EMPLOYMENT LAW NEWS
The ABCs of Labor Law Poster Compliance
By Kris Janisch
Published Jan. 23, 2023
Make sure you have the basics down when it comes to labor law poster compliance.
It’s always a good idea to brush up on the basics. Whether you’re taking on your company’s program for the first time — or a seasoned expert — take some time to brush up on the fundamentals of labor law poster compliance.
With that in mind, we bring you the ABCs of labor law poster compliance.
Get More Out of Your Labor Law Poster Program
A – APPLICANT
Don’t forget to post job applicant postings, which may be required in addition to employee postings. For example, the new Know Your Rights: Workplace Discrimination is Illegal poster and Family and Medical Leave Act (FMLA) notices must be displayed for all job applicants and employees.
B – BAN-THE-BOX
Ban-the-box laws prohibit employers from inquiring about an applicant’s criminal history until a later point in the application or hiring process.
Ban the Box: Updates and State Laws
C – CANADA
Labor law posters aren’t just for the U.S.! Canadian provinces have them, too, so don’t forget to provide these for your Canadian locations.
D – DEPARTMENT OF LABOR (DOL)
Established in 1913, the DOL’s mission is “to foster, promote, and develop the welfare of the wage earners, job seekers, and retirees of the United States; improve working conditions; advance opportunities for profitable employment; and assure work-related benefits and rights.” The federal DOL and others often issue labor law posters.
E – E-VERIFY
E-Verify is an internet-based system that uses information from an employee’s I-9 form and Employment Eligibility Verification, as well as the Department of Homeland Security (DHS) and Department of State (DOS) records to confirm the employee is authorized to work in the U.S.
E-Verify Labor Law Poster Program
F – FILL-IN-THE-BLANK
Did you know some labor law posters may contain “fill-in-the-blank” information to complete? This may include emergency contacts, workers’ compensation carriers, area hospitals, unemployment insurance and more.
G – GOVDOCS
GovDocs simplifies the complexity of employment law management for large, multilocation employers. We offer a suite of innovative compliance products, including labor law posters, minimum wage and paid leave management, other tools to ease the responsibilities of human resources, compensation, legal and finance teams.
H – HARASSMENT
Harassment in the workplace can exist in many forms, including but not limited to race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, or parental status. Many jurisdictions have anti-harassment laws with labor law posting requirements.
I – INDUSTRY POSTINGS
Your labor law posting requirements aren’t always based on jurisdictions, they can depend on your business’s industry, as well. For example, California employers in the professional, technical and clerical industries must display California Wage Order 4 – Professional, Technical, Clerical, Mechanical and Similar Occupations.
J – JURISDICTIONS
The term “jurisdiction” refers to any level of government, including federal, state, county and city. So, when you’re planning your labor law compliance strategy, be sure to dive into the requirements each individual level. There are about 22,000 jurisdictions across the U.S. with the authority to issue labor law poster requirements.
K – KEEP IT UP!
Your labor law poster program requires year-round maintenance, as not all posters may update Jan. 1. Stay on top of your program to ensure all your locations always have the most up-to-date posters.
Do You Need to Buy Labor Law Posters Every Year?
L – LEGISLATION
Legislation refers to the proposals to change the laws on which labor law posters are based. In the past few years, we’ve seen an increase in legislation in all areas of labor law, especially minimum wage, paid leave, sexual harassment, ban the box, salary history bans and equal pay.
M – MINIMUM WAGE
Minimum wage laws are popping up across the country, often fueled by the move to $15, which makes managing rates across multiple locations more challenging for employers. And they’re always updating with new rates.
Minimum Wage Management. Simplified.
N – NOTICES
Employment laws sometimes require employers to give employees notice about the law. The notice requirements are like similar requirements, but there are differences.
What’s the Difference Between Posters and Notices?
O – OFCCP
The Office of Federal Contract Compliance Programs (OFCCP) ensures those who do business with the federal government (contractors and subcontractors) are in line with the legal requirements to take affirmative action and not discriminate based on race, color, sex, sexual orientation, gender identity, religion, national origin, disability or status as a protected veteran.
P – PAID LEAVE
Paid leave allows employees to earn a portion of their pay while they take time away from work to address a health condition, care for a family member with a serious health condition, or care for a newborn, newly adopted or newly placed foster child.
Paid Leave Management. Simplified.
Q – QR CODES
QR codes are an easy way for you and your location managers to audit your labor law posters. Use a mobile device to scan the QR code located at the bottom of your poster to determine whether your poster is compliant or needs to be updated.
QR Code Technology for Labor Law Posters
R – REMOTE WORKERS
Remote workers need labor law posters, too! Try providing them with electronic poster files, such as the Intranet Poster Program, to make sure they have 24/7 access to the latest updates.
S – SPANISH
Spanish labor law postings are often required for employers with a certain percentage of Spanish-speaking employees. For example, many California labor law postings are required for employers whose workforce is made up of 10 percent or more non-English, Spanish-speaking employees.
Required Spanish Labor Law Postings
T – TRAINING
Many labor laws require employee training upon hire or after a specified period. The Delaware Discrimination in Employment Act (DDEA) requires employers to not only distribute an official information sheet to employees, they must also provide interactive sexual harassment training within one year of the start date, followed by retraining every two years thereafter.
U – UPDATE PROGRAM
With the abundance of labor law postings, large employers are challenged with keeping up with all posting updates. A labor law poster update program can help keep everything organized, so you can focus on what you do best! Check out the GovDocs Update Program for details.
V – VERIFICATION
Wondering whether updated labor law posters made it on your locations’ walls? Sometimes, poster shipments are misplaced, lost or forgotten in the corner of the backroom. The solution? Verify which locations have displayed new posters with GovDocs PosterCheck.
W – WAGE ORDERS
Wage orders regulate wages, hours and working conditions in certain industries or occupations. They may be required for certain employers in California, Connecticut and New York.
X – ‘XTRA’ COMPLIANCE ESSENTIALS
Does your compliance program have the “xtra” essentials? Planograms and visual poster guides are essentials to help ensure locations have the required labor law posters. And branded labels help eliminate unnecessary spending on replacement labor law posters. Luckily, both are features of the GovDocs Update Program.
Y – YOUTH LABOR
Youth labor laws are meant to protect the educational opportunities of youth and prohibit their employment in jobs that negatively affect their health and safety. The most well-known federal law that restricts the employment and abuse of child workers is the Fair Labor Standards Act (FLSA).
Z – ZZZZZZ!
Don’t sleep on labor law poster compliance! Many employers will just assume the risk and refrain from displaying labor law posters. However, employers should support a strong labor law poster compliance program to avoid fines and litigation.
This Employment Law News blog is intended for market awareness only, it is not to be used for legal advice or counsel.
with GovDocs Employment Law News
Who is GovDocs?
GovDocs simplifies employment law compliance for large, multi-jurisdiction employers in the U.S. and Canada. The GovDocs software platform integrates three solutions in one convenient place to help you master the employment laws impacting your business. Whether you manage a postings, minimum wage or paid leave program, our products cut through research time, provide proactive insights into the everchanging landscape of employment laws and reduce the risk of noncompliance. The company is headquartered in Eagan, Minn.
The GovDocs Poster Store simplifies posting compliance for employers with less than 30 locations across all industries, offering a variety of posting products to meet your labor law compliance needs.