By David Estrada
Regulatory Compliance Specialist
In the realm of workplace safety, compliance with Occupational Safety and Health Administration’s (OSHA) injury and illness recordkeeping rule is a cornerstone of any workplace safety program. Although some employers may already be familiar with the recordkeeping rule, this is a reminder that dealers must electronically report injury and illness data to OSHA by March 2nd. With that in mind, let’s focus on the reporting and posting requirements that dealers will be expected to comply with this spring. Here’s a comprehensive breakdown of common questions and recommended steps.
Overview of OSHA Recordkeeping Forms
Before we jump into posting and reporting requirements, it’s important to set the stage and understand what forms are required by OSHA. In total there are three as follows:
OSHA 300: This form serves as a comprehensive log of workplace-related injuries or illnesses, detailing names, titles, and incident specifics. It must be updated within seven days of a recordable injury or illness, though posting it is not mandatory for privacy reasons.
OSHA 300A: This form provides a summary of all recordable injuries or illnesses throughout the calendar year. The OSHA 300A form aggregates the total numbers of recordable or reportable incidents, such as fatalities, cases that required days away from work, and cases that required job transfers.
OSHA 301: This form offers a detailed account of a specific workplace injury or illness and must be completed within seven days of occurrence. The OSHA 301 form must be completed for each recordable or reportable incident.
All three forms must be maintained by employers for a minimum of five years.
Who Needs to Submit Information to OSHA?
OSHA requires that motor vehicle dealers with 250 or more employees at any given point in the prior calendar year electronically submit data from their OSHA 300A form annually.
How is Information Submitted?
Dealers must utilize OSHA’s new Injury Tracking Application (ITA) website for submission. The ITA provides multiple submission methods, including webform entry, CSV file upload, and API transmission.
When Are Submissions Due?
Annual submissions are mandatory for affected dealers, with data for the previous calendar year due by March 2 of the following year. Establishments failing to meet this deadline must still submit required data to OSHA through Dec. 31. Miss the deadline? OSHA will accept your injury and illness data through the end of the calendar year (December 31)
ComplyAuto will automate the OSHA submission process for ComplyAuto Safety dealers! In order to do so, we ask that dealers verify that all recordable cases are entered into ComplyAuto’s Injury and Illness Reporting tool in the Safety dashboard.
Are There Any Posting Requirements?
All dealers (except for those with 10 or fewer employees) are required to post only their 300A forms in the workplace annually. The form must be posted by February 1st and kept up until April 30th. Dealers should prominently post the form in the workplace unaltered and easily visible to employees, preferably in an area where other required workplace postings are kept.
How Can ComplyAuto Assist?
ComplyAuto Safety can assist and automate all the steps outlined above! Our injury and illness reporting tool helps automate the intake process, automating an otherwise arduous process to determine whether a given case is recordable and/or reportable to OSHA. The dashboard then takes case information and completes all three required forms. Finally, Safety will automatically report the required information from the 300A by the March deadline.
ComplyAuto Safety dealers should log into their dashboard and prepare to submit their 300A by the March deadline. Our Client Success team recently notified Safety dealers of these requirements via emaiI to jumpstart the process. If you need any assistance with this process, please contact your designated Client Success Manager or email us at support@complyauto.com!