DOL: Authorizing Electronic Payments of Civil Money Penalties

Where compliance and safety intersect

Several OSHA and Environmental Protection Agency (EPA) standards overlap, yet facilities often treat them as separate worlds. OSHA’s Hazard Communication standard requires clear labeling and training, while EPA’s hazardous waste rules demand compatible labeling, containment, and emergency planning. Both sets of regulations aim for the same outcome, which is to prevent harm to people and the environment.

When environmental and safety programs coordinate using unified labels, joint inspections, and shared training, compliance becomes simpler and safer. The goal isn't to double the paperwork; it's to eliminate the gaps between programs where accidents tend to happen.

The pitfalls and how to fix them

Many facilities unintentionally create risk through small, everyday habits. A “temporary” container sits too long and becomes a forgotten storage drum. Workers mix incompatible residues, not realizing how reactive they can be. Gloves designed for a certain chemical don't protect against concentrated waste. All too often, basic housekeeping is overlooked, like open funnels, overfilled containers, or clutter blocking access around drums. These issues rarely start with negligence; they start with assumptions. When waste handling feels routine, people stop seeing it as hazardous. That's when accidents occur. The solution is a unified, proactive approach. Waste areas should be treated as active work zones, not as storage closets. That means safety and environmental staff walking the same floor, inspecting the same containers, and addressing both compliance and ergonomics together. Training should connect the dots between RCRA waste management, hazard communication, and personal protective equipment; it should help workers understand that residues can behave differently than the materials they started with.

Physical improvements also matter. Adding spill pallets, proper lighting, mechanical drum lifters, and ventilation can reduce both environmental violations and injuries. Like safety, when something goes wrong (such as a leak, overfill, or a missing label), it should be handled as a near miss. Treating these events with the same attention as a near miss will prevent recurrence and reinforce accountability.

Waste reduction = risk reduction

Waste prevention isn't just an environmental initiative; it's one of the strongest safety strategies a company can adopt. Fewer materials used means fewer containers stored, moved, or disposed of. Choosing less hazardous chemicals, ordering smaller quantities, and tracking where waste originates all reduce exposure opportunities. Every gallon of solvent avoided is one less gallon that can leak, spill, or ignite.

Keys to remember: When OSHA and EPA priorities are treated as one, the workplace becomes not only more compliant but also genuinely safer for everyone.

The importance of CPR and early defibrillation

For every minute a patient is in cardiac arrest, their chances of survival decrease dramatically. When a patient doesn’t have a pulse and isn’t breathing, CPR should be performed until an AED is available. It’s important to note that CPR alone does not restart the heart. CPR is an oxygen circulation procedure. AEDs, on the other hand, are meant for lifesaving intervention.

CPR and early defibrillation are vital components of the emergency medical services (EMS) chain of survival that increases the odds of cardiac patient survival. However, according to the American Heart Association (AHA), even the best CPR can’t provide enough circulation of oxygen to the brain and heart for more than a few minutes. In fact, a patient whose brain is deprived of oxygen for 10 minutes or more seldom recovers.

Signs and symptoms of cardiac compromise

Just like a reliable vehicle, the circulatory system is the human body’s blood transportation system, and the heart is the engine. Amazingly, the heart generates its own electrical impulses, pumping in a regular, rhythmic manner. As with any engine, the heart requires a certain amount of pressure to function and doesn’t work well when clogged with grease or debris. The most common causes of sudden cardiac arrest include a heart attack, electrocution, and asphyxiation — all of which could occur in the workplace. Common signs and symptoms include:

• Chest pain accompanied by a crushing or squeezing sensation,
• Pain that radiates to the jaw or arm,
• Irregular pulse and/or abnormal blood pressure,
• Shortness of breath,
• Cool and sweaty skin,
• Nausea and vomiting, and
• Anxiety or feeling of impending doom.

CPR provides the pressure for the body’s “engine” to oxygen circulating, while an AED provides the electrical impulses to keep the engine pumping.

OSHA requirements regarding CPR

OSHA 1910.151 requires first aid treatment be provided in the absence of an infirmary, clinic, or hospital in near proximity to the workplace used to treat injured employees. This may include assisting a victim of cardiac arrest using CPR or defibrillation.

OSHA requirements for CPR and defibrillation differ considerably. Standards requiring CPR include:

• 1910.146 Permit-required Confined Spaces
• 1910.266 Appendix B: Logging Operations – First Aid and CPR Training
• 1910.269 Electric Power Generation, Transmission, and Distribution
• 1910.410 Qualifications of Dive Team and
• 1926.950 Construction Subpart V, Power Transmission and Distribution

OSHA recommends basic adult CPR refresher training and retesting every year, and first aid training at least once every three years. CPR training include facilitated discussion along with ’hands-on’ skills training that uses mannequins and partner practice.

OSHA requirements regarding AEDs — you might need a prescription

Though OSHA recognizes AEDs as important lifesaving technology that plays a role in treating cardiac arrest, the agency doesn’t currently require their use in the workplace. Instead, OSHA wants employers to assess their own requirements for AEDs as part of their first aid response.

AEDs are considered Class III medical devices which means the Food and Drug Administration (FDA) has some oversight on their use. Almost all AEDs require the purchaser to obtain a prescription from a physician under FDA regulations. The prescription process is meant as a quality control mechanism to ensure AEDs are properly maintained, that all designated responders are properly trained, and assist employers with establishing an emergency response plan for their workplace AED program.

The AHA requires AED operators to also receive CPR training as an “integral part of providing lifesaving aid to people suffering sudden cardiac arrest.” Though easy to use, each AED is slightly different, so training helps users understand the unique traits and supplies for the individual units at their workplace. Additionally, AED users must be trained to understand the signs of a sudden cardiac arrest, when to activate the EMS system, and how to perform CPR.

AEDs are light, portable, easy to use, and inexpensive. They’re best placed near high-hazard areas such as confined spaces, near electrical energy, or in remote work areas. Response time to reach AEDs should be kept within 3–5-minutes.

Training requirements

Many states require or encourage CPR and AED training from nationally recognized organizations. Any AED training should include CPR training. OSHA doesn’t offer first aid or CPR training, nor certify trainers. Training by a nationally recognized organization, such as AHA, the American Red Cross, or National Safety Council is recommended.

Keys to Remember

While OSHA doesn’t currently require the use of AEDs in the workplace, they do expect employers to assess their own AED requirements as part of their first aid response. AED training is required by most states and should include CPR with a hands-on practical component.

Start with the basics: Registrations and permits

Every vehicle in your fleet must have up-to-date registration and the correct permits for the states and regions it operates in. This includes:

• Current/active USDOT number and authority,
• IRP (International Registration Plan) vehicle registration for multi-state travel,
• IFTA (International Fuel Tax Agreement) for fuel tax reporting,
• Oversize/overweight permits,
• Hazmat permits, and
• Motor carrier (MC) numbers for intrastate operations.

Make sure these documents are both current and easily accessible — in the vehicle and in your office records. Auditors won’t be happy about waiting while you dig through file cabinets.

Keep your records audit-ready

Auditors may ask to see a range of documentation related to your operations, including:

• Dispatch records,
• Hours-of-service records,
• Fuel receipts,
• Electronic logging device (ELD) data and backups,
• Bills of lading, and
• Lease agreements.

Small fleets often rely on manual systems, but even simple digital tools can help you stay organized and reduce the risk of missing key documents.

Keep track of renewals and deadlines

Permits and registrations have expiration dates and missing one can lead to costly downtime. Set calendar reminders or use fleet management software to track renewal dates. Some states also require periodic updates to your USDOT number or operating authority, so stay alert to notices from states and FMCSA.

Train your team

Your drivers and dispatchers play a role in compliance too. Make sure they know what paperwork needs to be in the cab, how to handle roadside inspections, and how to report issues like expired plates or missing permits.

Being audit-ready isn’t just about avoiding penalties, it’s about building a reputation for reliability and professionalism. When your paperwork is in order, your trucks stay on the road, your clients stay happy, and your business stays strong.

Which vehicles are regulated under NY HUT?

Under this state highway use/mileage tax program, public highways include any public highway, street, avenue, road, public place, public driveway, or any other public way. It does not include toll-paid portions of the New York State Thruway.

A motor vehicle includes any:

• Truck, tractor, or other self-propelled device, and any trailer, semi-trailer, or dolly, or other device that is drawn having a gross weight, alone or in combination with another motor vehicle, trailer, semi-trailer, dolly, or other device of more than 18,000 pounds;
• Truck with an unloaded weight of more than 8,000 pounds; and
• Tractor with an unloaded weight of more than 4,000 pounds.

Your vehicle is regulated. Now what?

Before operating a motor vehicle on the public highways of New York State you must:

• Obtain a certificate of registration and decal for each motor vehicle subject to the highway use tax, and
• Regularly file HUT returns.

You must keep the certificate of registration at your regular place of business.

The decals are not transferable and must be securely and conspicuously affixed as follows:

• Truck, tractor, or other self-propelled vehicle: On the body, which includes the bumper of the vehicle, as near as possible to the front registration (license) plate.
• Trailer used to transport automotive fuel: On the body, which includes the bumper of the vehicle, as near as possible to the rear registration (license) plate.

Are trip permits available?

If you only occasionally operate a motor vehicle in New York State, you can get a trip certificate of registration instead of registering, obtaining a decal, and filing HUT returns.

How do I pay the tax?

You must file a HUT return and pay tax due on a quarterly basis, starting with the calendar quarter when you began operations in New York State. The tax is based on mileage traveled on New York State public highways and is computed at a rate determined by the weight of the motor vehicle and the method that you choose to report the tax. You must file a return even if no tax is due.

What are the recordkeeping requirements?

Every motor carrier subject to the tax must keep detailed daily records of the miles traveled in New York by each vehicle that has been issued a certificate of registration. The records must substantiate your actual miles traveled.

Are thruway miles taxable?

Miles traveled on the portions of the New York State Thruway that are considered toll-paid mileage are not subject to the highway use tax. You must establish Thruway travel with:

• Toll receipts or monthly invoices; or
• Other records like bridge tickets, vehicle logs, fuel receipts, etc., that establish travel on a qualified portion of the Thruway where no toll is collected but the mileage is considered toll-paid mileage (for example, one-way tolls).

What are the consequences of noncompliance?

If you do not comply with the HUT law, the NY tax department may:

• Deny you a certificate of registration to operate a motor vehicle in New York State, or
• Suspend or revoke your certificate.

Failure to comply may also subject you to criminal fines, imprisonment, or both.

Key to remember: To avoid penalties when operating in New York State, remember to register for HUT, display the proper decal, keep accurate records, and file your quarterly returns on time.

Official definition

Under 49 CFR 171.8, a hazmat employee is defined as a person who is:

• Employed on a full-time, part-time, or temporary basis by a hazmat employer and who, in the course of such employment, directly affects hazardous materials transportation safety;
• Self-employed (including an owner-operator of a motor vehicle, vessel, or aircraft) transporting hazardous materials in commerce;
• A railroad signalman; or
• A railroad maintenance-of-way employee.

This term includes individuals who:

• Load, unload, or handle hazardous materials;
• Design, manufacture, inspect, mark, maintain, recondition, repair, or test packaging used for hazardous materials;
• Prepare hazardous materials for transportation;
• Are responsible for the safety of transporting hazardous materials;
• Operate vehicles used to transport hazardous materials.

Basically, if your job directly affects how hazardous materials are packaged, labeled, documented, or transported, you’re likely considered a hazmat employee under PHMSA’s eyes.

Why does it matter

Being classified as a hazmat employee comes with specific responsibilities and legal requirements. PHMSA requires that all hazmat employees receive training to ensure they can safely and effectively perform their duties. This training helps prevent accidents, protect public health, and ensure compliance with federal regulations.

Real-world examples

Let’s say you work in a warehouse and occasionally load pallets of paint onto trucks. Even if you don’t drive the truck or prepare shipping papers, your role affects hazmat transportation safety. You’re a hazmat employee. Here’s another example, maybe you’re a packaging engineer who designs containers for corrosive materials. Even if you never touch the product, your work directly impacts how safely it travels. Again, you would be considered a hazmat employee.

Key to remember: PHMSA’s definition of a hazmat employee is intentionally broad to ensure that everyone involved in the hazmat transportation chain is properly trained and prepared. If your job touches hazmat in any way, it’s worth checking whether you fall under this definition and making sure your training is up to date.

A summary of the requirements

Documentation

Addressing the issue

The utility exemption explained

This exemption applies to drivers of vehicles that qualify as “utility service vehicles” as defined in 395.2.

Here is a critical point: The vehicle/driver must meet all three requirements listed in the definition of a utility service vehicle provided in 395.2 to be able to use this exemption. The three requirements are:

• The driver/vehicle must be repairing, maintaining, or operating structures or other physical facilities necessary for the delivery of public utility services,
• The driver/vehicle must be involved in activities related to the ultimate delivery of utility services to the consumers, and
• Except for any occasional emergency use, the driver/vehicle must operate primarily within the service area of a utility’s subscribers or consumers.

Drivers involved in building new utility structures in general are not eligible for this exception. However, if the driver is going back and forth from new construction to repairing, maintaining, or operating utility infrastructure, the driver will be covered by the exemption when involved in these activities, but not covered while involved in new construction.

When involved in new construction and covered by the hours-of service requirements, the driver would have to follow the limits in the hours-of-service regulations and maintain a log (or a time record if the 150 air-mile exemption applies). If the driver had to complete a log more than 8 days in the previous 30 days, the driver would have to use an electronic log on the days the driver is required to log.

A new question

The appeals court didn’t rule that the company’s actions were illegal but rather sent the case back to the circuit court to consider a new question. In its opinion, the appeals court cited the 2023 U.S. Supreme Court ruling, Muldreow v. City of St. Louis. In that case, the high court said that harm from a discriminatory employment action “need not be significant” to violate Title VII of the Civil Rights Act of 1964 (Title VII).

So, in Bilyeu, the appeals court decided the lower court should, based on Muldreow, consider whether the unpaid leave caused some (even insignificant) harm to the employee’s terms or conditions of employment because of religion. If it did cause harm, it would be considered religious discrimination under Title VII.

Examples of harm that might be caused by putting an employee on unpaid leave could include:

• Reduced income,
• Interruptions to ongoing projects, and
• Reduced connections with coworkers.

A lesson for employers

While the outcome in this case remains unknown, there is a lesson here. Employers should use caution when suggesting unpaid leave as an accommodation.

When an employee truly cannot work, using unpaid leave can be a reasonable accommodation under the Americans with Disabilities Act. However, it’s likely not a reasonable accommodation in a religious accommodation situation. In fact, unpaid leave could be viewed as an adverse employment action in a religious accommodation case.

If, for example, an employee asks to switch shifts in order to have Saturdays off to observe the Sabbath, but is instead told to take Saturdays off without pay, that might appear to a court to be an “adverse employment action” because the employee is able to work on other days.

Another example is if a manager sends an employee home without pay because the employee refuses to attend a company-sponsored prayer breakfast that conflicts with the employee’s beliefs, the employee might have grounds for a religious accommodation claim.

When an employee requests an accommodation based on religious beliefs, don’t go to “unpaid time off” as the answer, but rather look for ways for the person to “work differently,” whether that means a different shift or a different activity than the one they object to.

Key to remember: Sending an employee home without pay might cause harm to the employee and should not be the go-to response to a religious accommodation request.

Susan’s case — What didn’t work for the employer

Susan suffered from a chemical sensitivity to scented substances such as perfume, body lotion, aftershave, cologne, hand cream, hair spray, deodorant, and various cleaning products.

Exposure to these and other irritants caused headaches, nausea, chest tightness, cough, and nasal problems. Susan’s condition required her to seek medical care and, when possible, avoid exposure to irritants. As a result, this condition affected major parts of Susan’s daily life. For example, she had to avoid detergent aisles at grocery stores and close contact with people wearing perfume or other scented products.

One day, a coworker who wore strong perfume transferred into Susan’s department. This person worked close to Susan and also used a room deodorizer. Shortly after the coworker arrived at her workstation, the smell of her perfume and deodorizer overcame Susan, causing her to leave work.

On a later date, Susan asked the coworker to unplug the room deodorizer and refrain from wearing perfume. This person unplugged the deodorizer but refused to stop wearing perfume.

Susan eventually complained to her supervisor about the coworker's perfume and requested that the company implement a "No Scent” policy prohibiting employees from wearing fragrances in the workplace as an accommodation to her chemical sensitivity. However, the employer denied Susan’s request and didn’t offer any alternative accommodation. 

As a result of her exposure, Susan:

• Missed a substantial amount of work time,
• Received extensive medical treatment, and
• Sued her employer.

Susan claimed that her employer failed to accommodate her chemical sensitivity under the ADA.

The employer tried to have the case thrown out, arguing that Susan’s condition wasn’t a disability. The court disagreed, as the condition was a physiological disorder that affected Susan’s special sense organs and her respiratory system.

McBride v. City of Detroit, Eastern District of MI, No. 07-12794, November 28, 2007.

Linda’s case — What DID work for the employer

Linda’s situation was similar to Susan’s. Linda’s employer, however, responded differently. It:

• Implemented a fragrance-free workplace policy,
• Moved Linda’s workstation,
• Improved air filters in the area, and
• Put fans in Linda’s vicinity.

Linda continued to miss work, sometimes for reasons unrelated to her condition. The employer fired her for the absences.

The court said the employee didn’t show a connection between her termination and her condition or accommodation requests. It also said that the employer couldn’t have provided an absolutely odor-free environment. The employer met any obligations it had to accommodate Linda’s allergies.

Kaufmann v. GMAC Mortgage, 3^rd Circuit Court of Appeals, No. 06-3019, July 5, 2007.

Key to remember: Festive scents might evoke the warmth, flavors, and traditions of the holiday season, but don’t let them evoke a disability discrimination claim.

HR investigation

Warren’s therapist told the employer that he was her patient and that they had been working on managing his anger. She suggested ways the employer could help Warren avoid letting his anger boil over again.

Years earlier, Warren had received diagnoses for major depressive disorder and anxiety, but the therapist didn’t mention any disability or other mental health issues.

The HR investigation also revealed that Warren was an avid gun owner, often talked about guns with coworkers, and handed out cards for his gunsmithing business.

Employer terminates employee

The employer talked with Warren about how he could return to work. After discussing some options, the employer said that he would need to submit “something, anything…saying that…[he] was able to return to work” and “wouldn’t harm himself or someone else.”

The employer put Warren on leave under the federal Family and Medical Leave Act (FMLA) and worked to connect him with professionals who could provide the return-to-work certification he needed. Warren didn’t provide the certification. The employer then fired him. He sued, in part, for being forced to take FMLA leave and not being accommodated under the federal Americans with Disabilities Act (ADA).

Threat of violence overrides claim

The court ruled that the FMLA “says nothing about an employer's ability to ‘force’ an employee to take such leave, and such forced leave, by itself, does not violate any right provided by the FMLA.”

The court also said that “threatening other employees disqualifies one” from protection under the ADA.

Murphy v. Forest River Inc., Northern District of Indiana, No. 1:24-CV-170, September 29, 2025.

Key to remember: Employees who violate a workplace violence policy can undermine their own protections under the FMLA and the ADA.

OSHA’s announcement on helmets vs. hard hats

OSHA released a Safety and Health Bulletin (SHIB 11-22-2023) on November 22, 2023, detailing the key differences and benefits of using modern safety helmets over traditional hard hats.

And just a few weeks later, in the December 11, 2023 Trade Release, the Agency announced it would now require its inspectors to wear Type II head protection, which is also commonly referred to as safety helmets.

The two main benefits of Type II safety helmets

The November 22, 2023 SHIB discussed two main benefits of choosing modern safety helmets over traditional hard hats -- the construction of materials and the use of chinstraps.

And while OSHA has recognized the benefits of Type II safety helmets, and is actively taking steps to protect its own employees, it’s important to understand that there is not a new requirement for employers to make the switch to safety helmets.

That being said, a growing number of employers have recognized the benefits of added head protection and are choosing to use Type II helmets for their workers. In addition, some clients are starting to contractually require their construction contractors to make the switch as well.

Understanding the different types of head protection

Hard hats will have a Type I or Type II rating on the manufacturer’s sticker. These markings are based on ANSI Z89.1’s impact ratings.

Type I hard hats protect from objects or impacts from the top center area of the hard hat and are often used in work areas with no lateral head impact hazards.

Type II hard hats, on the other hand, offers protection from both top and lateral impacts and objects and is often found on construction job sites or complex general industry settings where workers face multiple head contact exposures.

Hard hats are classified based on their level of voltage protection. See the chart below.

Choosing the right head protection for your employees

Employers should conduct a job hazard analysis and/or a PPE assessment to determine which style hard hat is best for their workers. In general, OSHA recommends the use of Type II safety helmets at the following locations:

1. Construction Sites: For construction sites, especially those with high risks of falling objects and debris, impacts from equipment, or slips, trips, and falls, safety helmets have enhanced impact resistance and additional features that offer superior protection compared to the components and construction of traditional hard hats.

2. Oil and Gas Industry: In these sectors where workers face multiple hazards, including potential exposure to chemicals and severe impacts, safety helmets with additional features can provide comprehensive protection.

3. Working from Heights: For tasks or jobs that involve working from heights, safety helmets offer protection of the entire head and include features that prevent the safety helmet from falling off.

4. Electrical Work: For tasks involving electrical work or proximity to electrical hazards, safety helmets with non-conductive materials (Class G and Class E) provide protection to prevent electrical shocks. However, some traditional hard hats also offer electrical protection.

5. High-Temperature Environments: In high temperatures or where there is exposure to molten materials, safety helmets with advanced heat-resistant properties can provide additional protection to workers.

Key to remember: While there isn’t a new requirement for safety helmets, employers should review their workplace hazards to determine which style of hard hat will best protect their employees.

Serious violations and penalties at the federal level

A “serious violation” relates to a substantial probability that death or serious physical harm could result, and the employer knew or should have known of the hazard. These violations may have a maximum penalty of $16,550. They can climb to $165,514 if they are also willful or repeat. (Note that maximums go up annually with inflation.) Still, on average most penalties never get that steep. The average federal OSHA penalty was just $3,794 in FY 2024.

State penalty statistics for serious violations

Twenty-two state-plan states run their own workplace safety and health program for the private sector, not federal OSHA. These states handle enforcement, so their approach to doling out penalties will differ. Federal OSHA prefers to see state-plan state penalties within 25 percent over or under the federal OSHA amount. That would be a range of $2,845 to $4,742 for FY 2024. Given those parameters, it turns out six states were too high in FY 2024, and 10 states were too low. Check out our table below:

Source: OSHA’s Federal Annual Monitoring Evaluation (FAME) Reports for FY 2024

Key findings for the state enforcement data

California led the pack with an average of $8,331 for each serious safety or health violation in FY 2024. This figure was followed by New Mexico’s average of $6,184. Eight states — California, New Mexico, Wyoming, Nevada, Arizona, Alaska, Iowa, and Hawaii — hit employers higher on average than federal OSHA’s $3,794. Maryland, Michigan, and Oregon were the softest for average serious penalties in FY 2024, with $897, $1,349, and $1,582, respectively. Fourteen states had averages lower than federal.

Penalty averages are on the move

Maximum penalties increase with inflation every January. It follows then that average penalties should be climbing year to year. Federal OSHA average penalties for serious violations jumped 4.66 percent in FY 2024.

Twelve states hiked average penalties more aggressively than federal. Oregon stood out with a spike of almost 162 percent. This was the case even though average penalties remained below federal OSHA figures in that state. Minnesota, Arizona, New Mexico, Alaska, Nevada, Puerto Rico, Hawaii, Indiana, Virginia, Wyoming, and Utah also jumped up faster than federal OSHA. The state of Maryland had a gentle rise with positive 0.45 percent.

Surprisingly, nine states scaled back average penalties in FY 2024. Vermont had the greatest downward shift by almost 19 percent. Iowa, Washington, South Carolina, Tennessee, California, North Carolina, Kentucky, and Michigan also rolled back average penalties.

What are state-plan states?

State plans are OSHA-approved workplace safety and health programs. They are operated by individual states or U.S. territories. States with OSHA-approved programs must adopt standards that are at least as effective as OSHA's standards. Also, they are subject to OSHA approval and monitoring. Since state standards must be “at least as effective” as the comparable federal regulations, the state standards may differ in some respects.

Any state not in the table is regulated by federal OSHA for the private sector. Their penalty amounts are factored into the federal OSHA average penalty amount in the table. Connecticut, Illinois, Maine, Massachusetts, New Jersey, New York, and the Virgin Islands run an OSHA-approved state plan that covers state/local government employers only. Federal OSHA handles the private sector in those states.

Key to remember

While federal OSHA had an average penalty rate of $3,794 per serious violation in FY 2024, eight state-plan states had higher average penalty rates, and 14 state-plan states had lower ones. Also, 12 states hiked average penalties more aggressively than federal.

The survey findings

The 2025 Small Business Employee Voice on Workplace Safety Report from Pie Insurance revealed a mix of confidence and concern among employees. Most respondents said their workplaces look safe on paper — there are rules, equipment, and training — but not everyone feels those safety measures translate into day-to-day action.

The survey polled over 1,000 employees from small businesses across a variety of industries that employ between 2-500 employees.

Here are some of the key takeaways from the survey:

• Employees notice leadership’s actions. Many workers said management talks about safety, but they want to see leaders walk the floor, take interest, and follow through when concerns come up.
• Speaking up feels risky. A noticeable number of employees said they hesitate to raise safety concerns because they don’t want to be seen as complainers or cause tension.
• Mental health matters too. Beyond physical hazards, people want to feel respected, heard, and supported when something doesn’t feel right.
• Workload plays a big role. Even with the right gear and training, employees say safety slips when they are short-handed or when deadlines push people to rush.
• Safety equals morale. Workers who feel unsafe or ignored tend to be less engaged and more stressed.

Some additional findings from the survey include:

• 67% of employees currently have safety concerns
• 32% cite mental health as their #1 safety worry
• 36% report workplace stress impacts their personal life
• 58% have witnessed workplace injuries in the past year
• 28% have never received formal workplace safety training

What employers can do

For employers, this study sends a clear message: safety isn’t just a compliance issue — it’s a culture issue. Here’s how companies can turn these insights into action:

• Lead by example. Employees notice when managers stop to check on a concern or thank someone for reporting an issue. Those moments build trust.
• Make it easy to speak up. Create open channels where workers can share feedback without fear of being brushed off. Reward honesty, not silence.
• Bring safety to life every day. Reinforce safety values through small, consistent actions that show employees you mean it. This builds trust and respect.
• Follow up and close the loop. When employees report something, tell them what’s being done about it. Even small updates show their voices matter.
• Prioritize safety even among pressures and deadlines. Make sure teams have enough time and resources to do the job right. A rushed worker is always at risk.

Why it matters

At the end of the day, remember that safety is personal. Employees want to know their company genuinely cares about their wellbeing — not just about meeting OSHA requirements. When workers feel protected and heard, they show up with more focus, more pride, and more energy.

Workplace safety isn’t just about avoiding accidents; it’s about building a culture where everyone feels valued. And according to this study, that’s what employees really want.

Key to remember: Visit Pie Insurance to review the full report on how employees truly feel about workplace safety and whether or not they believe their voice matters.

Mounting

Depending on the type and size, portable fire extinguishers should be mounted on brackets or in wall cabinets to prevent them from being moved or damaged. Those with a gross weight of 40 pounds or less should be mounted with their carrying handles no higher than 5 feet from the floor. Any fire extinguishers over 40 pounds need to be mounted with their carrying handles no more than 3 ½ feet from the floor. All portable fire extinguishers need to have at least 4 inches of clearance between their bottoms and the floor.

Locating

You can usually find portable fire extinguishers in offices, hallways, storage areas, meeting rooms, kitchens, mechanical/electrical rooms, and near exit doors. The fire extinguisher must be positioned based on the potential type and size of fire that can occur.

• Class A (combustible material fire) – OSHA requires access to an extinguisher within 75 feet of travel distance. NFPA recommends one extinguisher for every 3,000 square feet.
• Class B (flammable liquid fire) – OSHA requires access within 50 feet. NFPA identifies different sizes of extinguishers and variable spacing depending on the hazards present. This varies from low hazard requiring a 5-B extinguisher every 30 feet to a high hazard requiring an 80-B extinguisher every 50 feet.
• Class C (electronic equipment fire) – extinguisher size and spacing is based on its Class A or B hazard.
• Class D (combustible metal fire) – OSHA requires access within 75 feet from the hazard.
• Class K (cooking media fire) – OSHA requires access within 30 feet from the hazard.

Identifying

While not specified in the OSHA standard, NFPA does mention that in areas where fire extinguishers aren’t visible due to obstructions, signs or other means must be provided to indicate the extinguisher location. It is seen as a best practice, especially when extinguishers are stored in a cabinet, to mount a sign near the extinguisher to identify its location.

By looking further into the regulations and NFPA guidance, employers can assure that extinguishers are available in a way that is compliant with OSHA requirements, are available if a fire occurs and those extinguishers are needed immediately.

1. The Snow Boot Ballet

Employees trying to dress for success are tempted to sprint across an icy parking lot in dress shoes. The result? A pirouette worthy of the Nutcracker—and a bruised ego. Winter safety means wearing shoes with good traction and channeling your inner penguin with small steps.

Pro tip: Wear proper footwear. Ice doesn’t care how stylish you are.

2. The Ladder Olympics

Use a sturdy ladder when hanging mistletoe and other decorations. Wobbly chairs, stacked boxes, or Cousin Eddie’s shoulders are great ways to end up in an ambulance rather than a sleigh. Always have a spotter and avoid overreaching from the ladder since gravity doesn’t take holidays off.

Pro tip: If your ladder is older than your holiday playlist, it might be time for a new one.

3. The Fire-Hazard Fir

If you’re going with a real tree, keep it watered. Dry trees + hot lights = a fire hazard that even Rudolph can’t outrun. As enthusiastic gift-givers, try not to create a mountain of wrapping paper so large it blocks the TV and traps the dog. The dog may be fine, but the remote may never be seen again. So, clean as you go and keep candles far away from flammables to avoid a much larger yule log than expected.

Pro tip: Use electric candles with timers and turn off lights before bed. Your tree doesn’t need to party all night any more than you do.

4. The Great Light Showdown

Before you channel your inner Clark Griswold, inspect those holiday lights before you are on the ladder. Frayed wires, cracked sockets, and rogue bulbs are fire hazards waiting to happen. And remember, lights and cords are marked for indoor versus outdoor use for a reason . Avoid mixing them up unless you want a shocking surprise to start the holidays.

Pro tip: Untangle lights with a cup of cocoa nearby. It won’t help detangle things, but it’ll make you feel better.

5. The Cookie Catastrophe

Uncle Vinny once tried to flambé the holiday ham. The ham survived; his eyebrows did not. Though holiday cooking is often a team sport, too many cooks can lead to spills, burns, and fires (okay, and some mystery ingredients). Keep flammables away from flames, pot handles turned inward, and knives sharp and safely stored.

Pro tip: Keep a fire extinguisher nearby. Food fights are fun , but grease fires are not. (Oh, and maybe leave the flambéing to the professionals.)

6. The Holiday Hydration Hiccup

The holidays are a time to relax, recharge, and reconnect. So, take frequent breaks and stay hydrated. Between the hot cocoa, festive cocktails, and bottomless mugs of coffee, it’s easy to forget that your body still needs good old-fashioned water.

Staying hydrated during the holidays helps you keep your energy up, your skin glowing (for those family photos), and your digestion on track after that third helping of stuffing. So, drink responsibly and enjoy those seasonal sips, but sneak in a glass of water between the merriment—your body will thank you.

Pro tip: Chase eggnog with water, not just cookies and see how your holiday party dance moves improve.

Key to remember: Whether you're navigating icy sidewalks, looking for your cat in the Christmas tree, or dodging that hanging mistletoe, a little caution goes a long way. So, laugh, celebrate, and stay safe because nothing ruins a holiday party faster than a trip to urgent care.