> ## Documentation Index > Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt > Use this file to discover all available pages before exploring further. # HR Workforce Compliance Tracking > Version: 1.0.1 Last Updated: 2026-03-25 Status: Active Module: HR (Human Resources) **Version:** 1.0.1 **Last Updated:** 2026-03-25 **Status:** Active **Module:** HR (Human Resources) > **Cross-References:** > > * [FCRA\_TCPA\_COMPLIANCE\_TRACKING.md](FCRA_TCPA_COMPLIANCE_TRACKING.md) — Background check and SMS consent gates > * [REGULATORY\_COMPLIANCE\_TRACKER.md](REGULATORY_COMPLIANCE_TRACKER.md) — Master compliance tracker > * [AGENTS.md](../../AGENTS.md) § Authoritative External References — HR and Workforce Compliance *** ## Overview This document tracks the full scope of workforce compliance obligations for behavioral health employers operating in Arizona. It extends beyond the FCRA/TCPA tracking (which covers background checks and SMS) to address wage & hour, leave, benefits, employment eligibility, workplace safety, anti-discrimination, credentialing, and Arizona-specific labor law. *** ## 1. Wage & Hour Compliance (FLSA / Arizona) ### 1.1 Fair Labor Standards Act (FLSA) | # | Requirement | Responsible Spec | Status | Notes | | ----- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------- | ---------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | WH-01 | **Minimum wage** — Pay at least federal ($7.25/hr) or Arizona ($15.15/hr effective January 1, 2026, per ARS 23-363(B)), whichever is higher. **Note:** Local ordinances (e.g., Tucson, Flagstaff) may set higher minimums — verify local rates when expanding to new sites. | HR-07, HR-PAY-01 | 🟡 Partial | Arizona minimum wage is higher; system must track state rate annually. Local ordinance checks deferred to multi-site expansion. | | WH-02 | **Overtime** — Pay 1.5× regular rate for hours > 40/week for non-exempt employees | HR-07, HR-05, **HR-29** | 🟡 Partial | Time tracking (HR-05) feeds payroll (HR-07); **HR-29** provides authoritative exempt/non-exempt classification that determines overtime eligibility | | WH-03 | **Employee classification** — Correctly classify exempt vs non-exempt per FLSA duties test | **HR-29** | 📋 Specification | **HR-29** provides structured duties test documentation per 29 CFR 541, salary threshold tracking, annual audit workflow, reclassification workflow, and DOL audit reports. Replaces manual classification tracking. | | WH-04 | **Recordkeeping** — Maintain records of hours worked, wages paid, and deductions for 3 years | HR-05, HR-07 | 🟡 Partial | Time/payroll data retained; ensure 3-year minimum retention policy | | WH-05 | **Youth employment** — Comply with child labor provisions (hours, hazardous work restrictions) | N/A | 📋 Low risk | Behavioral health employers typically hire adults; document policy | ### 1.2 Arizona Wage Payment Act (ARS 23-350 through 23-365) | # | Requirement | Responsible Spec | Status | Notes | | ------ | --------------------------------------------------------------------------------------------------------------------- | ---------------- | ------------- | ----------------------------------------------------------------------------------------- | | AZ-W01 | **Pay frequency** — Designate ≥2 fixed paydays/month, ≤16 days apart | HR-07, HR-PAY-01 | 🟡 Partial | Payroll schedule configuration | | AZ-W02 | **Final paycheck** — Pay within 7 working days of termination (3 working days if employee quits with 72 hours notice) | HR-07 | ⏳ Not Started | Implement termination paycheck workflow; track deadlines | | AZ-W03 | **Cash payment compliance** — Employers paying cash must withhold taxes and comply with workers comp (ARS 23-361.01) | HR-07 | 📋 N/A | Encore Health OS processes payroll electronically; document exception | | AZ-W04 | **Earned Paid Sick Time** — Accrue 1 hour per 30 hours worked (ARS 23-371 et seq.) | HR-06 | ⏳ Not Started | Track accrual in leave management; minimum 40 hours/year for employers with ≥15 employees | *** ## 2. Leave and Benefits Compliance ### 2.1 FMLA (Family and Medical Leave Act) | # | Requirement | Responsible Spec | Status | Notes | | ----- | ----------------------------------------------------------------------------------------------------------------------------------- | ---------------- | ------------- | ------------------------------------------------------------------------------------------------------------------- | | LV-01 | **Eligibility tracking** — Identify employees who have worked 12 months and 1,250 hours | HR-06 | ⏳ Not Started | Auto-calculate from time records; flag eligibility. Owner: HR Director. Interim: track manually until HR-06 Phase 2 | | LV-02 | **12-week unpaid leave** — Provide up to 12 weeks for qualifying events (serious health condition, birth/adoption, military family) | HR-06 | ⏳ Not Started | Leave request and approval workflow. Owner: HR Director | | LV-03 | **Job protection** — Restore employee to same or equivalent position | HR-06 | ⏳ Not Started | Track protected status in leave records. Owner: HR Director | | LV-04 | **Benefits continuation** — Maintain group health coverage during FMLA leave | HR-11 | ⏳ Not Started | Flag FMLA status to prevent benefits termination. Owner: Benefits Administrator | | LV-05 | **Posting and notice** — Display FMLA poster; provide eligibility/rights notice within 5 business days of request | HR-06 | ⏳ Not Started | Generate notices from system. Owner: HR Director | ### 2.2 ERISA and Employee Benefits | # | Requirement | Responsible Spec | Status | Notes | | ----- | ---------------------------------------------------------------------------------------------------------------------------- | ---------------- | ------------- | ---------------------------------------------------------------------------------- | | BN-01 | **Summary Plan Description (SPD)** — Provide SPD to participants within 90 days of enrollment | HR-11 | ⏳ Not Started | Document management for plan documents | | BN-02 | **Annual reporting (Form 5500)** — File Form 5500 with DOL for plans with 100+ participants | HR-11 | 📋 External | Filed by benefits administrator/TPA; system provides headcount data | | BN-03 | **Fiduciary duties** — Plan administrators must act in participants' best interest | HR-11 | 📋 Policy | Organizational policy; system supports audit trail | | BN-04 | **COBRA continuation** — Offer continuation coverage for 18-36 months after qualifying events (employers with 20+ employees) | HR-11 | ⏳ Not Started | Track qualifying events; generate election notices; enforce 60-day election window | | BN-05 | **ACA employer mandate** — Offer minimum essential coverage to full-time employees (50+ FTE) or face penalties | HR-11 | ⏳ Not Started | Track FTE count; benefits eligibility; generate 1095-C data | *** ## 3. Employment Eligibility and Anti-Discrimination ### 3.1 I-9 and E-Verify | # | Requirement | Responsible Spec | Status | Notes | | ----- | ---------------------------------------------------------------------------------------------------------- | ---------------- | ------------- | ---------------------------------------------------------------------------------------------------------- | | EE-01 | **Form I-9** — Complete Section 1 by first day; Section 2 within 3 business days of hire | HR-01, HR-03 | 🟡 Partial | HR-03 EN-3 implements I-9/W-4 forms in onboarding; E-Verify integration still ⏳. Owner: Compliance Officer | | EE-02 | **E-Verify** — Arizona mandates E-Verify for all employers (ARS 23-214) | HR-01 | ⏳ Not Started | Integration or manual verification; record case number. Owner: Compliance Officer | | EE-03 | **Document retention** — Retain I-9 for 3 years after hire or 1 year after termination, whichever is later | HR-01 | ⏳ Not Started | Automated retention calculation and alerts. Owner: HR Director | | EE-04 | **Re-verification** — Re-verify employment authorization before document expiration | HR-01 | ⏳ Not Started | Alert on upcoming document expirations. Owner: HR Director | ### 3.2 EEOC / Anti-Discrimination (Title VII, ADA Title I, GINA, PWFA) | # | Requirement | Responsible Spec | Status | Notes | | ----- | ------------------------------------------------------------------------------------------------------------------ | ---------------- | ----------- | ------------------------------------------------------------------ | | AD-01 | **Title VII** — No discrimination based on race, color, religion, sex, national origin (employers with 15+) | HR-01, HR-09 | 📋 Policy | Organizational policy; system enforces consistent hiring workflows | | AD-02 | **ADA Title I** — Reasonable accommodation; no discrimination based on disability | HR-01 | 📋 Policy | Track accommodation requests; interactive process documentation | | AD-03 | **GINA** — No use of genetic information in employment decisions; maintain confidentiality | HR-01 | 📋 Policy | System must not store or surface genetic information | | AD-04 | **PWFA** — Reasonable accommodations for pregnancy-related conditions | HR-01, HR-06 | 📋 Policy | Extends ADA-type accommodations to pregnancy; track requests | | AD-05 | **EEO-1 reporting** — Annual filing for employers with 100+ employees (or 50+ with federal contracts) | HR-01 | 📋 External | Provide demographic data export for EEO-1 filing | | AD-06 | **Arizona Civil Rights Act (ARS 41-1463)** — State-level anti-discrimination; Arizona Attorney General enforcement | HR-01 | 📋 Policy | Posting requirement; aligned with federal protections | ### 3.3 HIPAA Privacy Rule — workforce safeguards | # | Requirement | Responsible Spec | Status | Notes | | ----- | ------------------------------------------------------------------------------------------------------------------------------------------- | ---------------- | ------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | HP-01 | **Policies and procedures; workforce training** — Document that workforce is trained on privacy policies and procedures (45 CFR 164.530(b)) | **HR-31**, HR-03 | ⏳ Not Started | **HR-31** provides electronic acknowledgment, version history, and exportable evidence; **HR-03** may include policy packet steps. Interim: paper sign-off sheets. | *** ## 4. Workplace Safety (OSHA / ADOSH) | # | Requirement | Responsible Spec | Status | Notes | | ----- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------- | -------------- | ------------------------------------------------------------------------------------------------- | | OS-01 | **General Duty Clause** — Maintain workplace free from recognized hazards | N/A | 📋 Operational | No system spec; operational safety programs | | OS-02 | **Workplace violence prevention** — Healthcare-specific: risk assessments, training, incident reporting | HR-01 (incident tracking) | ⏳ Not Started | Behavioral health has elevated risk (44.4 per 10,000); implement incident tracking | | OS-03 | **OSHA 300 Log** — Record and post workplace injuries/illnesses annually | HR-01 | ⏳ Not Started | Track incidents; generate OSHA 300/300A forms | | OS-04 | **ADOSH (Arizona Division of Occupational Safety)** — State OSHA plan; additional state-specific inspections | N/A | 📋 Operational | Comply with ADOSH standards; no additional system requirements beyond OSHA | | OS-05 | **Bloodborne pathogens** — Exposure control plan for healthcare workers (29 CFR 1910.1030) | N/A | 📋 Operational | Clinical and residential staff exposure; operational policy | | OS-06 | **Hazard communication / safety policy acknowledgment** — Evidence employees received required safety-related policies (29 CFR 1910.1030 training elements; General Duty communication) | **HR-31** | ⏳ Not Started | Complements operational OSHA programs; **HR-31** stores acknowledgment records and audit exports. | *** ## 5. Credentialing and Licensing | # | Requirement | Responsible Spec | Status | Notes | | ----- | --------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | CR-01 | **State licensure verification** — Verify behavioral health professional licenses (AZBBHE, nursing boards) | HR-02 | 🟡 Partial | Credentialing module tracks license status; manual verification | | CR-02 | **NPI tracking** — Maintain National Provider Identifier for rendering providers | HR-02 | 🟡 Partial | NPI stored in employee/provider record | | CR-03 | **Payer credentialing** — Maintain provider enrollment with AHCCCS, commercial payers | HR-02 | ⏳ Not Started | Track payer enrollment status and renewal dates | | CR-04 | **License renewal alerts** — Notify before license/certification expiration | HR-02 | 🟡 Partial | Expiration tracking with configurable alerts | | CR-05 | **Continuing education** — Track CE hours required for license renewal | GR-02-EN-04 (canonical requirement library, jurisdiction-scoped via PF-96); HR-02 (consumer for renewal eligibility); HR-27 (overlay UI for deficit alerts) | 📋 Specification | Reframed by ADR-014: requirement library moved from HR-27/HR-02 into `gr_ce_requirements` + `gr_ce_requirement_overrides` + `gr_ce_progress_v` under the AZ jurisdiction profile. CE hour logging via `gr_ceu_credits` (GR-02 parent); auto-check against jurisdiction-resolved requirements. | | CR-06 | **Fingerprint clearance card** — Arizona DPS fingerprint clearance required for behavioral health (ARS 36-425.03, ARS 41-1758.07) | HR-02 | ⏳ Not Started | Track clearance card status and renewal (6-year cycle) | *** ## 6. Workers' Compensation (Arizona) | # | Requirement | Responsible Spec | Status | Notes | | ----- | ------------------------------------------------------------------------------------------------ | ---------------- | ------------- | ---------------------------------------------------- | | WC-01 | **Coverage requirement** — All Arizona employers must carry workers' comp insurance (ARS 23-961) | HR-11 | 📋 External | Insurance carrier manages; system tracks claims data | | WC-02 | **Injury reporting** — Report workplace injuries to insurer within prescribed timeframes | HR-01 | ⏳ Not Started | Incident reporting workflow; track claim status | | WC-03 | **Return to work** — Facilitate modified duty/return-to-work programs | HR-01, HR-06 | ⏳ Not Started | Track work restrictions and accommodations | | WC-04 | **Premium classification** — Correct industry classification codes for premium calculation | HR-11 | 📋 External | Provided to insurance carrier; payroll data feeds | *** ## 7. Authoritative External References | Source | URL | Used By | | --------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ----------------- | | DOL: Fair Labor Standards Act (FLSA) | [https://www.dol.gov/agencies/whd/flsa](https://www.dol.gov/agencies/whd/flsa) | HR-05, HR-07 | | DOL: Family and Medical Leave Act (FMLA) | [https://www.dol.gov/agencies/whd/fmla](https://www.dol.gov/agencies/whd/fmla) | HR-06 | | DOL: ERISA | [https://www.dol.gov/agencies/ebsa/laws-and-regulations/laws/erisa](https://www.dol.gov/agencies/ebsa/laws-and-regulations/laws/erisa) | HR-11 | | DOL: COBRA Employer Guide | [https://www.dol.gov/agencies/ebsa/about-ebsa/our-activities/resource-center/publications/an-employers-guide-to-group-health-continuation-coverage-under-cobra](https://www.dol.gov/agencies/ebsa/about-ebsa/our-activities/resource-center/publications/an-employers-guide-to-group-health-continuation-coverage-under-cobra) | HR-11 | | IRS: ACA Employer Shared Responsibility | [https://www.irs.gov/affordable-care-act/employers/employer-shared-responsibility-provisions](https://www.irs.gov/affordable-care-act/employers/employer-shared-responsibility-provisions) | HR-11 | | USCIS: Form I-9 | [https://www.uscis.gov/i-9](https://www.uscis.gov/i-9) | HR-01 | | USCIS: E-Verify | [https://www.e-verify.gov/](https://www.e-verify.gov/) | HR-01 | | OSHA: Healthcare Workplace Violence | [https://www.osha.gov/healthcare/workplace-violence](https://www.osha.gov/healthcare/workplace-violence) | HR-01 | | OSHA: Bloodborne Pathogens (29 CFR 1910.1030) | [https://www.osha.gov/bloodborne-pathogens](https://www.osha.gov/bloodborne-pathogens) | N/A (operational) | | ADOSH (Arizona OSHA) | [https://www.ica.state.az.us/adosh](https://www.ica.state.az.us/adosh) | N/A (operational) | | EEOC: Laws Enforced | [https://www.eeoc.gov/statutes/laws-enforced-eeoc](https://www.eeoc.gov/statutes/laws-enforced-eeoc) | HR-01 | | Arizona ICA: Workers' Compensation | [https://www.ica.state.az.us/claims](https://www.ica.state.az.us/claims) | HR-11 | | Arizona Revised Statutes Title 23 (Labor) | [https://www.azleg.gov/arsDetail/?title=23](https://www.azleg.gov/arsDetail/?title=23) | HR-05, HR-07 | | Arizona Earned Paid Sick Time (Prop 206) | [https://www.azica.gov/labor-minimum-wage-main-page](https://www.azica.gov/labor-minimum-wage-main-page) | HR-06 | | Arizona BBHE (Board of Behavioral Health Examiners) | [https://www.azbbhe.us/](https://www.azbbhe.us/) | HR-02 | | Arizona DPS Fingerprint Clearance | [https://www.azdps.gov/services/public/fingerprint](https://www.azdps.gov/services/public/fingerprint) | HR-02 | | FTC: Using Consumer Reports (Employers) | [https://www.ftc.gov/business-guidance/resources/using-consumer-reports-what-employers-need-know](https://www.ftc.gov/business-guidance/resources/using-consumer-reports-what-employers-need-know) | HR-09 | | CFPB: FCRA Summary of Rights | [https://www.consumerfinance.gov/rules-policy/regulations/1022/K](https://www.consumerfinance.gov/rules-policy/regulations/1022/K) | HR-09 | | FCC: TCPA Rules | [https://www.fcc.gov/document/rules-and-regulations-implementing-telephone-consumer-protection-act-22](https://www.fcc.gov/document/rules-and-regulations-implementing-telephone-consumer-protection-act-22) | HR-09-P5 | *** ## 8. Periodic Review Schedule | Review | Frequency | Next Due | Owner | | ----------------------------------- | ------------------------- | ------------ | ------------------------- | | FLSA classification audit | Annually | `YYYY-MM-DD` | HR Director | | Arizona minimum wage rate update | Annually (Jan 1) | 2027-01-01 | Payroll Manager | | I-9 / E-Verify audit | Annually | `YYYY-MM-DD` | Compliance Officer | | FMLA eligibility review | Quarterly | `YYYY-MM-DD` | HR Director | | License/credential expiration check | Monthly | `YYYY-MM-DD` | Credentialing Coordinator | | OSHA 300 Log posting | Annually (Feb 1 – Apr 30) | 2027-02-01 | Safety Officer | | Workers' comp classification review | Annually | `YYYY-MM-DD` | HR Director | | FCRA/TCPA compliance audit | Quarterly | `YYYY-MM-DD` | Compliance Officer | *** ## Version History ### 1.0.1 (2026-03-25) * Added HIPAA Privacy Rule workforce training documentation (HP-01) mapped to HR-31 / HR-03 * Added OSHA safety policy acknowledgment evidence (OS-06) mapped to HR-31 ### 1.0.0 (2026-02-27) * Initial comprehensive HR workforce compliance document * Covers FLSA, Arizona wage law, FMLA, ERISA, COBRA, ACA, I-9/E-Verify, EEOC/Title VII/ADA/GINA/PWFA, OSHA/ADOSH, credentialing, workers' comp * Cross-references FCRA\_TCPA\_COMPLIANCE\_TRACKING.md for background check and SMS details * 40+ compliance requirements tracked across 6 categories *** **Last Updated:** 2026-03-25 **Next Review:** 2026-05-27