Displaying labor law posters is only part of an employer's duty to keep employees informed of their rights. Many of the same laws also require you to give certain notices, or handouts, directly to employees.
Understanding Employee Notices
Under numerous federal, state, county and city labor laws, employers are required to distribute certain notices directly to employees under specific circumstances. Like the posters, these notices cover a wide range of topics, vary by location and change as often as laws are added or updated.
Nationwide, more than 400 mandatory employee notifications are issued by government agencies. Some must go to all employees on a set schedule, such as annually. Others are event-driven, required only when a specific situation occurs, such as:
- A new hire
- A change in pay or status
- Open enrollment
- A request for leave or protected time off
- A workplace injury
- A pregnancy or accommodation request
- A termination or separation
The Risk of Noncompliance
Like labor law postings, the penalties for not complying with employee handout requirements can be severe. Federal penalties can add up to more than $26,000 per violation for failing to provide required notices or distributing outdated ones. Daily fines can also apply when notices are not provided within the timeframe specified by the law. Fines at the state, county or city level typically range from $100-$500 per violation.
While fines can be costly, the bigger danger is employee lawsuits. Under some laws, you can lose certain defenses if you fail to inform employees of their rights. The statute of limitations, for example, limits the timeframe during which an employee can sue an employer for a particular offense. Courts may extend that window when an employer fails to give proper notice of employee rights, which can lead to larger judgements.
Easily Meet the Legal Requirements
Managing mandatory employee handouts is a challenge. You must know which notices apply and when to distribute each one, then track them down across the many government agencies that issue them.
Our Mandatory Employee Handout Service gives you year-round, online access to every required federal, state, county and city notice. Backed by our legal team, we continually monitor employment laws and update your handouts automatically, then email you whenever a mandatory change takes effect. You can send notices to employees electronically or print them for distribution, and each one includes attorney-written instructions on which to use and when.
