Employee Wellness Program Compliance Checklist (HR)
Ensure your employee wellness initiatives are legally sound and impactful. Our Employee Wellness Program Compliance Checklist (HR) guides you through legal requirements, data privacy, and program effectiveness-supporting a healthier, happier, and compliant workforce.
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Program Design & Eligibility
Ensuring the program aligns with legal guidelines and targets eligible employees.
Program Eligibility Criteria
Minimum Employee Participation Rate (%),
Program Start Date
Incentive Types Offered
Detailed Explanation of Eligibility Requirements
Method for Determining Eligibility
Privacy & Data Security
Protecting employee health information and adhering to HIPAA and other privacy regulations.
HIPAA Compliance Assessment
Data Encryption Methods Used
Employee Consent Form Obtained?
Last Privacy Policy Review Date
Number of Data Breaches Reported (Past Year)
Description of Data Access Controls
Third-Party Vendor Security Agreements in Place?
Compliance with ADA & FMLA
Addressing potential accommodations and leave considerations related to program participation.
Does the wellness program offer accommodations for individuals with disabilities?
Describe the process for requesting and approving reasonable accommodations for program participation.
Are employees informed about their right to FMLA leave related to wellness program participation?
Outline how FMLA leave requests related to wellness program participation are handled.
Number of FMLA requests related to wellness program participation in the last year.
Date of last review of ADA/FMLA compliance related to wellness program.
Non-Discrimination & Equal Access
Guaranteeing fair access to the program regardless of protected characteristics.
Program Access Barriers Identified?
Describe any identified barriers to equal access (e.g., language, disability, geographic location).
Which groups are specifically targeted for outreach to ensure equitable participation?
Describe outreach strategies implemented to reach targeted groups.
Are program materials available in multiple languages?
Accommodations offered for employees with disabilities?
Vendor Management & Contracts
Reviewing contracts with vendors to ensure compliance and liability protection.
Vendor Due Diligence Completed?
Contract Start Date
Contract Expiration Date
Summary of Key Contract Terms
Copy of Vendor Contract
Contract Reviewed by Legal?
Vendor Insurance Coverage Amount
Notes on Vendor Performance/Concerns
Participation & Communication
Maintaining clear communication about program benefits, risks, and participation guidelines.
Summary of Program Communication Plan
Date of Last Communication Distribution
Communication Channels Used
Estimated Employee Reach (%) of Communications
Sample Communication Materials (e.g., flyer, email)
Method for Ensuring Employee Awareness (e.g., Acknowledgement Form)
Description of Employee Onboarding Wellness Information
Taxation & Reporting
Considering tax implications of wellness incentives and reporting requirements.
Total Value of Wellness Incentives Provided
Date of IRS Form 679 Reporting (if applicable)
Wellness Program Structure (e.g., Incentives, Discount)
Number of Employees Receiving Incentives
Summary of Tax Implications Considered
Method Used to Determine Taxable Value of Incentives
Date of Last Tax Consultation (Optional)
Documentation & Recordkeeping
Maintaining records of program participation, incentives, and compliance efforts.
Date of Record Creation
Summary of Wellness Program Documentation Review
Copy of Employee Consent Forms (if applicable)
Number of Participating Employees (Active)
Records of Vendor Audits/Assessments
Date of Last Program Documentation Update
Notes on Data Security Protocols
Program Evaluation & Updates
Regularly assessing program effectiveness and updating policies as needed.
Last Program Evaluation Date
Employee Participation Rate (%)
Employee Satisfaction Score (Scale of 1-5)
Summary of Employee Feedback (Qualitative Data)
Were Program Goals Met?
Recommendations for Program Improvement
Date of Next Program Review
Incentive Structure Compliance
Verifying incentive programs meet IRS regulations and avoid penalties.
Maximum Incentive Value (USD)
Incentive Type
Percentage Reduction (for premium reductions)
Description of Incentive Conditions
Qualified Medical Expense Reimbursement Compliance
Date Incentive Program Established
IRS Safe Harbor Compliance (Select all that apply)
Plan Document ID
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