Smart Benefits: OSHA Record Keeping Requirements you Need to Know

Monday, April 15, 2019

Rob Calise, GoLocalWorcester Business/Health Expert

Rob Calise

According to the Bureau of Labor Statistics, more injuries occur during the summer months than at other times of the year. With the start of summer just around the corner, now’s the time to make sure you understand your OSHA injury and illness recordkeeping and reporting requirements.

Who must comply?

Most employers with more than 10 employees are required to keep a record of serious work-related injuries and illnesses (certain low-risk industries are exempted).

What must be recorded?

Any work-related injury or illness that meets certain severity criteria must be entered on Forms 300 and 301 (or their equivalents) within seven calendar days of learning of its occurrence. Examples of injuries and illnesses are cuts, fractures, sprains, skin diseases and respiratory conditions. Minor injuries requiring first aid only do not need to be recorded.

Employers must report any worker fatality within 8 hours and any amputation, loss of an eye, or hospitalization of a worker within 24 hours. These events can be reported by phone or using the reporting application on OSHA’s site.

After the end of the year, all covered establishments must complete Form 300A Summary of Work-Related Injuries and Illnesses, even if none occurred during the year.

How long should records be maintained?

The forms need to be maintained at the worksite for at least five years and made available to employees, former employees, their representatives and to OSHA officials upon request. You must update Forms 300 with any changes that may occur to the recorded cases during this time period.

When do summaries need to be posted?

No later than February 1, employers must post the annual summary (Form 300A) of the injuries and illnesses recorded the previous year and keep the posting in place for three months until April 30.

Certain employers – those with at least 250 employees that are currently required to keep OSHA records and establishments with 20-249 employees in high-risk industries – are required to electronically submit the information from their completed Form 300A using the Injury Tracking Application (ITA) accessible from the ITA launch page by March 2.

Rob Calise is the Managing Director, Employee Benefits of The Hilb Group of New England, where he helps clients control the costs of employee benefits by focusing on consumer-driven strategies and on how to best utilize the tax savings tools the government provides. Rob serves as Chairman of the Board of United Benefit Advisors, and is a board member of the Blue Cross & Blue Shield of RI Broker Advisory Board, United HealthCare of New England Broker Advisory Board and Rhode Island Business Healthcare Advisors Council. He is also a member of the National Association of Health Underwriters (NAHU), American Health Insurance Association (AHIA) and the Employers Council on Flexible Compensation (ECFC), as well as various human resource associations. Rob is a graduate of Bryant University with a BS in Finance