OSHA regulations require most employers to complete and post injury and illness tracking forms. The only companies that are exempt from these requirements are those with 10 or fewer employees at any time during the calendar year. If a business employs more than 10 employees at any time during the calendar year, they must complete and post these reports.
There’s a lot of confusion about which forms to use and what to post, so we’ve put together this highlight of the requirements for companies in the construction industry.
Required OSHA forms
There are three OSHA forms that are required to be completed by businesses with 10 or more employees: forms 300, 300A, and 301.
Form 300
Form 300 is the “Log of Work-Related Injuries and Illnesses.” It is a detailed list of the incidents recorded using form 301. The 300 form is maintained and updated throughout the calendar year and includes data on each incident that is tallied and listed on the 300A form.
All “recordable” injuries and illnesses must be recorded on this form. The form includes information that could be considered confidential, so companies must use the data in a way that protects employees while still meeting the purposes intended.
Only high-level information about each incident is recorded, so the data can be tallied at the end of the year.
Form 300A
Form 300A is the “Summary of Work-Related Injuries and Illnesses.” It is a summary of the incidents from the previous calendar year and is required to be posted where employees can see it. It shows the total number of incidents, the number of days lost, and the type of incidents. The information is pulled directly from the 301 forms.
This form must be posted from February 1 to April 30 of the year following the year covered by the form.
Form 301
Form 301 is the “Injury and Illness Incident Report,” and it is completed anytime there is an injury or illness on the job. When “recordable incidents” are discussed, this is the form that records what happened. It may be used as provided or a company may create its own incident report, as long as the requested information is included. Information from this report is tallied on the 300 form and summarized and reported annually on the 300A form.
Incidents or injuries must be reported using form 301 within 7 calendar days of receiving information that the incident occurred. The form includes information that could be considered confidential, so companies must use the data in a way that protects employees while still meeting the purposes intended.
What injuries or illnesses are “recordable?”
Recordable injuries and illnesses are work related and must meet severity criteria. The criterion for recording includes:
- Death
- Loss of consciousness
- Days away from work
- Restricted work activity or job transfer
- Medical treatment beyond first aid
Recording COVID cases
OSHA requires employers to record COVID cases that can be traced to work-related exposure. COVID is a recordable illness if the case meets these three criteria:
- It is a confirmed case of COVID, as defined by the CDC
- The case is work-related
- And the case involves one or more of the criteria for a “recordable illness” (see list above)
So, if an employee gets COVID and misses work because of illness, and the case can be traced back to work exposure, the illness is recordable.
Note that reactions to the COVID vaccine are not considered reportable.
Which OSHA forms need to be posted?
Form 300A, “Summary of Work-Related Injuries and Illnesses,” must be posted from February 1 through April 30 for the previous year.
Also, companies in the construction industry with 20 to 249 employees must electronically file their 300A by March 2 of each year. Companies with 250 or more employees are also required to file each year. Use this link to submit your data: www.osha.gov/injuryreporting
When do OSHA forms need to be posted?
Form 300A must be posted from February 1 through April 30 for the previous year.
How long to keep OSHA forms
OSHA forms must be kept for 5 years following the year of the report.
Where to get OSHA forms
Fillable forms (PDF and Excel format) can be downloaded directly from the OSHA website at: www.osha.gov/recordkeeping/forms.
For more information on the recordkeeping and reporting requirements, visit the OSHA website at:
www.osha.grecordkeeping/.ov/
ACO offers an online course to further educate you about the requirements for recordkeeping. To register, see our Courses page.
