Payroll Processor Selection, 19 Process Development, Document Control, and Job Descriptions
Build a Compliant and Efficient HR Backbone
Compliance isn’t optional—it’s essential. For businesses of all sizes, staying compliant with federal, state, and local employment laws requires more than just good intentions. It requires structure, documentation, and systems that keep you audit-ready and legally protected.
At HR MOM LLC, we help business owners and nonprofit leaders develop HR compliance systems that minimize risk, streamline operations, and create clarity for every team member. From selecting your payroll processor to organizing your HR documents and writing accurate job descriptions, we handle the HR operations work that protects your organization and empowers your team.
Why HR Compliance Is Non-Negotiable
HR compliance is about more than following the law—it’s about setting up your organization for long-term success. Non-compliance can lead to:
- Fines, penalties, and lawsuits from state and federal labor agencies
- Employee mistrust or low morale due to unclear roles and processes
- Inefficient operations that waste time and resources
- Difficulty scaling due to a lack of structure and documentation
If you’re growing your team or preparing for a grant, investment, or partnership, having your HR compliance in order gives you a powerful advantage.
Our HR Compliance Services Include:
1. Payroll Processor Selection and Implementation
Your payroll system is at the heart of HR compliance. It affects how you manage taxes, benefits, time off, recordkeeping, and employee classification. Choosing the wrong platform—or using it incorrectly—can result in costly errors.
We help you:
- Evaluate and compare payroll platforms (e.g., Gusto, ADP, Paychex, QuickBooks Payroll)
- Select a system based on your business size, growth plans, and budget
- Configure payroll settings to ensure proper deductions and reporting
- Establish workflows for payroll approval, direct deposit, and year-end filings
- Train your internal team to manage payroll effectively
- Set up integrations with accounting, HRIS, or time tracking software
We ensure your payroll system is compliant, efficient, and tailored to your operational needs.
2. “19 Process” Development for New Hires (I-9 Compliance)
The I-9 form is required for every U.S. employee to verify their identity and authorization to work. Improper handling of the I-9 process is one of the most common HR compliance issues for small businesses—and one of the easiest to avoid.
We help you build a fully compliant I-9 process by:
- Creating a standardized onboarding checklist that includes I-9 verification
- Training staff on how to complete and review Section 1 and Section 2
- Ensuring you meet the required timelines (I-9s must be completed within 3 business days of hire)
- Guiding you on how to verify documents properly and spot fraudulent forms
- Implementing secure document storage practices (either digital or paper-based)
- Helping you prepare for random audits or E-Verify participation (if applicable)
With our support, you’ll avoid common I-9 pitfalls and be ready if you’re ever audited by ICE or the Department of Homeland Security.
3. Document Control and HR Recordkeeping
HR generates a wide range of sensitive documents—applications, offer letters, tax forms, disciplinary records, performance reviews, medical leave paperwork, and more. Without a structured document control system, things can get disorganized quickly.
We help you create a compliant HR document control system by:
- Categorizing what records you need to keep and for how long (based on legal requirements)
- Organizing digital and/or physical filing systems by document type, employee, and retention schedule
- Developing document access controls to protect confidentiality
- Creating secure digital storage solutions using platforms like Google Workspace, Microsoft SharePoint, or HR software
- Designing templates for frequently used documents (e.g., new hire packets, disciplinary forms)
- Providing audit checklists to ensure ongoing compliance
Proper document control isn’t just about filing—it’s about reducing risk, supporting decision-making, and proving compliance when needed.
4. Job Description Creation and Standardization
Clear, accurate job descriptions are a foundational HR tool. They define the role, outline responsibilities, and form the basis for hiring, performance management, compensation, and legal protection.
Our job description services include:
- Interviewing managers and employees to gather real-world job data
- Creating ADA-compliant job descriptions that include essential duties, required skills, and working conditions
- Incorporating employment classification (exempt vs. non-exempt) and pay grade alignment
- Linking job duties to performance metrics and evaluation systems
- Providing templates you can use as your organization grows
- Aligning job descriptions with organizational charts, reporting lines, and career progression
Whether you’re hiring for the first time or restructuring your team, we make sure every job is clearly defined and legally sound.
Our Process
Here’s how we work with clients to build a strong HR compliance framework:
- Discovery Session We begin by assessing your current HR processes, technology, and compliance risks.
- Compliance Audit We review your existing payroll setup, I-9 process, document storage, and job descriptions to identify gaps and risks.
- Custom Plan Development Based on your needs, we develop or overhaul systems and documents to ensure full compliance.
- Implementation We configure systems, draft documents, and train your team on the new workflows.
- Ongoing Support (Optional) As regulations or operations change, we offer continuous support to keep you up to date.
Who This Service Is For
Our HR compliance services are designed for:
- Small business owners who are hiring employees and want to do things right from the start
- Nonprofits preparing for grant audits or funder reviews
- Companies switching from contractors to employees
- Organizations without a formal HR department
- Entrepreneurs who want to reduce risk and save time
Whether you’re setting up payroll for the first time or trying to clean up a messy filing cabinet, we offer practical, scalable solutions.
Frequently Asked Questions
Q: Can I handle compliance myself using online software? A: Some software helps, but it doesn’t replace strategy or legal insight. We provide expert-level setup, custom documents, and training to ensure you use the tools correctly and legally.
Q: What happens if I’m audited? A: Our systems prepare you to handle audits with confidence. We also offer audit readiness services to review your records and correct any gaps before regulators come calling.
Q: How much time does it take to implement these services? A: That depends on your size and current setup. Most clients complete the process in 2–6 weeks, with significant improvements seen within the first few sessions.
Q: What if I already use a payroll service? A: We review your current provider and settings. If it’s working well, we’ll enhance what you already have. If not, we’ll recommend better options.
Q: Do you provide the job description templates or write them from scratch? A: We do both. We start with strategic interviews and industry benchmarking, then create job descriptions tailored to your organization’s real needs.
Avoid the Risks. Protect Your Business. Streamline Your HR.
You didn’t start your business to learn labor law—but we did. Let us take the guesswork out of HR compliance so you can focus on growth, innovation, and your team.
Let’s Get Your Compliance in Order
