Think you can save money by managing poster compliance on your own? Proceed with caution! Although certain government posters are available for free, they’re anything but, when you look at the whole picture. For your business to handle posting compliance in–house (especially if you’re a multi–site company), you’ll need a considerable amount of time, knowhow and resources–all of which carry a cost, whether directly or indirectly.
Here’s what it takes to do it yourself:
Determine the postings your business needs.
The first step is figuring out the necessary postings for applicants and employees (including federal, state, city, and industry–specific postings), whether the compliance posters are mandatory or recommended, and any size, font, color or layout requirements. You also must review the foreign language obligations for each posting. (Currently, 22 states require certain postings to be displayed in multiple languages even if your entire workforce speaks English proficiently.)
Obtain names and contact information for each issuing government agency.
Posters are issued by multiple agencies — there isn’t a one–stop government resource for them. You must research the various agencies and where/how to reach them. This could mean contacting up to nine different agencies in each state to obtain federal and state–mandated postings.
Make adjustments to comply with size/font requirements.
If you download postings from government websites, you must whether the printouts meet the legal requirements for size, font, color and layout. This typically involves legal research (size/font requirements may be buried in statutory language, regulations or agency guidelines) and/or additional contact with the issuing agency. If your printouts do not comply, you must adjust the format using a photocopier, scanner, other office equipment, or use a copy/design service.
Post individual paper sheets and maintain posting centers.
Once you have all the required postings, you’ll need to mount the individual paper sheets at each posting location throughout your business. Because you’re using individual sheets of paper, you’ll need to take steps to secure and protect each posting site to prevent the postings from being altered, removed or damaged.
Continually monitor laws and government websites for posting changes.
You must regularly check back with government agencies to determine when/if the posters change. Although agencies regularly issue new and updated postings, they don’t notify businesses about them. It’s up to you to stay on top of this. Plus, the timeline with updated posters varies. Posters may not be released for months or even years after a legal change, or new mandatory labor posters may be available within days of a new law going into effect.
Determine whether posting changes are mandatory.
Whenever you discover a posting change, you must determine whether it’s “mandatory” (requiring a new or updated posting) or “non–mandatory” (nice to have, but not legally required). Agencies rarely indicate this on their websites, so you may need to contact the issuing agency, review agency guidelines or press releases, or conduct additional legal research. On top of that, you need to be on guard against unscrupulous poster companies claiming all posting changes are mandatory.
Pinpoint effective date of new posting requirements.
Government websites may not specify when a poster change goes into effect. In some cases, you can find the date on the poster itself; in other cases, you must research the underlying posting law to identify the effective date and the posting requirement.
Distribute the postings (and updates) to all locations.
Another challenge is making sure each location has the right information at the right time. For a company that operates multiple locations in multiple states, it can be a full–time job just to keep up with poster changes and see to it that every posting is distributed and properly displayed.
Save time and money with Poster Guard® Compliance Protection.
Given the costs associated with noncompliance (including government fines up to $17,000 per location and possible employee lawsuits), it’s just not worth it to manage compliance on your own. Especially for companies operating multi–site locations in multiple states, turning to a resource like Poster Guard Compliance Protection can be a tremendous value — both in terms of shifting the workload and reducing risk. Only Poster Guard Compliance Protections provides 365 days of hassle-free labor law posting compliance — guaranteed!