Rancho Mesa’s Alyssa Burley and Client Technology Coordinator, Brenda Khalil, discuss the requirements for preparing, posting, and submitting OSHA log data.
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Host: Alyssa Burley
Guest: Brenda Khalil
Editor: Megan Lockhart
Music: "Home" by JHS Pedals, “News Room News” by Spence
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transcript
Alyssa Burley: You’re listening to Rancho Mesa’s StudioOne™ podcast, where each week we break down complex insurance and safety topics to help your business thrive.
I’m your host, Alyssa Burley, and I’m joined by Brenda Khalil, Client Technology Coordinator with Rancho Mesa. Today, we’re going to discuss the requirements for preparing, posting, and submitting OSHA log data.
Brenda, welcome to the show.
Brenda Khalil: Happy to be here Alyssa.
AB: Now, at the beginning of the year, we start to get questions from our clients about the OSHA logs. They ask what data needs to be documented, which forms need to be posted, and what has to be submitted. So, this is a perfect time to talk about preparing these forms, posting them and submitting the data to OSHA.
Brenda, first will you give our listeners a brief overview of the different types of OSHA forms?
BK: I’d be happy to. OSHA logs encompass three forms many employers are responsible for maintaining throughout the year.
The 300 log lists basic details about the work-related injury or illness, including employee’s name, job title, date of injury or illness, location and a brief description for each recorded incident. It also includes severity of the injury or illness; number of days the employee was kept away from work or transferred as a result of the injury or illness.
Form 300A is a summary of the data recorded in the 300 log. It does not include any individual data like the employee’s name, but it does show incident totals including the total number of cases with days away from work. This is the form that must be posted at each worksite in an area where employee notices are usually displayed.
And, form 301 is used to collect additional information specific to each individual injury or illness. And this includes information about the worker who was injured and details about the injury or illness occurred and it must be kept confidential.
Employers should be documenting incidents and maintaining OSHA Forms 300, 300A and 301 throughout the year.
AB: Exactly. Now, you mentioned the 300A Summary needs to be posted. What are the posting requirements for that form?
BK: Good question. OSHA requires covered companies who have employed more than ten employees during the previous calendar year, to post the Form 300A Summary at the worksite in a prominent area and it must not be covered by other material, altered or defaced in any way from February 1st through April 30th. Employers must also send a copy of the summary to any remote employees, or those who do not report to the worksite on a regular weekly basis. If a company has no recorded injuries or illnesses in 2024, the OSHA Form 300A Summary reflecting zeros in the data fields must still be completed and posted.
AB: Okay, and there are some additional requirements for larger organizations that OSHA deems to be “high-hazard,” what steps do those organizations need to take in order to be compliant with OSHA requirements?
BK: Well, in addition to posting the Form 300A Summary at the worksite, covered organizations with 20 to 249 employees are also required to submit their 300A data to Federal OSHA’s Injury Tracking Application (or ITA) by March 2nd. The data can be manually entered into the ITA or a .CSV file can be generated through the HR portal, which can then be uploaded onto the ITA website.
OSHA also requires, quote “Establishments with 100 or more employees in designated high-hazard industries [to] electronically submit to OSHA detailed information about each recordable injury and illness entered on their previous calendar year’s OSHA Form 300 Log and Form 301 Incident Report.” This information is manually entered into the ITA.
AB: Now, Brenda, how can Rancho Mesa clients collect the data that is required, print the 300A Summary for posting, and generate the .csv file for submitting to OSHA?
BK: I’m glad you asked! So, Rancho Mesa’s SafetyOne™ Mobile App and RM365 HRAdvantage™ portal can be used for incident data collection, and tracking and generation of forms 300 and 300A, respectively.
The initial incident details can be collected via the SafetyOne™ app. Then, it’s typically reviewed by HR or a safety manager and is logged in the HR portal. Once all incident information has been recorded for the year in the HR portal, employers can download and print or create the .CSV file for Form 300A Summary from the portal’s Safety/OSHA Logs screen for each year and worksite. Then, post the summaries at the appropriate worksites.
Individual state OSHA requirements may differ slightly from Federal OSHA requirements. So be sure to check with your state’s OSHA division to ensure compliance.
AB: Good point, it’s always important to check to see if your state guidelines require anything extra to be done.
And, Rancho Mesa’s OSHA Recordkeeping and Annual Reporting webinar explains step-by-step how to generate the Form 300A Summary PDF and the .CSV file in the HR portal. Clients can register for this webinar by going to RanchoMesa.com and clicking on the “Workshops and Webinars” in the navigation bar. And we’ll also put a link to this webinar in the episode notes.
Brenda, if clients have any questions about preparing, posting or submitting their OSHA log data, what’s the best way to get in contact with you?
BK: As always, clients can contact me at bkhalil@ranchomesa.com or call me directly at (619) 486-6562.
AB: Brenda, thank you for joining me in StudioOne™.
BK: Thanks for having me!
AB: Thanks for tuning in to our latest episode produced by StudioOne™. If you enjoyed what you heard, please share this episode and subscribe. For more insights like this, visit us at RanchoMesa.com and subscribe to our weekly newsletter.
