OSHA releases long-awaited Spring 2025 regulatory agenda

Emission inventories: often counted together

Emission inventories help regulatory agencies track actual emissions from facilities over time. These records support air quality models, guide policy, and help protect public health.

In many cases, HAPs that are also VOCs (like toluene or xylene) are included in the total VOC count. For example, the Environmental Protection Agency (EPA) includes HAP-VOCs in its National Emissions Inventory, which supports regional air quality models, like the Community Multiscale Air Quality (CMAQ) system.

Frequently Asked Question: What's the National Emissions Inventory?

As an example, the Texas Commission on Environmental Quality recommends using conservative “first-cut” estimates for both VOCs and HAPs. This makes early reporting easier and helps avoid underestimating emissions.

Potential to emit (PTE): counted separately

PTE calculations are used to determine a facility’s regulatory status, such as whether it qualifies as a major source under the New Source Review (NSR) or Title V programs or is subject to Maximum Achievable Control Technology (MACT) standards.

In this context, HAPs and VOCs are counted separately because they're subject to different thresholds, including:

• 10 tons per year (TPY) for a single HAP or 25 TPY for total HAPs; and
• Typically 100 TPY for major source classification under NSR, though this can vary by attainment status.

This separation is critical. A facility might exceed the HAP threshold and trigger MACT requirements, even if its VOC emissions are below NSR thresholds — or vice versa. As an example, if a paint booth has the potential to emit 500 pounds of toluene, this is counted as 500 pounds of HAP and 500 pounds of VOC. Even though that seems like double-counting for the same emission, it's important to include both totals separately.

State-by-state variability

While federal rules provide a baseline, states often have their own interpretations and requirements:

• Ohio offers detailed guidance on calculating VOC and HAP emissions separately for permitting purposes. Facilities must demonstrate compliance with both sets of thresholds.
• Texas uses a tiered approach. Facilities begin with conservative estimates and refine them only if emissions approach regulatory thresholds.
• California maintains stricter standards and often requires separate reporting for toxic air contaminants (TACs), which include many HAPs. The state’s Air Toxics Hot Spots Program adds another layer of complexity.

Why the distinction matters

Failing to understand how HAPs and VOCs are counted can lead to serious compliance issues:

• Permitting errors: Misclassification can result in incorrect permit applications or missed regulatory obligations.
• Underreporting risks: Facilities may inadvertently underreport emissions if they assume HAPs are always included in VOC totals.
• Modeling impacts: While combined inventories help with regional modeling, they may obscure the risks posed by individual pollutants.

Recommendations for facilities

To stay compliant and avoid costly mistakes, implement the following:

• Check state guidance: Requirements vary widely. Always consult your state environmental agency.

• Use Safety Data Sheet data: Identify both VOC and HAP content in raw materials.
• Maintain separate records: Keep VOC and HAP data distinct, especially for PTE calculations.
• Consult experts: When in doubt, seek help from J. J. Keller & Associates, Inc. subject matter experts using the Expert Help feature.

Key to Remember: The way HAPs and VOCs are counted depends heavily on context. Understanding these distinctions — and how they vary by state — is key to maintaining compliance and protecting air quality.

What are PFAS?

PFAS, called “forever chemicals,” are long-lasting manufactured chemicals that may pose risks to human and environmental health. With thousands of PFAS chemicals, however, controlling their use to reduce the risks is no easy task.

Additionally, PFAS appear in nearly every sector. They’re used in a wide range of products (like food packaging, cleaning products, and textiles) and for commercial and industrial applications.

Current state PFAS actions

Multiple states already have PFAS rules on the books. Check out these examples:

• California bans selling or distributing in commerce any new juvenile product that contains regulated PFAS chemicals (CA HSC Section 108946), such as changing pads, motor vehicle child restraint systems, playpens, and strollers.
• Colorado requires manufacturers of cookware with intentionally added PFAS in the handle or any product surface that contacts food to, among other things, list the presence of PFAS on the product label (House Bill 22-1345).
• Hawaii prohibits manufacturing, selling, offering for sale, and distributing for sale or use food packaging — wraps, liners, plates, food boats, and pizza boxes — with intentionally added PFAS (Act 152 Relating to environmental protection).
• Maryland bans manufacturing, selling, and delivering cosmetic products that contain any of 13 specified PFAS (Md. Code, Health-Gen. Section 21-259.2).
• New York forbids selling or offering for sale new apparel with intentionally added PFAS (N.Y. Consolidated Laws Section 37-0121).

Many states also have proposed PFAS rules under consideration.

Stay alert to state PFAS actions

If your facility uses PFAS, it’s essential to know whether the state has regulations that apply to your operations. Plus, knowing the state’s potential future PFAS rules coming down the pipeline can help you better prepare to comply.

Consider these general tips to support your facility’s efforts to track state PFAS actions:

• EPA provides an online list of the state environmental agencies with links to their websites. Check the state environmental agency’s online news and press releases for policy updates.
• Search for a dedicated rulemaking webpage, as many states maintain a list of proposed and recently adopted regulations. Note that some state sites may be easier to navigate than others, and some state sites may not have a dedicated rulemaking webpage.
• Establish a contact at the state environmental agency. Each agency should list contact information, so don’t hesitate to reach out. You may be able to find someone at the agency who can answer questions about the state’s current and future PFAS rules.

Staying alert to state PFAS regulations can help your organization maintain compliance.

Key to remember: States across the country continue to consider and implement regulations related to PFAS. Staying alert to state PFAS actions is key for businesses to stay compliant.

An overview of roles

The Environmental Protection Agency (EPA) requires all owners and operators of UST systems to designate:

• One Class A operator and one Class B operator for each UST or groups of USTs, and
• Each qualifying person at the facility as a Class C operator.

Class A operators are responsible for operating and maintaining USTs in line with the regulations. A Class A operator generally manages the resources and personnel involved to ensure UST operations comply.

A successfully trained Class A operator:

• Makes informed decisions about compliance; and
• Determines whether the facility complies with operation, maintenance, and recordkeeping requirements.

Class B operators handle the day-to-day responsibilities for managing USTs (like conducting in-field operations).

A Class B operator with sufficient training implements applicable regulatory requirements in the field on typical UST system components or site-specific equipment.

Class C operators provide immediate responses to UST-related problems.

An adequately trained Class C operator takes the necessary response actions to emergencies or alarms caused by UST spills and releases.

Basic training requirements

EPA outlines the minimum training requirements for each operator type at 40 CFR Part 280 Subpart J. All classes of operators must be trained or pass a comparable examination. Class C operators have the additional option to receive training from a Class A or B operator at the facility.

A facility can designate an individual for multiple operator classes. Any person with multiple designations must complete the required training or comparable examination for all applicable classes.

Class A and Class B operators must be trained within 30 days of beginning UST duties. Class C operators have to be trained before starting their UST responsibilities.

Class A operators should understand the purpose, methods, and functions of:

• Spill and overfill prevention;
• Release detection;
• Corrosion protection;
• Emergency response;
• Product and equipment compatibility and demonstration;
• Financial responsibility;
• Notification and storage tank registration;
• Temporary and permanent closure;
• Related reporting, recordkeeping, testing, and inspections;
• Environmental and regulatory consequences of releases; and
• Training requirements for Class B and Class C operators.

Class B operators may be trained in either:

• General requirements for all compliance rules and the equipment commonly used at UST facilities, or
• Site-specific requirements that only cover the regulations and equipment applicable to the facility.

Additionally, Class B operators need to know the purpose, methods, and functions of:

• Operation and maintenance;
• Spill and overfill prevention;
• Release detection and related reporting;
• Corrosion protection;
• Emergency response;
• Product and equipment compatibility and demonstration;
• Reporting, recordkeeping, testing, and inspections;
• Environmental and regulatory consequences of releases; and
• Training requirements for Class C operators.

Class C operators must know how to respond with the correct actions to emergencies or alarms that are caused by spills or releases from UST operations, including notifying the authorities.

Common training questions

Consider these FAQs to help ensure your UST operator training programs comply.

How are operators evaluated?

Facilities must evaluate each operator via testing, a practical demonstration, or another approved approach.

When is retraining required?

If a UST system is found to be noncompliant, Class A and Class B operators at the facility must complete a training program or comparable examination that at least covers the areas out of compliance (unless exempt per 280.244).

Retraining should be completed within 30 days of the noncompliance determination. The training program or examination has to be developed or administered by a third party (i.e., an independent organization, the implementing agency, or a recognized authority).

How is training tracked?

Facilities are required to keep paper or electronic records that verify training and retraining for as long as the operators are designated. The records should contain at a minimum the information at 280.245(b).

What about state requirements?

It’s essential to check state UST regulations where your facilities operate. EPA has approved most states to implement the UST program. State requirements are at least as stringent as federal standards, and many state programs impose stricter rules.

Usually, operator training is obtained from third-party organizations that must be registered and approved by state environmental agencies to ensure the programs comply with federal and state requirements.

Key to remember: Training requirements for underground storage tank operators are based on their designated class: A, B, or C.

Spanish translations prompted by law

The Pesticide Registration Improvement Act (PRIA) has been enacted and reauthorized five times. The latest version (PRIA 5) was signed on December 29, 2022. It amended the Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) to require Spanish language translation for sections of the end-use pesticide product labels. However, those translations are only required where translation is available in EPA's Spanish Translation Guide for Pesticide Labeling.

Those sections deal with the health and safety of the product. Specifically, the guide has Spanish translations of the:

• “Keep out of reach of children” statement,
• Restricted use pesticide (RUP) statement for restricted use products,
• Misuse statements,
• Signal word,
• First aid section,
• Precautionary statements,
• Personal protective equipment section,
• Engineering controls,
• Environmental hazards,
• Physical or chemical hazards, and
• Storage and disposal statements.

Methods of communicating translations

When a registered pesticide product is released for shipment, PRIA 5 requires translations or a link to translations on the product container. Any link would be via scannable technology or other accessible methods. Antimicrobial pesticide products and non-agricultural/non-RUP products have yet another option. They may provide a link to the Spanish Safety Data Sheets instead of a link to label translations.

Deadlines for translations

PRIA 5 establishes a rolling schedule for the implementation of bilingual labeling. The schedule runs from December 2025 to 2030, with the translations for the most hazardous and toxic pesticide products required first. In fact, EPA is starting with RUPs and agricultural pesticides classified as acute toxicity category I. All end-use pesticide labels must have translations by 2030. 

The dates when bilingual labeling is due are based on pesticide product type:

EPA tracking required

PRIA 5 also requires EPA to develop, implement, and make publicly available a plan for keeping track of the adoption of bilingual labeling. The agency previously proposed and received comments on using the annual paper maintenance fee filing form to track adoption. It would have used a checkbox to indicate whether products included bilingual labeling.

However, EPA has scrapped that approach. It’s now proposing to track adoption through its electronic MyPeST app. In this case, registrants would electronically check a box next to each pesticide product indicating whether it includes the required bilingual labeling. MyPeST would display product information — such as product type and signal word — to help registrants determine their products’ compliance dates.

The agency also wants to add a checkbox to MyPeST to indicate that a pesticide product will not be released for shipment. This helps distinguish between noncompliance and nonapplicable circumstances.

For tracking purposes, registrants would not need to submit the labels to EPA.

EPA seeks comments

Comments on the proposed tracking method must be received on or before September 19, 2025. Send comments to docket ID EPA-HQ-OPP-2025-0049 at www.regulations.gov. Any comments are welcome, but EPA is particularly looking for examples of how it could reduce this tracking paperwork burden for businesses employing fewer than 25 workers.

The proposed method is anticipated to take 24 hours and cost just over $3,000 per covered entity per year. Entities potentially affected by the notice and comment request include:

• Pesticide importers,
• Pesticide manufacturers, and
• Government establishments responsible for agricultural pest/weed regulation.

Q&As available

EPA says it has also updated its Bilingual Labeling Questions & Answers webpage. Additional questions and answers touch on topics relating to, but not limited to:

• Enforcement,
• Supplemental distributor labels,
• QR codes and websites already on the label, and
• How to handle subsequent label changes. 

This living document now has over 50 Q&As. It will be updated as PRIA 5 requirements and deadlines are met and new information is available.

Key to remember

EPA issued a notice requesting comments by September 19 on how it wants to track the adoption of bilingual labeling. Spanish language translation for sections of the end-use pesticide product labels has a rolling schedule from 2025 to 2030. The agency also updated its Bilingual Labeling Questions & Answers webpage.

The requirement

Under 49 CFR 396.17, every CMV — including trucks, tractors, and trailers of any size — must undergo a comprehensive inspection at least once every 12 months. This is tied to the “commercial motor vehicle” definition in 49 CFR 390.5T, which includes vehicles or vehicle combinations over 10,000 pounds and operating in interstate commerce, even if a commercial driver’s license is not required.

The inspection must cover all components listed in Appendix A to Part 396, and proof of passing the inspection must be carried on or with the vehicle at all times.

Acceptable documentation

How does a driver prove the vehicle(s) passed the inspection? There are two ways:

1. Carry a copy of the full inspection report described in 396.21; or
2. Point to a sticker or decal on the vehicle, showing:
   1. The date of inspection (not the due date);
   2. The name and address where the full inspection report is located (so an inspector knows where to find it);
   3. A unique vehicle ID (VIN, plate number, fleet number, etc.), unless the vehicle is clearly marked with a unique ID (cross-referenced on the long inspection form); and
   4. A certification that the vehicle passed inspection under 396.17.

The sticker may be located anywhere, as long as the driver knows where it is and it’s not overly difficult for the inspector to find it.

Violations typically occur due to:

• Missing, obscured, or expired inspection documentation on the vehicle;
• Failure to inspect trailers, converter dollies, or other vehicles that form part of a CMV;
• Misunderstanding the required inspection interval (or simply forgetting to do the inspection on time); or
• Assuming that some other type of inspection qualifies.

During an audit, if the investigator finds that 10 percent or more of your fleet’s annual inspections were not done as required, it’s considered a “critical” violation that could harm your safety rating. In addition, a J. J. Keller analysis found that the average fine that motor carriers paid for this violation was $5,713 (over the period from 2021-2024).

Liability is another key concern. A crash involving a CMV that wasn’t inspected in the past year could call your safety practices into question and result in a sizable verdict in the plaintiff’s favor.

How to stay compliant

Motor carriers must take proactive steps to avoid these costly violations: • Ensure annual inspections are performed on time. Schedule inspections before the 365-day mark from the last inspection.

• Inspect all vehicles. From lightweight one-axle pieces of equipment to flatbeds, shuttle buses, dry vans, and Class 8 tractors, be sure to include all vehicles in the inspection program, not just power units.
• Use qualified inspectors. Inspectors must meet the qualifications outlined in 396.19 — even if they work for a third party — and you must be prepared to provide proof of those qualifications to an auditor. An individual may be qualified by having at least one year of experience, but you need to be sure it’s documented.
• Maintain proper documentation. Ensure drivers know where the sticker or report for each vehicle is located and that it’s legible and current. Also be sure to keep inspection reports for 14 months.
• Ensure your state inspection program is “equivalent.” If your vehicles are inspected annually under a state-mandated program, make sure the program is on the federal list of inspection programs that are considered “equivalent” to the inspection required under 396.17. If not, you’ll need to do another inspection before operating across state lines.
• Audit your fleet regularly. Conduct internal audits to verify inspection dates and documentation. Identify and correct gaps in your compliance program.
• Train drivers and maintenance staff. Educate drivers on the importance of carrying proof of inspection, and on the importance of checking for that proof during their pre-trip inspections. Train maintenance personnel on inspection standards and documentation requirements.

With violations climbing, motor carriers must treat 396.17 compliance as a top priority. The cost of noncompliance isn’t just financial — it can lead to out-of-service orders, fines, failed audits, liability, and reputational damage.

Key to remember: Stay ahead of the curve when it comes to annual inspections. Review your inspection protocols and ensure every vehicle in your fleet is documented, inspected, and compliant.

Positive dilute

If a test result is positive but dilute, you’ll need to treat it the same as a positive test result. You must:

• Not order another test;
• Notify the driver;
• Remove the driver from safety-sensitive functions;
• Give the driver a list of substance abuse professionals (SAPs) from whom the driver can seek treatment;
• Not use the driver again until the driver completes treatment and passes a return-to-duty test; and
• Retain the test results for five years.

The MRO will report the test result to the Drug & Alcohol Clearinghouse, the same as any other positive test.

Negative dilute

For results that are negative but dilute, your actions will depend on the creatinine level (creatinine is a waste product found in urine), as follows:

2 to 5 mg/dL — The MRO will contact you to request an immediate re-collection under direct observation.

• If the driver refuses this test, it’s treated the same as any refusal (which means following the steps above for a positive test, including reporting to the Clearinghouse).
• If the driver goes for this follow-up test, the result becomes the official result of record.
• If the result comes back as negative dilute again, the test is declared negative.

Over 5 mg/dL — No retest required. However, you can have a company policy requiring a retest, as long as you communicate it to drivers and enforce it uniformly. If you do retests in this situation, be aware that:

• The test cannot be under direct observation;
• A refusal of the test is treated the same as any other refusal;
• If the result is once again negative dilute with a creatinine level over 5 mg/dL, you cannot retest the driver (i.e., no third test) and it’s deemed a negative result.
• If the result is negative dilute with a creatinine level of 2 to 5 mg/dL, the MRO will demand yet another test immediately under direct observation.

A positive, adulterated, or substituted test result on any retest becomes the result of record, and all the consequences of a drug testing violation apply.

Key to Remember: If a driver’s drug test result comes back as dilute, be sure you know what to do next.

‘State and local laws’

A violation of 392.2 is a violation of a local or state law, regulation, or ordinance. These must be obeyed due to 392.2, which reads, “Every commercial motor vehicle must be operated in accordance with the laws, ordinances, and regulations of the jurisdiction in which it is being operated.”

The confusion is that there are no paragraphs in 392.2, so there technically should be no letters following that section. However, to inform the driver, carrier, and the Federal Motor Carrier Safety Administration (FMCSA) what particular state or local law or regulation was involved, FMCSA has developed a system of suffix codes. The letters following “392.2” – the “suffix” — show which state or local law or regulation was involved.

When one of these codes is used, the officer should include a description of the specific violation in the “violation details” area on the actual inspection report. FYI: Summary roadside inspection reports (such as the ones visible in CSA’s SMS) do not show these details.

Not all 392.2 violations are used in CSA

Not all of these state and local law or regulation violations are used by the FMCSA for scoring purposes. The Compliance, Safety, Accountability (CSA) Safety Measurement System (SMS) does not use the 392.2 violations that cannot be tied to crash causation. Here are a couple of examples: 392.2UCR Failure to pay UCR fee and 392.2W Size and weight are not used.

Most common 392.2 violations

Below are the top 10 392.2 violations written during 2021. All of these violations are safety-related, and therefore used in the CSA SMS for scoring. The BASIC within the SMS the violation is scored in is shown following the violation description.

1. 392.2SLLS2 Speeding 6-10 miles per hour over the speed limit (Unsafe Driving)
2. 392.2C Failure to obey traffic control device (Unsafe Driving)
3. 392.2LV Lane Restriction violation (Unsafe Driving)
4. 392.2SLLS3 Speeding 11-14 miles per hour over the speed limit (Unsafe Driving)
5. 392.2WC Wheel (Mud) flaps missing or defective (Vehicle Maintenance)
6. 392.2SLLS4 Speeding 15 or more miles per hour over the speed limit (Unsafe Driving)
7. 392.2ML Failure to maintain lane (Unsafe Driving)
8. 392.2SLLSWZ Speeding work/construction zone (Unsafe Driving)
9. 392.2PK Unlawfully parking and/or leaving vehicle in the roadway (Unsafe Driving)
10. 392.2FC Following too close (Unsafe Driving)

Key to remember

In general, FMCSA does not write traffic codes. They rely on local and state agencies to do that. When state or local traffic codes are violated, it appears on a roadside inspection report as a violation of 392.2, with a suffix indicating which traffic code was involved.

The basics of logging exemptions

To be able to use this logging exemption in 395.1(e)(1), the driver must:

• Stay within 150 air-miles of the work reporting location for the day (draw a 150 air-mile radius circle around the work reporting location for the day — the driver must stay within this circle),
• Be back to — and released from — the work reporting location for his/her 8- or 10-hour break within 14 hours, and
• Include the starting and ending times for the day and the total hours on duty on the time record for the day.

The company must retain the time record and have it available for inspection for six months.

What if the driver goes too far or works too many hours?

If the driver cannot meet the terms of the exemption (he or she goes too far or works too many hours), the driver must complete a regular driver’s log for the day as soon as the exemption no longer applies.

If the driver has had to complete a log 8 or fewer days out of the last 30 days, the driver can use a paper log for the day. If the driver had to complete a log more than 8 days out of the last 30 days, the driver needs to use an electronic log for the day (unless one of the ELD exemptions applies, such as operating a vehicle older than model year 2000).

30-minute break exemption

When a property-carrying driver is operating under the 150 air-mile exemption, the driver is also exempt from having to take the required 30-minute break (see 395.3(a)(3)(ii)).

If the driver began the day as a 150 air-mile driver and has driven more than 8 consecutive hours without a break, and something unexpected happens and the driver can no longer use the 150 air-mile exemption, the driver must stop and immediately take the 30-minute break as well as start logging. If the driver went outside of the 150 air-mile area before the driver had 8 hours of driving without a break from driving, the driver would be expected to take the break at the appropriate time.

Common myths

Here are some of the common myths and misunderstandings about the 150 air-mile exemption:

• The driver must have the time records in the vehicle. Myth. The driver simply needs to explain to an officer during a roadside inspection that he/she does not have logs due to operating under the 150 air-mile exemption and that the required time records are back at the carrier’s office (just telling the officer, “I don’t have any logs” will lead to a violation, so the driver needs to know to provide the full explanation).
• The driver must log the previous seven days if he/she had been using this exemption and suddenly can’t. Myth. If the driver cannot use the exemption on one particular day, that is the only day the driver must use a regular log (either paper or electronic).
• Passenger-carrying drivers and drivers hauling hazardous materials cannot use this exemption. Myth. There are no restrictions on the use of this exemption, so any commercial driver can use it.
• A driver that crosses state lines cannot use this exemption. Myth. As this exemption appears in the Federal Motor Carrier Administration (FMCSA) regulations, it can be used by interstate drivers.
• Only drivers that operate out of a “company terminal” can use the 150 air-mile exemption. Myth. As long as the driver makes it back to the work reporting location for the day within the appropriate number of hours, the driver can use the exemption.
• Drivers that move from one jobsite to another every few weeks cannot use this exemption. Myth. If a driver that normally uses this exemption switches work reporting locations, the day the driver switches work reporting locations is the only day the driver cannot use the exemption.
• Drivers covered by this exemption are also exempt from the driver qualification (licensing and medical cards), driving, and vehicle inspection requirements. Myth. The only rules the driver is exempt from are the logging requirement in 395.8 and the 30-minute break requirement in 395.3.
• The driver cannot drive more than 150 miles for the day. Myth. The driver can drive as many miles as he/she wants to or needs to, as long as the driver stays within the 150 air-mile radius circle and gets back to the work reporting location within the appropriate number of hours.
• If a 150 air-mile driver gets into a vehicle with an ELD, the driver must use it. Myth. The carrier can have the driver log in and have the driver entered into the system as an “exempt driver,” or the carrier can request that the driver not log into the device and then attach a comment to the unassigned driving time generated by the driver’s movements. The comment would need to explain that the driver using the vehicle was a 150 air-mile driver who submitted a time record. It is up to the carrier to decide which option to use. If stopped for a roadside inspection, the driver will need to be able to explain to the inspector that he/she is an exempt driver using the 150 air-mile exemption, so using the electronic log is not required.

What’s different with the ‘150 air-mile non-CDL property-carrying drivers’

The 150 air-mile exemption at 395.1(e)(2) only applies to drivers that: Operate property-carrying vehicles that do not require a CDL to operate, and Stay within the 150 air-miles of their work reporting location.

If the driver stays within the 150 air-mile radius of the work reporting location, and returns to the work reporting location within 14 hours on 5 of the last 7 days, and 16 hours on 2 of the last seven days, the driver is allowed to use a time record in place of a log.

If the driver does not meet the terms of the exception, the driver will need to complete a log for the day. If the driver had to log more than 8 days out of the last 30 days, the driver will need to use an electronic log for the day. All of the other issues discussed above would apply to these drivers as well.

Managing the use

If you have drivers that use these exemptions, you will need to check time records to make sure they are complying with the appropriate time limits. You will also need to check movement records to verify that the drivers using these exemptions are staying within the mandated area (within 150 air-miles of the work reporting location for the day).

If a driver is over the hours limit, or has gone too far, you need to verify that the submitted a log for the day, either paper or electronic, depending on how many days the driver had to log out of the previous 30 days.

Verifying compliance is important

During an audit, if it is discovered that your drivers are using these exemptions incorrectly, you will be cited for not having drivers’ logs when required. Each day this occurred will be another violation, so the fine could be rather large if you are not managing the use of these exemptions!

Smallest increment of time

While the U.S. Department of Labor’s Wage and Hour Division has not chimed in directly on whether the FMLA allows this, it didn’t say, in a 2018 opinion letter, that it was prohibited.

In the letter, a health care provider certified an employee’s 15-minute rest breaks as required every hour and were thus covered under the FMLA.

Employers must track FMLA leave using an increment no greater than the shortest time period they use to account for the use of other forms of leave. This is true as long as:

• It’s not greater than one hour, and
• Employers don’t reduce an employee's allotted FMLA leave by more than the amount of leave actually taken.

In other words, employers may not require employees to take more leave than they need to deal with the reasons they took leave in the first place. Employers must count FMLA leave using the shortest increment of leave they use to account for any other type of leave.

Court chimes in

At least one earlier court case saw things differently from the 2018 opinion letter.

To ensure adequate coverage, employees at a company had to take their two 15-minute breaks and one one-hour lunch break at different, staggered intervals.

Sheletha struggled with attendance. Subsequently, she started taking FMLA leave to care for her mother, and the leave was predicted to affect her arrival and departure times. Despite taking FMLA leave in full days, when she was late, she said it was due to the care she was providing.

After being fired, in part for poor attendance, Sheletha sued, arguing that her tardies should have been protected by the FMLA, as she spent the time talking to her mother. The company argued that the FMLA does not entitle employees to take breaks for as long as they choose. It also said that Sheletha had no evidence that she spent the time talking to her mother.

The court leaned on another ruling that said that FMLA leave should constitute time away from a place of work, not merely periodic time away from a desk throughout the day.

Grant v. JPMorgan Chase Bank, N.A., Southern District of Texas, No. H-11-500, November 28, 2012.

In short, employees might be entitled to take FMLA leave as 15-minute breaks. The certification should, however, support this.

To pay or not?

Then there’s the question of pay. Would employers have to pay Emma for additional breaks in our opening scenario? No.

Under the federal Fair Labor Standards Act, rest breaks lasting up to 20 minutes are ordinarily paid. Sometimes, however, short rest breaks that primarily benefit the employee (like Emma) don’t need to be paid.

Employees aren’t entitled to pay for frequent accommodation breaks (that is, breaks to accommodate the employees’ FMLA reasons) that mainly benefit employees.

Key to remember: Tread carefully. Courts might differ on whether employees may take FMLA leave as longer work breaks. Additional breaks, however, don’t have to be paid.

Tainted history

Marijuana rescheduling was proposed by the Department of Justice in May 2024. The proposal looked at moving marijuana from Schedule I to Schedule III of the Controlled Substances Act, placing marijuana in the same classification as prescription drugs.

Hearings on the proposal were scheduled to begin in December 2024 and then early 2025. They have been stayed since January 13, 2025, when Judge John J. Mulrooney granted a pending appeal from proponents of marijuana rescheduling.

They alleged that the proceedings had been tainted because of improper communications by the Drug Enforcement Administration (DEA) with those who had a stake in the case.

Marijuana not a priority

With the appeal pending, Mulrooney oversaw some procedural motions, but no new hearing dates were set.

When Mulrooney, the DEA’s chief administrative law judge, retired on August 1, he pointed out that the Controlled Substances Act requires an administrative law judge to preside over DEA administrative enforcement hearing proceedings. Until a judge is appointed, all matters filed in the case are forwarded to DEA Administrator Terrence C. Cole.

Cole was sworn in as administrator on July 23, but did not mention marijuana rescheduling in a news release listing his priorities.

Workplace considerations

While the issue remains unsettled, employers should:

Be prepared to update their drug and alcohol policy if marijuana reclassification makes a comeback. If it is reclassified to a lower drug schedule, it may need to be treated as a prescription drug.

Continue to follow state laws. Each state law is a little different, but a law may restrict drug testing, protect off-duty use, or prohibit discrimination against individuals who use marijuana. Employers should understand a law’s restrictions.

Consider accommodation requests for medical marijuana patients. Even if off-duty medical marijuana use is not an option, other accommodations for the employee’s underlying medical condition should be considered.

Key to remember: The federal rescheduling of marijuana has stalled, but employers still need to follow state marijuana laws and should be prepared for the issue to resurface.

The intent of the standard

OSHA’s powered industrial truck (PIT) standard (29 CFR 1910.178) is intended to ensure the safe use of fork trucks, tractors, platform lift trucks, motorized hand trucks, and other specialized industrial trucks powered by electric motors or internal combustion engines. The standard outlines requirements for operational permits and certification.

And, though not specified in the standard itself, PIT operators must be at least 18 years old per federal child labor regulations.

License and certification Q&A

The OSHA PIT standard clearly defines requirements for training and certification. However, some licensing and certification information isn’t as clear. Here are some clarifications:

Q: Who can train, evaluate, and certify PIT operators?

A: OSHA requires in 1910.178(l)(2)(iii) that, “All operator training and evaluation shall be conducted by persons who have the knowledge, training, and experience to train powered industrial truck operators and evaluate their competence.” The OSHA standard doesn’t further define this requirement or set any specific or additional certifications.

Q: Does OSHA require PIT operators to have a valid driver's license?

A: Federal OSHA has no requirement that a forklift operator has a valid motor vehicle driver's license. Some states are more stringent, so check your local and state requirements to confirm.

Q: Does OSHA have regulations that impact an employee’s ability to operate PITs if they’ve received a DUI or suspended license?

A: Because OSHA doesn't require a valid motor vehicle driver's license, the status of that license doesn’t impact PIT operator permitting. Individual states or the employer may have policies that dictate otherwise.

Q: Are PIT drivers required to have their license on them when they are working?

A: Federal OSHA doesn’t require PIT operators to have a license or permit. However, some states such as Michigan do require this. Typically, in states that require a permit or license, the license must be “readily available.” Companies have the option to require the permit or license be carried with the operator.

Q: Are operators required to be trained on each manufacture of PIT model?

A: A June 15, 1999, OSHA letter of interpretation (LOI) clarifies that operators are to be trained and evaluated in the safe operation for the type of truck they’ll be assigned. Operators wouldn’t need additional training for same truck types but would need additional training when truck- or workplace-related training topics are different.

Q: Do PIT operators need to be recertified if they move from one state to another with the same company?

A: In an LOI dated October 1, 1999, OSHA states, "As long as the employer has a reasonable basis to believe that the third-party trainer is qualified and has a program that meets the requirements of the standard, it can rely on that trainer to conduct the training and evaluation of employees and can certify that these employees have been trained. However, the employer may need to provide additional training on site-specific or truck-specific matters." This shouldn’t require retraining for the same type of forklift as already certified; however, workplace conditions or other factors of the new work location may require training for forklift operation in the other state(s).

Operator Impairments

In addition to being properly trained and evaluated, OSHA expects employers to ensure physical capabilities. OSHA references the American National Standards Institute (ANSI) Standard B56.1-1969. Section 6 clarifies that, “Operators of powered industrial trucks shall be physically qualified. An examination should be made on an annual basis and include such things as field of vision, hearing, depth perception, and reaction timing."

Employers should consider OSHA PIT regulations and the General Duty Clause, ANSI standards, and the Americans with Disabilities Act (ADA) requirements when evaluating physical qualifications. In short, if a worker demonstrates the visual, auditory, and mental ability to safely operate PITs, he or she is permitted to operate them.

Keys to Remember

OSHA requires employers ensure the safe use of forklifts and other powered industrial vehicles. Employers must ensure operators have the knowledge, skills, and physical ability to safely operate PITs.

Are insurance plans covering these drugs for weight loss?

Coverage of GLP-1 medications for weight loss may be a benefit employees want from employers. Covering them, however, could significantly increase an employers’ insurance costs.

In 2025, 36 percent of employers provide GLP-1 coverage for both diabetes and weight loss. This is up from 34 percent in 2024, according to the Society for Human Resource Management (SHRM). While slightly fewer employers (55 percent) provide coverage for diabetes only, SHRM says this is down from 57 percent in 2024.

When deciding whether to cover GLP-1s for weight loss, employers must consider the pros and cons.

Pros of covering GLP-1s 

Some of the possible benefits of covering the cost of GLP-1 medications for employees include:

1. Effective management of common conditions. GLP-1s are effective in improving glycemic control and promoting weight loss, which helps in managing type 2 diabetes and obesity. For employers, this may result in having healthier employees who are less likely to experience complications such as neuropathy or cardiovascular events, which may reduce the need for medical leave and disability claims.
2. Enhanced worker productivity. Addressing weight issues and type 2 diabetes through treatments like GLP-1s may enhance employee productivity because obesity-related conditions can lead to lower job performance and higher absenteeism.
3. Reduction of risk for more serious conditions. Studies show that GLP-1s offer heart protection, thus reducing the risk of heart attack, stroke, and cardiovascular death in patients with type 2 diabetes. Research has also shown a decreased risk of kidney conditions among GLP-1 users, as well. These benefits may lower an employer’s long-term health care costs and improve employee longevity and productivity.
4. Greater overall wellness. Emerging research indicates GLP-1s may have applications beyond type 2 diabetes and obesity, such as reducing the risk of dementia and addiction. These added benefits could further enhance employee well-being, potentially decrease mental health-related absences, and support overall workplace wellness.

Cons of covering GLP-1s

The potential downsides of covering GLP-1 medications for employees include:

1. Excessive cost. The cost of GLP-1 medications can exceed $1,000 per month per person, posing a significant financial burden. Employers may wonder about the return on investment, especially if they cover a lot of employees or their family members.
2. Side effects. Some users of GLP-1s experience side effects, including nausea, vomiting, and diarrhea, which can affect employee comfort and productivity. These side effects, if severe, might cause some people to stop treatment. For employers, side effects could lead employees to have lower productivity, greater absenteeism, or increased health care costs as they look to manage side effects.
3. Long-term effectiveness and sustainability concerns. While GLP-1s have been shown to be effective initially, benefits may decrease over time. Some research suggests that weight loss wanes after a year or two, with some patients regaining weight. Use of these drugs may not guarantee lasting results. Other treatments or interventions might be needed for continued treatment of diabetes and/or obesity. Employers should be aware that this could create a need for ongoing coverage, as long-term use of GLP-1s may not guarantee lasting outcomes.
4. Possible legal liabilities for employers providing coverage. With GLP-1s there are risks of rare but serious adverse events, including pancreatitis, bowel obstruction, and gastroparesis (a chronic digestive disorder). Employers should discuss liability with their insurance provider before offering coverage to make sure risk management strategies are in place.

Key to remember: GLP-1s may help patients manage type 2 diabetes and obesity, which could improve long-term employee health and workplace productivity. However, these drugs are expensive, have side effects, and the long-term effects are still relatively unknown.  Employers must consider these factors when deciding whether to provide coverage of these drugs.

Background on this federal workplace violence proposed rule

OSHA recognizes the seriousness of the issues of violence in health care, as the agency states in the rule, “Workplace violence against employees providing healthcare and social assistance services is a serious and longstanding concern.”

Data from the U.S. Bureau of Labor Statistics reports that health care and social assistance experienced the highest counts and annualized incidence rates for workplace violence of any private industry sector over the two-year period from 2021-2022. There were 41,960 total nonfatal cases of workplace violence requiring days away from work, job restriction, or transfer in the health care and social assistance industry over this time, accounting for 72.8 percent of all cases in private industry over the two-year period.

OSHA issued “Guidelines for Preventing Workplace Violence for Healthcare and Social Service Workers” in 1996 and updated the guidelines in 2004 and 2016. OSHA has also used the general duty clause (Section 5(a)(1) of the Occupational Safety and Health Act) in enforcement cases addressing workplace violence in health care.

OSHA published a Request for Information on December 7, 2016, seeking information about the extent and nature of workplace violence in the industry and the nature and effectiveness of interventions and controls used to prevent such violence. Also in 2016, a broad coalition of labor unions petitioned OSHA to issue a standard to address workplace violence in health care, and National Nurses United submitted a separate petition for a workplace violence standard.

On January 10, 2017, OSHA granted the petitions. In accordance with the requirements of the Small Business Regulatory Enforcement Fairness Act, OSHA convened a Small Business Advocacy Review (SBAR) panel in March 2023 to consider a potential standard for prevention of workplace violence in health care and social assistance. The SBAR Panel issued its report on May 1, 2023.

The next step in the regulatory process is the Notice of Proposed Rulemaking (or NPRM). Instead of listing a date for the NPRM on the site, it now says, “To Be Determined.”

Key to remember: OSHA moved the ‘Workplace Violence in Health Care and Social Assistance’ proposed rule to be a Long-Term Action item. No progress is expected for at least one year.

Recruiting and retention

As a safety professional, you aren’t satisfied with a safety record that is “good enough.” You want to eliminate hazards to prevent all injuries. Achieving an exemplary safety record and highlighting that achievement could become part of a recruiting and retention strategy.

To attract job applicants, employers must set themselves apart. Job candidates expect certain benefits like health insurance, but they also want to work for a company that cares about employees. Promoting your emphasis on safety could help attract job seekers. They won’t be impressed by an “average” safety record.

As a bonus, a renewed safety focus could also increase employee retention, reducing the need (and cost) to find and train replacements. Further, employees who feel valued and connected to their employer are typically more productive.

Avoid production disruptions

While safety should be a value because protecting employees is the right thing to do, showing the costs of injuries (and savings from improvements) may help you gain support.

Safe work practices should not inhibit production, but injuries can disrupt production in addition to the costs of medical treatment and lost work time. A serious incident that requires a trip to the hospital may require stopping production to treat the injured worker. Further, an in-patient hospitalization must be reported to OSHA and could generate an inspection, taking more time away from other priorities. A serious injury can also negatively impact the morale of other workers and result in negative media coverage that affects the company’s reputation.

Many of these costs can be measured (how much does each hour of lost productivity cost?) but costs like damage to reputation are harder to assign a dollar value. A stronger focus on safety could avoid those issues.

Safety is profitable

Finally, the number and severity of injuries affect your workers’ compensation rates. Improving safety can result in substantial savings. Since workers’ comp uses a three-year claim history, a serious incident affects your rates for the next several years. The savings from an improved safety record may take a couple of years to materialize, but cutting those costs means more money in the profit column. To illustrate, if your company has a 10 percent profit margin and decreases workers’ compensation premiums by $15,000 per year, that’s the equivalent profit from $150,000 in sales.

By laying out the costs of injuries and the benefits of safety improvements, you may have a better chance of making safety a core company value, and increase your chances of securing resources for safety initiatives.

#1 Start here

First, OSHA requires that all operators must be trained prior to being allowed to operate forklifts. And the same thing goes for pallet trucks, order pickers, and stand-up units…. Any powered type of material handling equipment requires training.

But what does training entail? Well, the OSHA regulations are very specific. All operators must receive a combination of training. Training must consist of formal training, which is a lecture, discussion, interactive computer learning, video tape, written material, and so on.

They must also receive practical training, which means demonstrations performed by the trainer and practical exercises performed by the trainee.

And the third component is that operators must receive a performance evaluation. So, they must operate the equipment and be observed and evaluated before being considered trained per the OSHA standard.

Usually, you’ll introduce the concepts during the classroom portion of training, the more informational aspects, such as the OSHA requirements. Then you’ll use the practical part of training to familiarize trainees with controls, talk about load handling, and so on. With the practical part, it’s usually best to ramp up the training, meaning start with simple skills and then build on those.

#2 Train on these topics

Aside from requirements for how to do the training, OSHA gives us a detailed list of topics to cover during the training.

The main categories are truck-related and workplace-related topics. And remember that OSHA does require you to include information on OSHA’s forklift standard as part of the training program. This requirement can be easy to overlook, but a good way to approach it is in the classroom portion of the program.

Keep in mind that if a topic doesn’t apply to your trucks or workplace, you don’t have to train on it. For example, if you don’t have any ramps or hazardous (classified) locations in your facility, your forklift operators don’t need training on these topics.

Truck-related topics include the following:

• Operation instruction, warnings
• Differences between forklift and automobile
• Controls, instrumentation
• Engine, motor operation
• Steering
• Visibility, restrictions
• Fork, attachment operation
• Capacity
• Stability
• Inspection, maintenance
• Refueling, recharging
• Operating limitations
• Operator’s manual instructions, precautions

Workplace-related topics are examples like these:

• Surfaces
• Load composition
• Load handling
• Pedestrians
• Narrow, restricted areas
• Hazardous (classified) locations
• Ramps
• Poor ventilation
• Other hazards

#3 Determine success

The trainees must successfully complete the formal and practical instruction, but how you determine success is up to you. For the classroom portion, you could give a written or oral test or otherwise evaluate the trainees’ knowledge. For the practical training, the trainee must be able to safely perform all the operations used on the job.

#4 End here

An evaluation of the operator’s performance in the workplace must be conducted at the time of initial training. And an evaluation is required to determine the effectiveness of any refresher training.

Also, you must conduct an evaluation at least every three years. This means that at least once every three years every operator must be observed while they operate in the workplace under actual workplace conditions. During the evaluation, the operator must also be able to answer pertinent questions to demonstrate they have the knowledge to operate the forklift safely.

A key point to note here, this evaluation must be more than just a written or verbal test. The employer must observe the operator in action performing all typical tasks related to running the forklift. And, going back to where we started, the evaluation must be conducted by someone who has the knowledge, training, and experience to evaluate the truck operator’s competence.

Document the evaluation — this means placing a record in your training file that includes the name of the operator, the date of the training, the date of the evaluation, and the identity of the person(s) performing the training or evaluation.

Action item

This may be a good time for you to review your options for training forklift operators to ensure they’re meeting these guidelines. And, it’s always a great idea to have all your training procedures in written format for consistency.

Key to remember

Training forklift operators is an OSHA requirement. Follow this step-by-step guide and you can do it in-house.

What Is the General Duty Clause?

The GDC is part of the Occupational Safety and Health Act of 1970. It requires employers to provide a workplace free from recognized hazards that are causing or are likely to cause death or serious physical harm. This includes ergonomic hazards, even though OSHA doesn’t have a specific ergonomics standard.

In simple terms, if a hazard is known (like repetitive strain from poor workstation setup), and it can cause serious harm, and there’s a reasonable way to fix it, then you’re expected to take action.

How does ergonomics fit in?

OSHA recognizes several types of ergonomic hazards that can pose serious risks to workers' health and safety. These hazards often arise from the way tasks are designed and performed, especially when they involve repetitive or physically demanding activities including:

• Repetitive motions: Tasks that require the same movement over and over, such as typing, scanning items, or lifting boxes, can strain muscles and tendons over time. These motions are especially hazardous when performed for long durations without adequate breaks or variation.
• Awkward postures: Working in unnatural or uncomfortable positions, like bending, twisting, reaching overhead, or hunching over a desk, can place stress on the musculoskeletal system. These postures often result from poorly designed workspaces or tools that don’t fit the worker’s body or task requirements.
• Forceful exertions: Activities that require significant physical effort, such as pushing heavy carts, pulling equipment, or gripping tools tightly, can lead to fatigue and injury, particularly when combined with other risk factors like repetition or awkward posture.
• Poor workstation design: Inadequate workstation setup, whether in an office, manufacturing line, or healthcare setting, can contribute to all of the above hazards. For example, a desk that’s too high or a monitor that’s not at eye level can lead to neck and shoulder strain.

These kinds of hazards can lead to injuries like:

• Carpal tunnel syndrome: Pain or numbness in your hands and wrists from repetitive tasks.
• Back pain: Soreness and strain from lifting wrong or working in awkward positions.
• Tendinitis: Inflammation in your joints from overuse.

What does OSHA look for?

Before OSHA can issue a citation under the GDC, they need to check off four key boxes:

• Is there a real hazard? For example, are workers getting hurt from repetitive lifting or awkward postures?
• Is the hazard recognized? This means it’s known to be a problem, either through injury reports, accepted or understood safety guidelines, or industry standards.
• Can it cause serious harm? OSHA looks at whether the hazard could lead to things like missed work, medical treatment, or long-term injuries.
• Is there a feasible fix? If there’s a reasonable way to reduce the risk, like using ergonomic tools or changing how the job is done, OSHA expects employers to implement protective measures.

If all four of these are true and the employer hasn’t done anything to address the issue, OSHA can issue a citation, and possibly a fine.

How can the hazards be eliminated or reduced?

Investing in ergonomic solutions based on hazards is one of the easiest ways to reduce risk. Here are a few examples:

• Adjustable chairs and desks promote neutral posture and reduce strain.
• Anti-fatigue mats which help reduce leg and back stress for standing workers.
• Lift-assistance devices to reduce the need for manual lifting.
• Ergonomic keyboards and mice can lower the risk of wrist and hand injuries.
• Workstation redesign tailored to fit the worker, rather than expecting workers to fit their workstation.

What is my role as a supervisor?

As a supervisor, you play a key role in keeping your team safe, healthy, and comfortable on the job. You don’t need to be an ergonomics expert, but you do need to be aware, responsive, and proactive. Here’s what that looks like:

• Spot the risks: Keep an eye out for tasks that involve repetitive movements, awkward postures, or heavy lifting. If something looks uncomfortable or inefficient, it probably is.
• Talk about it: Encourage your team to speak up if they’re feeling discomfort or notice a potential hazard. Make it clear that reporting issues is a good thing, not a hassle or complaint.
• Take action: Work with your safety team or EHS staff to find solutions. That might mean adjusting a workstation, rotating tasks, or bringing in ergonomic tools.
• Keep track: Document what you’ve done—training sessions, changes made, and any feedback from your team. This helps show progress and keeps everyone accountable.

And most importantly, make sure your team knows what resources and tools are available and how to use them. A little awareness goes a long way in preventing injuries and keeping everyone productive.

Key to remember: If an ergonomic hazard is known and preventable, OSHA expects action. As a supervisor, your role is to assess risks, support your team in reporting issues, and help apply practical solutions like adjusting workstations or using ergonomic tools to keep everyone safe and productive.

Other safety tips

Tornado safety involves three phases: Preparing in advance, Staying safe during the storm, and Staying safe after the storm.

Employees should prepare a plan and an emergency kit, monitor weather conditions during thunderstorms, and know the best places to shelter wherever they work.

Employers should prepare a business continuity plan for dealing with the aftermath, from cleaning up the site to resuming business operations.

During a tornado warning, employees should remain in a shelter until given an all-clear signal. At a fixed worksite, this may come from an employer announcement. At other locations, employees may need to monitor conditions on their phone or radio.

After the storm, employees may need a way to communicate if they are trapped or injured. They should also watch for hazards such as downed power lines, gas leaks, building damage, or debris.

Key to remember: Tornadoes can happen at any time, but Spring is most active, and employers should prepare to protect workers.

Employee types

You may have employees who:

• Service and perform maintenance on equipment in your facility (authorized),
• Operate or use machines to which lockout/tagout devices are applied (affected), or
• Work in an area where lockout/tagout is performed (other).

They all need to know how to avoid the dangers involved when hazardous energy sources are not locked out and/or tagged out.

Authorized employees need the most detailed training. Train them to recognize hazardous energy sources, the type and magnitude of the energy available in the workplace, and they must know how to isolate equipment from its energy sources.

Affected employees must be trained to recognize a machine malfunction and know how to report the problem to authorized employees.

Other employees are those whose work activities are in the area where lock/out tag/tagout is being used. Train them on lockout/tagout procedures, and about the prohibition relating to attempts to restart or re-energize machines or equipment which are locked or tagged out.

Know the requirements

OSHA establishes requirements that employers must follow when employees are exposed to hazardous energy while servicing and maintaining equipment and machinery. Some of the most critical requirements from the standard are outlined below:

• Develop, implement, and enforce an energy control program.
• Use lockout devices for equipment that can be locked out. Tagout devices may be used instead of lockout devices only if the tagout program provides employee protection equivalent to that provided through a lockout program.
• Ensure that new or overhauled equipment is capable of being locked out.
• Develop, implement, and enforce an effective tagout program if machines or equipment are not capable of being locked out.
• Develop, document, implement, and enforce energy control procedures.
• Use only lockout/tagout devices authorized for the particular equipment or machinery and ensure that they are durable, standardized, and substantial.
• Ensure that lockout/tagout devices identify the employee who applied the devices.
• Establish a policy that permits only the employee who applied a lockout/tagout device to remove it.
• Inspect energy control procedures at least annually.
• Provide effective training as required for all covered employees.
• Comply with the additional energy control provisions in OSHA standards when machines or equipment must be tested or repositioned, when outside contractors work at the site, in group lockout situations, and during shift or personnel changes.

Key to remember

Implementing proper lockout/tagout procedures and training is necessary to protect your authorized, affected, and other employees from injury and death.