HRIS Data Integrity Audit Checklist

Recurring inspection template for auditing HRIS data accuracy, duplicate records, required-field completeness, and field consistency across employee records.

Audit Scope and Record Set

• Audit period and employee population are defined
• Source systems and data extracts match the approved audit scope
• Record count from HRIS extract is captured
• Exceptions and excluded records are documented

Employee Identity and Duplicate Record Review

• No duplicate employee records exist for the same person
• Employee ID is unique and matches the primary record
• Legal name fields are complete and consistent across records
• Preferred name, if used, is supported by policy and not replacing legal name
• Date of birth and government ID fields are present only where authorized

Required Field Completeness

• Employment status is populated and current
• Hire date is present and logically valid
• Job title, department, and location fields are complete
• Manager assignment is populated for active employees
• Work email and work phone fields are complete where required

Field Consistency and Data Validation

• Employment status aligns with termination date and active/inactive flags
• Department, cost center, and manager hierarchy are consistent
• Location, worksite, and remote status fields are aligned
• Compensation-related fields are internally consistent with job grade or pay band

Corrections, Exceptions, and Closeout

• All deficiencies and non-conformances are logged with record identifiers
• Corrective actions are assigned to an owner with due dates
• High-risk data issues are escalated to HRIS administration or compliance
• Inspector sign-off is completed