The Occupational Safety and Health Act (OSHA) requires many organizations with 11 or more employees to document serious work-related injuries and illnesses. Under a new rule, many employers must not only record injuries and illnesses, but also submit information electronically to OSHA. The new rule took effect on Jan. 1, 2017.
Who Is Affected and What Data Is Required
Organizations with 250 or more employees that already are required to document work-related injuries and illnesses, must electronically submit information recorded on:
- Form 300, Log of Work-Related Injuries and Illnesses
- Form 300A, Summary of Work-Related Injuries and Illnesses
- Form 301, Injury and Illness Incident Report
Businesses with 20-249 employees in specific industries must electronically submit information recorded on Form 300A.
All employers required to keep records on job-related injuries and illnesses must continue to do so, regardless of whether electronic submission is mandatory.
Electronic Submission Method
OSHA has stated that it will provide a secured website for employers to submit the required information. The website is scheduled for rollout in February 2017.
Employers can transmit data electronically by:
- manually entering the information into a webform
- uploading CSV files
- using an application programming software (API), or user interface
OSHA will provide status updates as they become available. Meanwhile, employers can access the CSV instructions and API technical specifications from OSHA’s website.
Electronic Reporting Deadlines
| Submission Year | Large Employers (i.e., establishments with 250 or more employees that are not exempt from OSHA’s recordkeeping rules) | “High Risk” Employers (i.e., establishments with 20-249 employees in certain “high-risk” industries) | Deadline |
| 2017 | (2016) Form 300A data | (2016) Form 300A data | July 1, 2017 |
| 2018 | (2017) Forms 300, 300A & 301 data | (2017) Form 300A data | July 1, 2018 |
Starting in 2019, the submission deadline will change from July 1 to March 2
Revised Anti-Retaliation Provisions
Under Section 11(c) of OSHA, employers are forbidden from “discharging or otherwise discriminating against an employee who reports a fatality, injury, or illness.” But OSHA may not take action unless the employee files a complaint within 30 days of the retaliation. Under the new rule, OSHA can cite an employer for retaliation even if the employee did not lodge a complaint. Also, employers cannot implement programs that discourage employees from filing a complaint.
Organizations impacted by the new rule should start preparing to ensure compliance. Keep in mind that Paycom offers various tools for simplifying OSHA administration, including on-demand training and compliance reports.