Key considerations for HR compliance

Hiring in New Zealand requires a thorough understanding of HR compliance, employment law and best practices. This guide breaks down the process into seven key stages, ensuring you attract, hire, and retain top talent while remaining confident in your HR compliance. For detailed support, download our comprehensive checklist.

Recruitment tasks and HR compliance

Attracting the right candidates starts with a well-crafted job listing – but that’s not all. You’ll find a detailed list of actions to take in our checklist, but here’s just a snapshot of HR compliance considerations.

Key considerations during the recruitment stage

• Clearly outline roles, responsibilities, contract types, and candidate requirements.
• Ensure compliance with the Human Rights Act 1993, avoiding discrimination based on age, race, sex, sexual orientation, or religious beliefs.
• Adhere to New Zealand’s minimum wage requirements.
• Respect the Privacy Act 2020 by collecting only relevant personal information and communicating its usage.
• Clearly state criminal conviction disclosure requirements, referencing the Criminal Records (Clean Slate) Act 2004.
• Detail visa requirements and verify candidates’ right to work in NZ.

HR compliance during the interview processes

The interview stage is crucial for assessing candidate suitability, but getting it right while managing HR compliance takes more than just a phone call. Here’s a few useful tips and HR compliance considerations for the next time you’re preparing for an interview.

Key considerations for interviews

• Provide clear interview details and panel information.
• Create a positive candidate experience with transparent process information.
• Offer reasonable accommodations for in-person interviews.
• Ensure reliable technology for remote interviews.
• Ask only relevant, non-discriminatory questions, adhering to the Human Rights Act 1993.
• Maintain interview records for transparency.
• Comply with the Privacy Act 2020.

• Clearly communicate the interview structure.
• Prepare relevant questions.
• Ensure a comfortable and respectful environment.

HR compliance during reference and background checks

It may seem like a simple task, but there are some important factors to note before you jump into background checks. Take a look at them below, and find a detailed summary of HR compliance tasks in our checklist.

Key considerations for background checks

• Obtain consent before conducting reference checks.
• Verify the candidate’s right to work in New Zealand.
• Get written approval for criminal record checks from the NZ Police or Ministry of Justice.
• Follow Criminal Records (Clean Slate) Act 2004 guidelines.

HR compliance during the hiring stage

Key considerations

• Make a verbal offer pending checks.
• Create a comprehensive written offer and employment agreement.
• Ensure compliance with the Employment Relations Act 2000.
• Address leave entitlements, breaks, pay frequency, KiwiSaver, confidentiality, and conflict resolution.
• Allow sufficient review time before signing.
• Comply with Human Rights Act 1993 regarding pre-employment health.

Streamline payroll setup

Key considerations

• Meet minimum wage requirements.
• Collect IR330, KiwiSaver KS2, and IR346K forms.
• Process KiwiSaver contributions correctly.
• Submit regular payday filing to the IRD.
• Maintain accurate records for six years, adhering to the Holidays Act 2003 and Employment Relations Act 2000.

HR compliance during onboarding and induction

Create a positive first impression and feel confident about your HR compliance with a structured onboarding process.

Key considerations

• Provide the signed employment agreement and job description.
• Share and explain workplace policies.
• Organise technology and equipment.
• Provide a workplace tour and introductions.
• Train your new starter on health and safety protocols.
• Assign a primary point of contact.

Ongoing HR compliance tasks

Key Considerations

• Conduct regular 1:1s and performance reviews.
• Clarify expectations and KPIs.
• Provide wellbeing support (e.g., EAP).
• Identify career development opportunities.
• Maintain payroll and records.
• Provide adequate rest and meal breaks.
• Stay updated on the Employment Relations Act 2000 and Holidays Act 2003.
• Maintain health and safety practices.
• Manage employee benefits.

Gain HR compliance confidence with Employment Hero’s Employment Operating System

One of the biggest complaints we hear from business owners managing employment in NZ is having to use several tools for each HR task. That’s why we built the world’s first Employment Operating System – everything you need as an employer in one place.

From hiring with our AI-powered recruitment feature, SmartMatch, to automated onboarding, intelligent payroll, rostering and leave management, our platform does it all. No more paper-based pay slips or whiteboard rosters – just seamless employment management and HR compliance in one central location.

If you’re ready to transform the way you manage employment, get in touch with one of our business specialists today.