It’s a question that comes up at the start of every year: How to audit your labor law poster program?
At first, it might seem simple. Define your locations, determine the appropriate postings, get them displayed.
Of course, it’s never that easy.
Below, we will examine some basic steps for employers, best practices and tools to assist you.
How to Audit Your Labor Law Poster Program
First, employers should ask themselves some basic questions about their labor law posters:
- Are they in the correct area and in the right format?
- When was the last time I sent updated posters to my locations?
- Are my labor law posters meeting all my employees’ needs?
The proliferation of new laws at the city and county level has led to a more complex process for labor law poster compliance. Here is where it’s important to know a location’s exact boundary.
For example, there is a mall in California that straddles two jurisdictions, meaning different posters may be required at different locations in the mall.
Meanwhile, labor law posters get updated regularly. At a basic level, employers should:
- Ensure location managers are displaying posters in a conspicuous location
- Cross-reference compliance dates on posters with government websites
- Calculate workforce composition to determine the potential need for non-English postings
- Note poster size and font requirements
- Update fill-in-the-blanks postings
- Dispose of old posters
- Develop a plan for remote workers
Remember, too, that in the event of an audit from a government official, they look beyond postings at recordkeeping requirements, break periods, job classifications and more.
Tools for Auditing Labor Law Posters: Best Practices
What does all this add up to? A major headache for large, multi-jurisdiction employers.
Fortunately, labor law poster vendors have tools available to help businesses remain complaint with their program. About 98 percent of large employers outsource poster compliance.
A strong labor law poster vendor will often include a dashboard, which provides a visual representation of locations, shipments, updates, required posters and more.
One of the more challenging aspects of labor law poster compliance is knowing which posters are required. Planograms can help.
These simple guides help:
- Ensure locations have the required federal, state, county and city labor law posters
- Verify labor law posters are up-to-date
- Provide display locations according to posting audiences
Branded Shipping Labels
One hiccup compliance teams face is when a poster was delivered but not opened. With branded shipping labels, labor law posters look like they came from the corporate office, helping location managers realize their importance at a glance.
At GovDocs, our patent-pending PosterCheck® product fills the gap between the delivery of labor law posters and their display.
Posters ship with a removable QR code that, once scanned, automatically notifies headquarters that a poster has been displayed. The scan also let’s location managers know a poster has been confirmed as displayed.
Likewise, GovDocs’ ComplianceCheck determines whether a poster is in compliance. Scanning the QR code gives location managers one of three messages:
- Green: Poster is compliant
- Yellow: Poster is updated – new poster pending shipment
- Red: Poster is not compliant
Posters for Remote Workers
Lastly, with so many employees working from home, maintaining labor law poster compliance takes on an added level of complexity.
Some vendors offer an intranet poster program, updating new postings automatically and giving employees easy access to their applicable posters.
The COVID-19 pandemic has put a spotlight on employment law compliance, labor law posters being no exception.
While the task of ensuring dozens of locations are complaint may seem daunting, establishing a strong process and taking advantage of the available tools can give you peace of mind and help you focus on other responsibilities.