Our related article provides key information and guidelines regarding when labor laws posters are required for your business, including expectations for posting visibility based on workforce and potential penalties for noncompliance.
In this article, we’ll answer common questions regarding employment and labor law posters to help your organization stay informed and up to date with regulatory requirements.
How do I determine which federal posters are required for my business?
To independently determine which posters are required for your business, you must visit the U.S. Department of Labor (DOL) website, where information on federal poster requirements, as well as recordkeeping and recording standards, is outlined.
What about state and local poster requirements?
Contact your state’s department of labor or visit the local departmental website that applies to your business location to learn more about posting requirements. For contact information relevant to your state, visit the DOL’s directory of state labor offices.
Where can I find and print the posters I need for my business?
Employers can request state posters from their state’s department of labor office or order federal employment law posters from the U.S. Department of Labor. However, these posters must be ordered or printed individually (not as a consolidated poster) and update and e-update services are not available.
For this reason, we recommend working with a provider that offers laminated employment law posters as well as update, e-update, and electronic delivery services to streamline the process and ensure compliance with each local, state, and federal regulatory change that applies to your business.
Is it necessary to post labor law posters in every business location or building?
Although there are some circumstances in which posters may be technically unnecessary, we strongly recommend placing required labor law posters in every building and location where your business operates. This heightens legal protection and keeps posters visible and accessible to all of your employees, including in high-traffic areas.
What about remote employees? How should I provide labor law posters to them?
The U.S. Department of Labor’s Wage and Hour Division provides guidance on how to meet federal notice and posting requirements for remote workers. Broadly speaking, employers are permitted to share required labor law posters with remote employees by email, assuming email is regularly used to communicate with these employees.
Bear in mind that permission for electronic (emailed) distribution of labor law posters also applies to any employees who are infrequently present in a physical business location – traveling salespeople or certain types of hybrid or hybrid-at-will workers, for instance.
What about posting requirements at construction sites?
Even at construction sites, physical labor law posters must be displayed, especially if any employees directly report to or perform work at the site. If you are an employer in the construction or on-site job industries, you should additionally consider making electronic posters available on the company intranet.
Is it necessary to electronically display labor law posters for online applicants?
Yes. According to the DOL, employers must offer links to the following postings, accompanied by a statement regarding applicants’ rights under federal employment laws:
- Equal Employment Opportunity (EEO)
- Family and Medical Leave Act (FMLA)
- Employee Polygraph Protection Act (EPPA)
Remember that physical copies of these same posters must be visible to any applicants who are applying or interviewing for a position in person.
How should I navigate “major” vs. “minor” poster policy changes?
Essentially, “major” changes are mandatory and accompanied by a local, state, or federal agency mandate that requires replacing an old labor law poster with an updated notice. In contrast, a “minor” change is optional. Usually, it relates to some minor informational or visual change that does not alter the essence of the law. In this latter case, employers can keep their old version posted or voluntarily print and post the new one.
What changes have taken effect (or are forthcoming) in 2023?
A number of changes, especially related to state minimum wage requirements have already taken effect in 2023. However, employers must be aware of a number of other local, state, and federal legislative changes affecting child labor policy, pregnancy accommodation, disability accommodation, and job safety and health. It’s important to work closely with qualified HR and HCM consultants to ensure continued compliance for your organization in 2023 and beyond.
Achieve Long-Term Compliance with Cello HR
Contacting various local, state, and federal agencies to receive physical or digital copies of individual posters can be a time-consuming, costly, and legally risky process. This is especially true when regulatory changes occur and posters must be quickly replaced.
Rather than scrambling to acquire, print, and post labor law posters from disparate sources, try Cello HR’s stress-free poster printing service. We offer fully laminated, all-in-one federal and state labor law posters on a subscription basis. To ensure ongoing compliance for your business, we provide a poster update service backed by a $25,000 We Pay the Fine Guarantee, as well as timely delivery of E-Updates and digital posters when requested or required.
Ready to enjoy peace of mind and legal compliance with our labor law poster solutions?
Contact us today to let us know how we can support your business.