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Workplace Compliance Posters: The Importance of Keeping Your Employees Informed and Protecting Your Business

Did you know that business owners are legally required by the Department of Labor as well as state and local governments to display posters outlining employee rights? The posters keep staff informed and aware of how and where to submit a complaint if the employer violates their rights.

Posters also protect your business. There are steep fines for an employer that fails to post or improperly posts. The U.S Equal Employment Opportunity Commission (EEOC) has released a new Federal EEOC poster named “Know Your Rights”, which replaces the previous “EEO is the Law”. The revised poster clarifies that sex discrimination includes bias based on sexual orientation or gender identity, uses plain language for easier understanding, and adds a QR code for fast digital access to “how to file a charge”.

Workplace Compliance Posters and Their Significance

There are many posters that a company may need to display in order to stay compliant. Some are required, while others are not. The total number of employees, the type of business, where the business is located, annual revenue, and whether the business has federal contracts are some factors that will determine which posters must be conspicuously displayed.

The most common posters that organizations must display are the Fair Labor Standards Act (FLSA) Minimum Wage poster, the U.S. Equal Employment Opportunity Commission (EEOC) poster, the Family and Medical Leave Act (FMLA) poster, and the OSHA Job Safety and Health: It’s the Law poster. Businesses must display these posters where employees can see them, which is why they are often found in employee break rooms, communal kitchens, and cafeterias. Below are brief descriptions of each.

Fair Labor Standards Act (FLSA) Minimum Wage Poster: The FLSA is a federal law that establishes minimum wage, overtime pay eligibility, recordkeeping, and child labor standards affecting workers. The FSLA poster explains the employee’s rights to the aforementioned items and how to contact the Wage and Hour Division of the Department of Labor if their rights are being violated. View the poster here.

U.S. Equal Employment Opportunity Commission (EEOC) Poster: The EEOC enforces federal laws that make it illegal to discriminate against a job applicant or an employee because of the person’s race, color, religion, sex (including pregnancy, transgender status, and sexual orientation), national origin, age (40 or older), disability, or genetic information. The latest EEOC poster is called “Know Your Rights” and focuses on using plain language and bullet points to make it easier for both employers to understand their legal responsibilities and for employees to know how to contact the EEOC for assistance. View the poster here.

Family and Medical Leave Act (FMLA) Poster: The FMLA entitles eligible employees of covered employers to take unpaid, job-protected leave for specified family and medical reasons while continuing their health insurance benefits. Eligible employees are entitled to twelve weeks of protected leave for things like the birth of a child, adoption, or foster care placement of a child, caring for an ill relative, a serious health condition, and more. The FMLA poster explains the eligibility requirements, how to request leave, and what the employee is entitled to. View the poster here.

OSHA Job Safety and Health: It’s the Law Poster: OSHA stands for Occupational Safety and Health Administration. Their mission is to ensure safe and healthy working conditions for workers by setting and enforcing standards and by providing training, outreach, education, and assistance. This poster informs workers about their right to a safe and hazard-free workspace, as well as their right to report a concern or complaint if they have one. View the poster here.

How to Address and Display Compliance Posters for Your Remote Workforce

Since the pandemic, remote work has gone from being relatively uncommon to a way for businesses to promote a healthy work/life balance, as well as attract and retain talent.

But this new style of work may cause an issue for employers legally required to display posters where employees can easily see them. How can you ensure remote staff views the posters? Some businesses have a company intranet or an employee portal where workers can access their paystubs, request PTO, and other necessary items. These are good places to display the posters virtually and ensure employees have access. Though these posters may not be on your employees’ minds, encourage them to review them the next time they visit the break room. Keep in mind that if you have remote employees working in other states, you must comply with any local laws, which may require additional posters.

To recap:

  • Compliance posters are a legal requirement.
  • Posters shouldn’t be an afterthought; it is an employer’s legal responsibility to keep workers informed of their rights and what they should do if the employer infringes upon them.
  • In an office setting, conspicuous placement of the posters is required by law.
  • It’s your responsibility to know and follow local and state requirements for remote workers.
  • Posters must be available to remote employees electronically.

Compliance Posters Help Protect the Rights of Employees

It can be challenging for small to mid-sized business owners to figure which posters need to be displayed in the workplace. At PrestigePEO, we understand the needs of small business owners and have designed our services to make running your business easier. We will partner you with a team of HR specialists available for all your needs, anything from what posters you need to display to interpersonal issues in the office, payroll administration, and more. Our clients also have access to our top-of-the-line employee portal, PrestigePRO, where your employees can easily access the information they need. Contact us today to get started.