UAE HR Compliance Checklist 2025: Complete Employer Guide
Complete UAE HR compliance checklist for employers. Monthly, quarterly, and annual tasks covering WPS, Emiratisation, contracts, visas, and MOHRE requirements.
Quick Summary: Complete UAE HR compliance checklist for employers. Monthly, quarterly, and annual tasks covering WPS, Emiratisation, contracts, visas, and MOHRE requirements.
HR compliance in the UAE requires systematic tracking of multiple obligations across payroll, employee records, leave management, Emiratisation, and documentation. This checklist provides a comprehensive framework for UAE employers to maintain compliance. For official guidelines, refer to MOHRE and the UAE Government Portal.
MOHRE now uses AI-powered monitoring systems to detect violations, making proactive compliance management more critical than ever.
| Aspect | Details |
|---|---|
| Primary Regulator | Ministry of Human Resources and Emiratisation (MOHRE) |
| Key Laws | Federal Decree-Law No. 33 of 2021, amendments |
| Record Retention | Minimum 2 years after employment ends |
| Inspection Risk | AI-powered surprise inspections active |
| Maximum Penalties | Up to AED 1,000,000 per violation |
Monthly Compliance Tasks
Payroll & WPS
| Task | Deadline | Penalty for Non-Compliance |
|---|---|---|
| Process salaries through WPS | By 15th of following month | AED 5,000/employee |
| Generate and submit SIF file | Before salary transfer | WPS rejection |
| Verify all employees paid | After transfer | MOHRE file suspension |
| Reconcile WPS with payroll | Monthly | Audit issues |
| Archive payment confirmations | Monthly | Documentation gaps |
Employee Records
| Task | Frequency | Notes |
|---|---|---|
| Update employee data in MOHRE | As changes occur | Within 30 days of change |
| Track visa/permit expiries | Monthly review | 30-day advance planning |
| Monitor probation end dates | Monthly | Confirmation or termination |
| Review contract renewals due | Monthly | Plan before expiry |
Leave Management
| Task | Frequency | Notes |
|---|---|---|
| Update leave balances | After each leave | Accurate tracking |
| Process sick leave certificates | As received | Within 3 days of return |
| Track annual leave usage | Monthly | Ensure employees take leave |
Quarterly Compliance Tasks
Emiratisation (For Companies 50+ Employees)
| Task | Q1 | Q2 | Q3 | Q4 |
|---|---|---|---|---|
| Review current Emiratisation rate | Yes | Yes | Yes | Yes |
| Assess gap to target | Yes | Yes | Yes | Yes |
| Recruitment planning | Yes | Yes | Yes | Yes |
| NAFIS registration/updates | Yes | Yes | Yes | Yes |
2025 Targets:
- 7% by June 30, 2025
- 8% by December 31, 2025
Documentation Audit
| Task | Frequency | Notes |
|---|---|---|
| Verify all contracts registered | Quarterly | MOHRE compliance |
| Check health insurance validity | Quarterly | All employees covered |
| Review work permit status | Quarterly | No expired permits |
| Audit personnel files | Quarterly | Complete documentation |
Compliance Reporting
| Task | Frequency | Notes |
|---|---|---|
| WPS compliance report | Quarterly | From WPS agent |
| Emiratisation dashboard review | Quarterly | MOHRE portal |
| Leave liability calculation | Quarterly | Financial planning |
| Gratuity provision review | Quarterly | Accurate provisioning |
Annual Compliance Tasks
January
| Task | Details |
|---|---|
| Update HR policies | Reflect any law changes |
| Review employment contracts | Ensure compliance with current law |
| Health insurance renewals | Nationwide mandate check |
| Employee handbook update | Annual review |
| Training on new regulations | HR team briefing |
Key 2025 Calendar Dates
| Date | Event/Deadline |
|---|---|
| January 1 | Health insurance nationwide mandate |
| June 15 | Summer midday ban starts |
| June 30 | Emiratisation 7% deadline |
| September 15 | Summer midday ban ends |
| December 31 | Emiratisation 8% deadline |
Employee Lifecycle Compliance
Hiring/Onboarding
| Step | Compliance Requirement | Deadline |
|---|---|---|
| Job offer | Clear terms, no discrimination | Before hiring |
| Employment contract | Written, MOHRE-compliant | Within 14 days of signing |
| Contract registration | Register with MOHRE | Within 14 days |
| Work permit application | Valid documentation | Before work begins |
| Health insurance | Mandatory coverage | Before visa stamping |
| WPS enrollment | Add to payroll system | Within 30 days |
Offboarding/Termination
| Step | Compliance Requirement | Deadline |
|---|---|---|
| Notice period | As per contract (30-90 days) | Per contract |
| Final settlement calculation | Accurate gratuity, leave | Before last day |
| Final settlement payment | Complete payment | Within 14 days |
| Visa cancellation | Process through MOHRE | Promptly |
| Experience certificate | Provide if requested | Upon request |
Document Retention Requirements
Mandatory Retention
| Document | Retention Period |
|---|---|
| Employment contracts | 2 years after termination |
| Salary records | 2 years after termination |
| Leave records | 2 years after termination |
| Time and attendance | 2 years |
| Disciplinary records | 2 years after termination |
| Training records | 2 years after termination |
| Performance reviews | 2 years after termination |
| Termination documents | 2 years after termination |
Recommended Extended Retention
| Document | Recommended Period | Reason |
|---|---|---|
| Employment contracts | 5 years | Legal disputes |
| Salary records | 5 years | Claims up to 2 years |
| Insurance records | 5 years | Audit requirements |
| Safety incidents | 7 years | Legal liability |
Required Workplace Policies
Mandatory Policies (50+ Employees)
| Policy | Requirement |
|---|---|
| Grievance procedure | Written policy required |
| Disciplinary procedure | Written policy required |
| Anti-harassment | Recommended/required |
| Health and safety | Required |
Recommended Policies (All Companies)
| Policy | Purpose |
|---|---|
| Employee handbook | Centralized policies |
| Leave policy | Clear entitlements |
| Remote work policy | If applicable |
| Data protection | Employee privacy |
| Social media | Company representation |
| Travel and expense | Reimbursement rules |
Inspection Readiness
What MOHRE Inspects
| Area | What They Check |
|---|---|
| Employment contracts | Registered, compliant |
| Salary payments | WPS compliance, timeliness |
| Working conditions | Hours, breaks, safety |
| Accommodation | If employer-provided |
| Documentation | Complete personnel files |
| Emiratisation | Meeting quotas |
| Health insurance | All employees covered |
AI-Powered Inspections (2025)
MOHRE uses AI systems to:
- Track violations automatically
- Cross-reference data sources
- Identify non-compliance patterns
- Flag suspicious activities
- Monitor Emiratisation in real-time
Pre-Audit Preparation Checklist
- All employment contracts current and registered
- WPS payments up to date
- Leave records accurate
- Personnel files complete
- Health insurance active for all
- Work permits valid
- Emiratisation targets met
- Policies documented and accessible
Penalties Reference
Common Violations and Penalties
| Violation | Penalty Range |
|---|---|
| WPS non-compliance | AED 5,000 - 50,000 |
| Employing without permit | AED 50,000 - 200,000 |
| Labor law violations | AED 5,000 - 1,000,000 |
| Fictitious Emiratisation | AED 20,000 - 100,000 |
| Health insurance non-compliance | AED 500/month per employee |
| Working hours violations | AED 1,000 - 50,000 |
| Summer midday ban violation | AED 5,000 per worker |
| Passport retention | Criminal charges possible |
Escalating Consequences
| Level | Consequence |
|---|---|
| First offense | Warning or fine |
| Repeat offense | Higher fine |
| Persistent violation | Business restrictions |
| Serious violation | License suspension |
Frequently Asked Questions
Automate HR Compliance Tracking
NeuralHR provides real-time compliance monitoring, automated alerts, document management, and one-click audit reports to keep your HR fully compliant.
Was this guide helpful?
NeuralHR Team
VerifiedUAE HR Compliance Experts
Our team of HR professionals and legal experts specializes in UAE labor law compliance, with extensive experience helping businesses navigate MOHRE regulations, Emiratisation requirements, and workforce management in the UAE and GCC region.
Related Guides
UAE WPS Compliance Guide 2025: Wage Protection System
Complete guide to UAE Wage Protection System (WPS) compliance. Includes registration, SIF files, payment deadlines, penalties, and employer requirements under MOHRE regulations.
Emiratisation Requirements 2025: Complete Compliance Guide
Complete guide to UAE Emiratisation requirements 2025. Includes targets, penalties, NAFIS benefits, calculation methods, and compliance strategies for companies.
UAE Labor Law 2025: Complete Employment Law Guide
Comprehensive guide to UAE Labor Law 2025 including Federal Decree-Law No. 33/2021, 2024 amendments, contracts, working hours, leave, termination, and penalties.