One area to consider adding to an organization policy manual or employee handbook is a policy on labor law poster and reporting compliance. The policy should communicate and assure employees that the organization (who is responsible for posting requirements?) will comply with government-mandated posting and reporting requirements.
Below you'll find two draft Labor Law Poster and Compliance Policies from Burr Consulting, LLC that you may adopt in the next edition of your employee handbook:
Draft #1: POSTERS AND REPORTING
Organization X will maintain mandated federal and state posters at all company worksites and will post the links to posters on the company intranet site. Hardcopy posters will be mailed to remote employees and full-time teleworkers. Organization X will verify new posting requirements for worksites on an annual basis and will ensure that new and/or revised posters are posted and made available.
Organization X will prepare and post its Occupational Safety and Health Administration (OSHA) 300-A form by February 1 annually at all company worksites and on the company intranet. The company will update and post its commitment to equal employment opportunity (EEO) in December of each year at worksites and on the intranet site.
REPORTING
State new-hire reports will be filed with each state and will be prepared and reported no less frequently than biweekly, in accordance with federal Department of Health and Human Services requirements. Organization X will prepare and submit our EEO-1 report by March 31 of each year. The company operates all of its benefits plans on a calendar-year basis; thus, required Forms 5500 and supporting schedules will be prepared and reported no later than July 31 of each year. Organization X will report to OSHA within 24 hours any inpatient hospitalization, amputation or eye loss that occurs within 24 hours of the incident or accident, and fatalities will be reported to OSHA within 8 hours.
(SHRM)
Draft #2: POSTER AND REPORTING COMPLIANCE POLICY
Organization X will maintain mandated federal and state posters at all company worksites. Hardcopy posters will be mailed to remote employees and full-time teleworkers.
Organization X will verify new posting requirements for worksites on an annual basis and will ensure that new and/or revised posters are posted and made available. Organization X will prepare and post its Occupational Safety and Health Administration (OSHA) 300-A form by February 1 annually at all company worksites and on the company intranet.
Only focus on areas of the policy that impact your organization. Not every organization needs to post OSHA information. Do not forget state and local posting requirements and communicate any changes to the workforce. This is not legal advice, but a policy that many of us forget. Matt Burr is happy to work with any organization with a labor poster and compliance policy for any workforce; remote, telecommuters, travelers, in-person, etc. Remember, by law, all employees need access to the posting information.