directors / Management Committee]

Date:

[Date]

1. Executive Summary

During the period, [Company Name] operated [Number] establishments across [Number] states with [Number] employees and [Number] contract workers. Overall HR compliance status is [Green / Amber / Red]. Key highlights: [highlight 1], [highlight 2]. Key concerns: [concern 1], [concern 2].

2. Statutory Payments and Filings

3. POSH Summary

POLICY ON PREVENTION OF SEXUAL HARASSMENT (POSH)

Policy No.:

[Reference Number]

Version:

[Version Number]

Effective Date:

[Date]

Policy Owner:

Human Resources / Internal Committee

1. Purpose

[Company Name] is committed to a workplace free of sexual harassment. This policy is framed under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and its Rules, to prevent sexual harassment and provide a fair redressal mechanism.

2. Scope

It applies to all employees, interns, trainees, consultants, contract staff and visitors at all locations of the company, including [Work Location]. 'Workplace' includes offices, sites, company transport, places visited during work, and work-related online spaces. As company policy, [the protections are extended to employees of all genders].

3. Definitions

ORDER CONSTITUTING THE INTERNAL COMMITTEE

Ref. No.:

[Reference Number]

Date:

[Date]

Effective From:

[DD/MM/YYYY]

Applicable To:

[Work Location / All Locations]

[Company Name]
[Company Address]

Subject: Constitution of the Internal Committee under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013

In accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and the rules framed under it, the management of [Company Name] hereby constitutes the Internal Committee (IC) for [Work Location / All Locations] with effect from [DD/MM/YYYY]. The committee shall receive and inquire into complaints of sexual harassment at the workplace and recommend action in a fair, timely and confidential manner.

Tenure

APPOINTMENT AS PRESIDING OFFICER – INTERNAL COMMITTEE

Ref. No.:

[Reference Number]

Date:

[Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Appointment as Presiding Officer of the Internal Committee

Dear [Employee Name],

We are pleased to inform you that the management of [Company Name] has appointed you as the Presiding Officer of the Internal Committee constituted under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, vide order no. [Reference Number] dated [Date]. This appointment recognises your seniority, integrity and the trust that colleagues place in you.

Your Responsibilities

1. Chair meetings of the Internal Committee and ensure the required quorum is present.
2. Receive complaints, guide complainants on the process and record them properly.
3. Lead inquiries in line with principles of natural justice, giving both parties a fair hearing.
4. Consider requests for conciliation where the complainant asks for it, without monetary settlement.
5. Ensure the inquiry is completed within [Number] days or the period prescribed under current rules.
6. Sign and submit the inquiry report and recommendations to the employer.
7. Contribute to the annual report and awareness programmes.

APPOINTMENT AS MEMBER – INTERNAL COMMITTEE

Ref. No.:

[Reference Number]

Date:

[Date]

Member Category:

[Employee Member / External Member]

To,
[Member Name]
[Designation / Organisation Name]
[Address]

Subject: Nomination as Member of the Internal Committee

Dear [Member Name],

With reference to the order constituting the Internal Committee of [Company Name] (Ref. [Reference Number], dated [Date]), we are pleased to nominate you as a member of the committee for [Work Location / All Locations] under the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013.

For employee members: You have been nominated in view of your commitment to the cause of women, and your experience in [social work / legal knowledge / employee relations]. Committee work will be treated as part of your official duties.

For the external member: You have been nominated in view of your association with [NGO / Organisation Name] and your familiarity with issues relating to sexual harassment. You will be paid an honorarium of ₹[Amount] per sitting along with reimbursement of travel expenses of up to ₹[Amount], payable within [Number] days of each sitting.

Terms of Membership