How to complete OSHA Injury & Illness Recordkeeping Forms
Many employers with more than 10 employees are required to prepare and maintain records of serious work-related injuries and illnesses. While this information helps employers, employees, and OSHA to identify potential hazards at work sites and implement preventions, staying compliant with rules and maintaining accurate records is not easy for a majority of employers.
Also, a new reporting requirement was enacted on January 1st, 2017, which mandate employers to electronically submit injury and illness reports through the Injury Tracking Application (ITA).
Not sure what to do? don’t worry! We got your back! Here is everything you need to know about upcoming OSHA form 300 posting and reporting requirement.
Let’s start with what OSHA From 300 is
The OSHA’s From 300, Log of Work-Related Injuries and Illnesses is a form used by employers to summarize employee injuries and illnesses. This forms package contains Form 300 and 300A.
Form 300, Log of Work-Related Injuries and Illnesses:
It is used to classify work-related injuries and illnesses and note the extent and severity of each case. You need to record specific details about what happened and how it happened using the Log when an incident occurs.
From 300A, Summary:
This is a separate form which shows the totals for the year in each category. You need to post the Summary in a visible place where all operations are conducted and must be easily visible so that your employees are aware of the injuries and illnesses occurring in their workplace. Post the Summary ONLY, not the Log!
Form 301, Injury and Illness Incident Report:
This Injury and Illness Incident Report is one of the first forms you must fill out when a recordable work-related injury or illness has occurred. You are required to fill out this form or an equivalent within 7 calendar days after you receive information that a recordable work-related injury or illness has occurred.
Who must comply
Under the Recordkeeping Rule, employers are required to maintain an OSHA 300 Log of serious injuries and illnesses. Most companies know about the two major exemptions that apply to these requirements.
The first exemption releases employers in certain low-hazard industries, such as finance, insurance, and real estate, from the requirements of the rule.
To check if your business is exempt:
- Use the NAICS webpage to find your NAICS code.
- Check OSHA Recordkeeping Table 1 here to see if you qualify for an exemption.
OSHA has been updating the exemption to a list, and even if you could previously claim these exemptions, that could have changed. We highly recommend you check your status using the aforementioned method.
The second exemption releases businesses with less than 10 employees. However, there are a few of common misconceptions that can be confusing. So, remember:
- Employers are exempt only if they had 10 or fewer employees at all times during the previous calendar year. If you had 11 (or more) people at any time during the year for any amount of time you are unable to claim this exemption.
- The is not based on the size of the facility but by the size of the company. That means a company with 500 employees with several small facilities, even ones with fewer than 10 employees each would still need
Save the dates
The due date for posting and submitting OSHA 300A Form as part of OSHA’s Recordkeeping Rule is important to remember along with the exemptions and requirements that apply.
Post Form 300A, the Summary
The summary must be posted by February 1st of the following the year covered by the form and must stay posted until April 30th. Below is a sample summary report.
New electronic submission requirement in 2018
A new rule of OSHA recordkeeping was enacted on January 1st, 2017. Now employers are required to electronically submit injury and illness reports to OSHA through Injury Tracking Application (ITA).
- Covered establishments with 250 or more employees must submit information from all completed 2017 forms (300A, 300, and 301) by July 1, 2018.
- Covered establishments with 20-249 employees must submit information from their completed 2017 Form 300A by July 1, 2018.
Note: Beginning in 2019 and every year thereafter, covered establishments must submit the information by March 2.
What to report and when to do it
Employers should be posting and reporting the log and making sure that employees have access to the following information:
- Work-related fatalities (within 8 hours)
- Work-related hospitalizations (within 24 hours)
- Amputations and all losses of an eye (within 24 hours)
- Record all hearing loss cases
- Record all Safety Data Sheets (SDS), formally known as Material Safety Data Sheets (MSDS’s)
- Record all cases of tuberculosis
- Record all needle sticks and sharps injuries
How to Fill out the Log
Here is the sample From 300 and reporting information. This form has three main sections: Identification, description, and classification.
The Identification part contains:
- Case number
- Job title
The description column provides:
- Date of injury/Illness
- Injury location
- A description of where the incident happened – Be specific as possible. You can use two lines if you need more room.
The classification contains information on the type of injury:
- Days away from work and how many days the work will be restricted.
How to submit
You are expected to submit the required information through OSHA’s website that offers three options for data submission. Here are 3 available options:
- Manual data entry
- Upload SCV files
- Use Automated recordkeeping systems will have the ability to transmit data electronically via an API
For detailed procedures, please refer to OSHA’s documentation below.
- View the CSV instructions
- Download a CSV file template
- Download a CSV sample file
- View the API technical specifications
OSHA form 300 and 300A are used to track and report employee injury and illnesses. It has three main sections that need to be completed in order to stay compliant. Form 300A should be posted from February 1st to April 30th for the previous year. This log should be posted in a visible place where all employees have access to it. Also, the new requirement became effective on January 1, 2017, and covered establishment must submit the information of work-related injuries and illnesses.
There are many rules and exemptions when it comes to record keeping and what to report. Any severe injury such as amputation, loss of an eye or work-related fatalities must be reported within the appropriate time frame. This includes hospital stays.
- OSHA Injury and Illness Recordkeeping and Reporting Requirements: https://www.osha.gov/recordkeeping/index.html
- Download Injury & Illness Recordkeeping Forms: https://www.osha.gov/recordkeeping/RKforms.html
- Electronic Submission of Injury and Illness Records to OSHA: https://www.osha.gov/injuryreporting/index.html
- Getting started in ITA: https://www.osha.gov/injuryreporting/jobaids/getting-started-in-ita.pdf
Updated on January 10, 2018 17:18