Your doctor’s note is from whom? Documentation rules for pregnant employees

What’s changing and why it matters

Although EPA has been deregulating or loosening some requirements, there are still some standards being tightened across multiple fronts in the coming year:

• Renewable fuel standards (RFS): The EPA proposed higher volume requirements for 2026, including 24.02 billion renewable identification numbers (RINs), up nearly 8% from 2025. This increase pushes stricter expectations on fuel producers and organizations purchasing renewable fuels.
• Stormwater multi-sector general permit (MSGP): A new MSGP set to take effect by February 2026 will require quarterly PFAS indicator monitoring, expanded benchmark sampling, and resiliency measures in stormwater control designs.
• PFAS Reporting under the Toxic Substances Control Act (TSCA): TSCA Section 8(a)(7) mandates PFAS manufacturing and import data collection beginning in April 2026, through October 2026, with extended deadlines for certain small manufacturers.

Failure to prepare could lead to fines, reputational damage, supply chain disruptions, and permit delays. Companies that weave compliance planning into their 2026 strategy will be positioned not just to meet legal deadlines but to sustain operations smoothly.

Key areas of impact

• Renewable fuel standards (RFS) and air emissions The proposed increase in 2026 Renewable Identification Numbers (RIN) volumes, from 24.02 billion to 24.46 billion for 2027, signals tightening air and fuels policy that affects fuel use and emissions accounting.
• Stormwater management The upcoming 2026 MSGP requires expanded quarterly PFAS monitoring, new benchmark triggers, corrective action plans, and integration of climate resilience in design standards.
• PFAS disclosure (TSCA Section 8(a)(7)) Manufacturers and importers of PFAS must submit electronic reporting of usage, volumes, disposal, and exposure data between April and October 2026, with extensions available for smaller operations.

Steps to take now

• Audit compliance programs: Cross-check operations against RIN inventory, stormwater permits, and TSCA reporting duties.
• Upgrade monitoring and recordkeeping: Implement robust electronic systems to track PFAS, stormwater quality, fuel volumes, and emissions.
• Staff training: Educate teams on PFAS obligations, new stormwater protocols, and RFS structures.
• Engage regulators early: Comment on proposed rules, consult during permit drafting, and flag issues during the notice-and-comment period.

Looking ahead

The EPA’s 2026 updates reflect a trend toward increased transparency and environmental accountability. Companies that treat compliance as strategic will not only avoid enforcement but also gain resilience and stakeholder trust.

Key to remember: Start planning now. Early action on EPA rule changes will save time, money, and headaches when enforcement begins.

Who’s impacted by the rule?

EPA 40 CFR 370 applies to a facility owner or operator if:

• The OSHA HazCom standard requires the facility to prepare or have available an SDS or material safety data sheet (MSDS) for a hazardous chemical;
• The hazardous chemical is not exempted at 370.13 or 1910.1200(b)(6); and
• The hazardous chemical is present at or above certain threshold levels.

If the applicability criteria are met, the facility owner/operator must submit to the state emergency response commission (SERC), local emergency planning committee (LEPC), and local fire departments:

• An SDS or MSDS for each covered hazardous chemical or a list of all covered hazardous chemicals; and
• A Tier II hazardous chemical inventory form by March 1 annually for all covered hazardous chemicals.

A state may make its own laws and regulations in addition to or more stringent than federal Part 370.

What’s changing in Part 370?

Last year, OSHA amended its HazCom standard to conform to the seventh edition of the United Nations Globally Harmonized System of Classification and Labelling of Chemicals (GHS). Changes to the chemical hazard classifications and categories were part of the amendments to 1910.1200. This is important because EPA Part 370 relies on the OSHA HazCom standard for the definition of “hazardous chemical” and the hazard categories that must be reported.

In the latest rule published November 17, 2025, EPA takes several actions to harmonize its regulations with OSHA’s. The preamble offers a complete list of amendments to Part 370. Here’s a summary:

When will the changes take effect?

The direct final rule is effective January 16, 2026, unless EPA receives an adverse comment during its 30-day comment period. [However, see the "news update," earlier in this article.] If that happens, the agency will publish a timely withdrawal. Then, it will move along with the proposed rule (also published in the November 17, 2025, Federal Register) and address public comments in a subsequent final rule.

Assuming no adverse comment is received on the original direct final rule, EPA gives covered facilities time to prepare. The rule offers a compliance date of December 1, 2026, for both SDS reporting and Tier II reporting. Note that for Tier II reporting, the updates kick in for the 2026 inventory reporting year, which impacts forms due by March 1, 2027, and thereafter. (Forms due on or before March 1, 2026, are unchanged.)

Key to remember

EPA took action to harmonize Part 370 with the changes OSHA made to 1910.1200 last year. The latest amendments to Part 370 have a compliance date of December 1, 2026. For Tier II reporting, the updates start with forms due on or before March 1, 2027.

Single-use plastics: New bans and restrictions

Several states have enacted new bans on polystyrene foam containers, plastic straws, and produce bags:

• California SB 54, as of January 1, 2025, bans expanded polystyrene (EPS) food containers unless they meet a 25 percent recycling rate. Precheckout bags must be compostable or made of recycled paper (SB 1046).
• Delaware SB 51 bans foam containers and plastic stirrers unless requested by the customer.
• Oregon SB 543 bans EPS containers and food packaging with intentionally added PFAS.
• Virginia bans food vendors from using EPS as of July 1, 2025.

Compliance tip: Audit your packaging inventory and supplier certifications. Ensure alternatives meet compostability or recyclability standards.

Extended Producer Responsibility (EPR): Expanding nationwide

EPR laws now apply in several states. These laws require companies to help pay for recycling and report packaging data:

• Maryland SB 901 allows multiple Producer Responsibility Organizations (PROs) and mandates cost-sharing for recycling.
• Washington SB 5284 targets consumer packaging with compliance deadlines starting in 2028.
• Colorado bans unregistered producers from selling covered products as of July 1, 2025.
• California's SB 54 revised draft rules released in May 2025 include new compliance dates and exemptions.

Compliance tip: Register with your state’s PRO, submit packaging data, and prepare for fee schedules. Track deadlines and exemptions closely.

Chemical recycling: Regulatory reclassification and impacts

States like Texas and Pennsylvania now classify chemical recycling as manufacturing, not waste management. This shift encourages investment but also changes permitting and emissions reporting obligations.

Compliance tip: If your facility uses or contracts chemical recycling, review air and water permits. Ensure alignment with manufacturing regulations.

Per and polyfluoroalkyl substances (PFAS): Phaseouts and hazardous waste updates

More states are banning PFAS in packaging, cookware, and more:

• Minnesota, Oregon, Rhode Island, and New Mexico have banned or phased out PFAS in consumer products.
• Illinois SB 727 aligns PFAS limits in drinking water with the Environmental Protection Agency standards.

Compliance tip: Update product Safety Data Sheets and conduct PFAS audits. Prepare for new reporting under TSCA Section 8(a)(7), including data on manufacture, use, and disposal.

Circular economy and composting: Recent mandates

States are setting zero-waste goals and requiring composting:

• Hawaii HB 750 launches a statewide recycling needs assessment.
• Maine LD 1065 requires large food waste generators to compost by 2030.

Compliance tip: Evaluate organics diversion programs and infrastructure. Consider partnerships with composting facilities.

EHS teams: What to do now

• Map your regulatory exposure: Identify which state laws apply to your operations.
• Engage with PROs: Register, report, and participate in rulemaking.
• Train staff: Ensure procurement, operations, and legal teams understand new requirements.
• Audit packaging and waste streams: Replace banned materials and optimize recycling.
• Monitor emerging legislation: Stay ahead of new bills and compliance deadlines.

Key to remember: Staying compliant in 2025 means more than avoiding fines. EHS teams must lead efforts to meet new waste laws and support sustainability goals.

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.

The first line of defense

Every manufacturer has a scheduled maintenance recommendation. Carriers may have policies and procedures that require maintenance to be done at shorter intervals. To be proactive about breakdowns on the road, getting an overall inspection with each oil change will help identify potential problems before they happen. Scheduled downtime is always less costly than unexpected delays.

When trucks don't often visit terminals, identifying quality shops can be difficult. Start by identifying your most common routes and looking for shops along the way. Truck stops are often the most convenient place to have maintenance performed but often limit their services to only the oil change without any additional inspection. There is usually a cost for convenience, and this can sometimes be a more expensive way to go. Looking for a trusted chain, or having independent shops on your list, can help in coordinating maintenance between a delivery and the next pickup.

Major repairs

When your chain of vendors chosen to do your preventive maintenance identifies potential problems, they may not be equipped to do the repairs themselves. Choosing to have major repairs done far from home can be questionable at best. Deciding where to have your work done when it is discovered makes a huge difference in the time required, expense of the repairs, and quality of work. Waiting to get to a known vendor to have the repair made can result in a costly roadside breakdown. Dealers usually provide quality work but often take longer to do the repairs due to the volume of business they do. Local repair shops may have limited inventory, having parts overnighted at your expense will just add to the cost of repairs and may add additional delays. Most shops will provide a warranty for their work, but that is little help if the repair fails and your driver is now 1000 miles away.

Your network of maintenance providers may be able to help you find reputable repair shops near them. They value your business and would not intentionally send you to a shop that could not meet your needs. They could be your best partner for major repairs.

When the unexpected happens

Breakdowns are inevitable. No matter how well you plan, or how proactive your maintenance, unforeseen failures will happen eventually. The time to look for a mobile mechanic is before you need one, not when you need one. The internet has made finding a quality roadside tech easier. Ratings and reviews can tell you a lot about past customer experiences. There are maintenance subscriptions for commercial vehicles that can help locate the nearest mechanic, and they take some of the guesswork out of the process.

Key to remember: A proactive approach to vehicle maintenance helps eliminate downtime, schedule service between loads, and keep your trucks moving.

Why it matters

Hazmat safety isn’t just focused on compliance, it also focuses on protecting lives, property, and the environment. These priorities are designed to reduce incidents, improve industry accountability, and ensure enforcement actions are fair and consistent. For the hazmat community, PHMSA says these priorities are intended to encourage better communication and emphasize partnership over penalties.

Key outreach priorities

PHMSA wants to prevent problems before they happen. Here’s what they’re looking to do:

• Better communication with shippers - Expect more engagement from PHMSA to help resolve compliance issues before they escalate.
• Packaging guidance - Incorrect packaging is a leading cause of leaks and spills. PHMSA wants to make sure shippers understand selection requirements.
• Accurate classification - Misclassified materials can lead to serious hazards. Reinforcing this step helps prevent dangerous mistakes.

Inspection hot spots

Expect PHMSA to focus on areas with a high-risk factor. This includes general hazmat shippers, cylinder and drum manufacturers, and recertification facilities. Lithium battery shipments, especially those being sold online, will be under the microscope. Not only that, but undeclared hazardous materials also sold online will be a major focus. Companies with major past violations should expect follow-up inspections.

Enforcement priorities

When enforcement is necessary, PHMSA plans to keep it strategic. Cases will be processed promptly, with warning letters and tickets resolved within 180 days. Actions will target violations that pose the greatest safety risks, and penalty guidelines will reportedly be applied consistently nationwide. Data analytics will be used to drive decisions, helping PHMSA spot trends and prevent recurring issues.

What this means for you

If your operations involve cylinders, drums, lithium batteries, or online sales of hazmat, now is the time to review your compliance programs. Accurate classification, proper packaging, and clear documentation aren’t just regulatory boxes to check, they’re essential to avoiding enforcement actions and ensuring safe transportation.

Key to remember: PHMSA’s updated approach focuses on high-risk areas like lithium battery shipments and cylinder facilities, emphasizes better communication with shippers, and promotes risk-based, consistent enforcement to strengthen compliance and reduce incidents.

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!

Step 1: Update training materials

Start by updating training materials to reflect current best practices and real-world scenarios. Use interactive formats such as short videos, quizzes, and group discussions to keep employees engaged. Monthly safety meetings should focus on practical topics and encourage participation rather than simply reviewing rules.

When employees feel involved, they’re more likely to retain information and apply it on the job. Consider incorporating real-life examples from your own operations to make the training relatable.

2: Enhance safety incentive programs

Safety incentive programs also need attention. Traditional reward systems often fail to motivate employees. Instead, create meaningful incentives that recognize proactive behaviors, such as reporting hazards or suggesting improvements. Rewards can include gift cards, recognition events, or even additional time off. 

These programs should celebrate safe behaviors, not just the absence of accidents. Public recognition during meetings or in newsletters can also boost morale and reinforce positive habits.

3: Go all-in with employee engagement

Employee involvement is critical to sustaining a safety culture. Form safety committees at each terminal and include drivers and warehouse staff. These committees provide a platform for employees to voice concerns and propose solutions. When workers feel heard, they take ownership of safety initiatives, creating a sense of shared responsibility.

Encourage committees to conduct walkthroughs, identify hazards, and then share their findings with management for quick resolution. Regular feedback loops help maintain momentum. Share progress on accident and injury reduction goals and celebrate milestones. 

Transparency builds trust and reinforces the importance of safety. Employees should know that their efforts make a measurable difference. Posting monthly safety metrics in break rooms or on digital boards can keep everyone informed and motivated. Gamifying safety goals with leaderboards or team challenges can also make participation fun and competitive. These strategies turn safety into a shared mission rather than a management directive.

Modernizing training and engaging employees transforms safety from a compliance requirement into a core value. When everyone participates, the result is fewer accidents, fewer injuries, and a stronger, more resilient workforce. Safety becomes a part of the company’s identity, not just a checklist item. 

Key to remember: The ultimate goal is to create an environment where employees feel empowered to speak up, take action, and work together to keep everyone safe.

To-do before October 1

Get ready for renewal by taking the following steps now:

• File all your highway use tax returns that are due.
• Pay your taxes. The state will not issue a new certificate of registration if you owe back taxes. Before you apply to renew, make sure that you’ve paid all taxes due under any of the programs administered by the New York State Tax Department, including:
  • HUT,
  • personal income tax,
  • International Fuel Tax Agreement (IFTA),
  • sales tax, and
  • withholding tax.
• Create an online account if you do not already have one and you want to renew your credentials and pay online (https://www.oscar.ny.gov/).
• Make sure your vehicle registration information is correct and accurate. Review and update your information as soon as possible. Incorrect information will delay the processing of your certificates and decals.

Beginning October 1

Once the renewal period opens, renew your credentials and pay your renewal fees online with One Stop Credentialing and Registration (OSCAR).

Submit your renewal application by November 30, 2024, to make sure you receive your decals in time to place them on your vehicles before January 1, 2025.

If you are already enrolled in OSCAR, use your current OSCAR password to renew online.

If you are not enrolled, visit OSCAR, and select Enroll Now. You must have a United States Department of Transportation (USDOT) number and an employer identification number (EIN).

To renew your registration:

1. Visit the OSCAR website and select HUT Renewal from the Business Type drop-down.
2. Enter your information in the USDOT#, NYS Tax ID#, and Password fields, then select Log in.
3. If you have 300 or fewer vehicles, choose either:
   1. Renew all HUT/AFC Certificates of Registration to renew all your active current series permits, or
   2. Select HUT/AFC Certificates of Registration to renew specific permits.
4. If you have more than 300 vehicles, choose either:
   1. Renew all to renew all your active current series permits, or
   2. File renewal to renew select permits.

If you are unable to renew electronically, you may file Form TMT-1.2, Renewal Application for Highway Use Tax (HUT) and Automotive Fuel Carrier (AFC) Certificates of Registrations and Decals – 25th Series.

Key to remember: Take steps now to renew your NY HUT and ensure you receive your new decals before the current ones expire.

Focus: ELD applications

While the agency calls the change a “complete overhaul of the [ELD] vetting process,” it remains focused solely on verifying the accuracy and completeness of ELD provider applications. It falls short of implementing a third-party certification system like Canada’s, which many experts believe would provide a more robust guarantee of ongoing compliance and device integrity.

The new process comes in a year when the FMCSA has revoked 30 ELDs so far, surpassing last year’s total of 21 and nearly doubling the number revoked in 2023. ELDs are typically revoked with no warning, leaving users scrambling to replace them before a 60-day deadline.

The vetting process

Loopholes in the previous vetting process allowed ELD providers to register non-compliant devices, or even re-register devices that had been revoked. The FMCSA’s new process introduces a multi-layered review, including:

• Initial review: Verification of contact information, technical specs, and device images.
• Fraud detection: Cross-checking applications against active, inactive, revoked, and in-process lists.
• Categorization: Applications are sorted into four categories based on their degree of compliance and documentation, as they advance to the approved stage.

What it means — and doesn’t mean — for carriers

The new vetting process aims to block fraudulent or non-compliant devices before they ever reach the FMCSA’s Registered ELD list. This may reduce — but not eliminate — the risk of sudden device revocations and the scramble to replace them.

However, the enhanced vetting process does not mean motor carriers can sit back and assume all devices on the Registered ELD List are fully compliant or immune to future issues. While the FMCSA’s new process is more rigorous, it is not a guarantee of ongoing compliance or performance.

Carriers still bear responsibility for due diligence — selecting ELDs from trusted providers with a proven track record of regulatory compliance and industry support. By partnering with reputable vendors, carriers can better protect themselves from unexpected disruptions and ensure their operations remain in line with federal requirements.

The bottom line

For motor carriers and drivers, the FMCSA’s new ELD vetting process means fewer compliance headaches, less risk of sudden device removals, and a more trustworthy ELD marketplace. However, the lack of third-party certification means carriers must still do their homework when selecting an ELD provider.

Key to remember: The FMCSA has announced a new ELD vetting process that promises to prevent non-compliant devices from reaching the Registered ELD list.

FMLA leave entitlement

Eligible employees who work for covered employers are entitled to take FMLA leave for qualifying reasons, regardless of their immigration status.

Assuming that if a serious health condition made them unable to perform one or more job functions, then they can take leave. The FMLA doesn’t restrict why the condition began or where the employee is at the time. Those details aren’t addressed in the FMLA regulations.

When employees put their employers on notice of the need for leave for a reason that might qualify for FMLA protections, the employer’s FMLA obligations are triggered. They must give the employee an eligibility/rights & responsibilities notice within 5 business days. If an employee is detained, however, the employer might not know how to get this notice to the employee.

Certification

In most cases, employers may require employees to give them a certification supporting the need for FMLA leave. For medical conditions, this must come from a health care provider. A detained employee might not have the opportunity to obtain treatment from a health care provider, thus making it difficult to get the required certification.

Employers aren’t, however, required to ask for a certification. They may make exceptions to such a requirement if they wish.

Otherwise, the employee is responsible for getting the certification.

State laws

Currently, no state has a law specifically protecting employees who are detained. California Gov. Gavin Newsom recently vetoed a bill that would have required California employers that are aware of an employee who’s detained or incarcerated due to a pending deportation or immigration proceeding to place the employee on unpaid leave for up to 12 months. During the 12 months, the employee would have had the same reinstatement rights as employees terminated for lacking work authorization.

The measure would also have allowed workers to take up to 5 days of unpaid leave to attend to immigration-related matters. Consideration of the governor's veto is pending.

Key to remember: Whether a detained employee is entitled to FMLA leave protections depends on all the facts, including whether they provide the requested certification.

7 ways employers can help improve the health of their workforce

1. Promote annual physicals with incentives.

Employees who get regular physicals with a health care provider are more likely to become aware of a health condition before it escalates. To encourage them to see their doctor, employers could offer incentives, like discounts on insurance premiums.

2. Make it easy to get cancer screenings.

Whether offering on-site health fairs or flexible schedules to make appointments, employers can help employees catch certain cancers (e.g., breast cancer) in the early stages to help reach a more positive outcome.

3. Do an ergonomics audit.

Musculoskeletal issues are common, especially among office workers who sit much of the workday. Providing them with proper equipment and tips on good posture and body positioning might help stave off aches and pains at the office.

4. Give them a break.

Mental health is tied to physical health, and when employees are stressed or burnt out, it can spill over and impact their workday. Provide the opportunity for regular breaks to step away and rejuvenate. Promote other available mental wellness resources, such as counseling, paid time off, sick leave, etc., to help workers maintain their overall health.

5. Forego free food as rewards.

Offering free food and snacks or hosting potlucks and pizza days are quick and easy ways to make employees happy in the short term. However, these freebies can come at a cost by encouraging overconsumption of less nutrient-dense foods, which can contribute to health issues down the road. It doesn’t mean employers should rule out all celebrations, but limiting them as an occasional treat might be a better plan. Also, make sure that cafeterias and vending machines are stocked with healthier options – maybe even at discounted prices.

6. Offer health coaching tools.

Whether it’s an onsite health and wellness coach or utilizing health-related fitness technology, providing employees with options to learn ways to live healthier lives supports them from a positive “what can I do” perspective.

7. Stay on top of illnesses.

Ensure that the workplace is kept clean and germ-free as much as possible. When employees are sick, encourage them to stay home and recover instead of spreading illness to others at work. Communicate ways to stay healthy, especially during cold and flu season, such as by sharing tips about proper handwashing and good sleep habits. Promote health care benefits, too, that employees can use if they need to seek medical help.

Key to remember: Employers play a key role in helping their employees live healthy lives.

Full-day absences

If employees are absent for 1 or more full days for personal reasons (e.g., car repair), other than sickness or disability, employers may deduct from their salary, as opposed to their PTO bank.

If, for example, an exempt employee is absent for 2 full days to move to a new house, the employer may deduct from the employee’s weekly salary for the 2 days. If, however, the employee is absent for 1.5 days, the employer may deduct from the employee’s salary only for the 1 full-day absence. The employer may deduct from the employee’s PTO bank for the partial-day absence.

While employers don’t have to have a bona fide sick leave plan, they may make such deductions due to absences related to sickness or disability only if they have one. Employers must communicate the plan to eligible employees and follow the plan.

To be bona fide, employers must administer the plan impartially, and its design shouldn’t reflect an effort to evade the salary-basis requirement.

Whether a particular plan is bona fide would be based upon the actual design of and practices applicable under the plan. A PTO plan might qualify as bona fide even though it’s not exclusively for use during sickness or disability.

Assuming that a bona fide plan exists, employers may make deductions from an employee’s salary for absences of 1 or more full days because of sickness or disability before the employee has qualified under the plan and after the employee has exhausted their PTO/sick leave.

Key to remember: Employers may deduct from exempt employees’ PTO bank for partial-day absences.

Day count extends to next year

If an injured employee is still on work restrictions (or days away) into the next calendar year, do not add the case to next year’s Log. That would indicate a new injury. It may seem odd if, for example, an employee injured on December 13th had 73 days away listed under that date. However, the day count simply indicates the severity of the incident. For that purpose, it doesn’t matter if the days occurred in the next calendar year.

Also, if an injured worker is still away from work (or on restrictions) when you prepare the Annual Summary, you must estimate the day count and use that to complete the summary, per 1904.7(b)(3)(ix). You might use a doctor’s estimate or make a guess based on experience with similar cases. You’ll then post the summary using the estimated days.

Once you know the exact day count, you must update the 300 Log. However, you do not have to update the Annual Summary after it is posted. Consider this: An injury in December could involve a return-to-work date after April 30, at which point the 300A no longer needs to be posted.

Certify and post the 300A

Finally, a company executive must review and sign the completed 300A. In a letter of interpretation from January of 2009, OSHA clarified that employers keeping electronic records can use electronic signatures for this.

You must post a physical copy of the 300A from February 1 through April 30. In a large facility, this may require more than one posting. Some employers post the summary on the company intranet, which is fine, but that’s not a substitute for physical posting. You must also ensure that the summary is not altered, defaced, or covered by other material.

OSHA does not require sending the 300A to people working from home, but check state requirements. For example, California does require providing the summary to remote workers who do not report to the office at least weekly during the posting period.

Key to remember: Review the 300 Log for accuracy and, if needed, estimate day counts before preparing and posting the 300A Annual Summary.

Breaking it down

The HazCom standard rose to first place on our list of violations for non-construction employers with less than 100 employees. HazCom is about the employees’ right to understand the hazardous chemicals they are exposed to at work. That standard was followed by the Respiratory Protection and Powered Industrial Trucks standards. Three industries dominated the violations for all three — fabricated metal product manufacturing, repair and maintenance, and non-metallic mineral product manufacturing.

Citations in our top 10 were heavily concentrated in manufacturing industries, perhaps not surprising as these work environments can present a wide range of hazards such as chemicals, moving machinery and equipment, and temperature extremes. However, don’t let that fool you! Any general industry employer could be slapped with the violations in our list, if applicable. Don’t forget that OSHA can use the General Duty Clause (our number 10 violation on the list) to cite serious, recognized hazards for which no regulatory standard exists, such as heat, ergonomics, workplace violence, and unanchored metal racks.

Interestingly, food manufacturers were roped in the top three violators for lockout/tagout and electrical citations. Because employees in this industry may perform equipment maintenance or otherwise be exposed to hazards during this maintenance, lockout/tagout covers these activities. OSHA’s electrical standards are designed to protect employees exposed to dangers such as electric shock and electrocution. Section 1910.303 applies to the examination, installation, and use of electrical equipment, particularly the safety of equipment like appropriate markings, space around equipment, and guarding of live parts. Red flags for OSHA compliance officers are blocked electrical panels, missing markings on electrical panels, and improper use of PPE. Section 1910.305 applies to grounding; temporary wiring; cable trays, boxes, and fittings; switches and panelboards; enclosures for damp or wet location; insulation; and flexible cords and cables. OSHA will look for things like burned electrical outlets, damaged extension cords, and lack of training for employees doing electrical work.

Number six on the list, abatement verification, was a surprise. Under 1903.19, “abatement” means action by an employer to comply with a cited standard or regulation or to eliminate a recognized hazard identified by OSHA during an inspection. OSHA sets a date for hazards to be corrected, and employers must:

• Certify and document that the hazards are corrected;
• Submit an abatement plan and/or a progress report, in some cases; and
• Inform affected employees and their representative(s) about abatement activities by posting a copy of each document submitted to OSHA or a summary of the document near the place where the violation occurred.

Failure to abate a cited hazard can cost you $16,550 per day beyond the abatement date, up to 30 days. That amounts to almost $500,000 per citation in addition to the original penalty amount!

Key to remember: Although the top violators in our list were concentrated in manufacturing in fiscal year 2025, all small, non-construction employers who fall under OSHA jurisdiction can use the top 10 table to strengthen their safety programs, protect their workforce, and reduce their chances of a citation.

1. Start with inclusion

One of the most effective ways to build a safety culture is to involve front-line workers from the beginning. When workers participate in hazard assessments or help pilot new safety initiatives, they’re more likely to take ownership. This sense of ownership makes safety feel like something they control, not just something imposed from above.

For example, a manufacturing supervisor might invite experienced machine operators to help evaluate a new lockout/tagout procedure. Their insights can improve the process and ensure it’s realistic for daily use.

Actionable step:

• Invite workers to join hazard assessments and pilot programs.
• Ask for feedback on new procedures before rolling them out.

2. Define specific behaviors

Vague goals like “improve safety culture” don’t necessarily resonate with workers. Instead, break initiatives into specific, observable actions. If the goal is to reduce slips and falls, define behaviors such as “wipe up spills immediately” or “wear slip-resistant footwear in wet zones.” These clear expectations help workers know exactly what’s required.

Actionable step:

• List out specific behaviors for each safety goal.
• Communicate these behavioral expectations clearly to all team members.

3. Communicate simply and visually

Safety messages should be easy to understand and remember. Use plain language and visuals such as posters, infographics, and short videos to reinforce key points.

For instance, a warehouse might display a visual checklist near the loading dock showing proper lifting techniques and PPE requirements. This keeps safety top-of-mind without overwhelming workers with too much reading required.

Actionable step:

• Use posters and infographics, especially in high-traffic or high-hazard areas.
• Share short videos or visual guides during meetings.

4. Integrate safety into daily routines

Repetition builds habits. Supervisors should weave safety into daily routines through shift huddles, toolbox talks, and pre-task checklists.

As an example, a construction supervisor might start each morning with a five-minute safety briefing, highlighting potential hazards for the day and encouraging questions. These micro-interactions reinforce safety as a shared responsibility.

Actionable step:

• Begin each shift with a brief safety talk.
• Use checklists before starting tasks.

5. Recognize and reward safe behavior

Positive reinforcement is a powerful motivator. Recognize workers who consistently follow safety rules or report hazards. This could be as simple as a shout-out during a team meeting or a small reward like a gift card or company swag. When workers see that safety is valued, they’re more likely to prioritize it.

Actionable step:

• Publicly acknowledge safe behavior.
• Offer small rewards for safety milestones.

6. Provide hands-on training

People learn best by doing. Offer hands-on training that simulates real scenarios. For example, a manufacturing plant might run spill response drills where workers practice containment and cleanup procedures. This experience builds confidence and ensures workers are prepared when it counts.

Actionable step:

• Schedule regular drills and hands-on training sessions.
• Use realistic scenarios to reinforce learning.

7. Make reporting easy and safe

Workers won’t report hazards if the process is complicated or if they fear retaliation. Provide simple, anonymous reporting tools such as mobile apps, paper forms, or even an anonymous drop box. Most importantly, act on reports and communicate what’s been done or not done. Closing the loop shows workers that their voices matter.

Actionable step:

• Set up easy-to-use reporting systems.
• Follow up on reports and share outcomes with the team.

Key to remember: Make safety stick by turning it into something simple and actionable. Empower your team by listening, teaching, and rewarding safe choices. When people feel involved and valued, safety becomes a natural part of the job and a shared responsibility.

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.

How can employers recognize lithium-ion safety during fire prevention week?

Provide fire safety training: Organize sessions on general fire prevention and lithium-ion battery safety. Cover topics like safe charging, storage, inspection, disposal, and emergency response.

Share resources: Distribute materials and safety posters throughout the workplace. Highlight key fire risks, including electrical hazards, clutter, and battery safety.

Review policies: Update fire safety policies and ensure all battery-powered equipment is used and maintained according to manufacturer guidelines.

Promote safe disposal: Set up battery recycling stations and educate employees on proper disposal methods for batteries and other fire hazards.

Conduct fire drills: Practice evacuation plans and ensure all employees know escape routes and assembly points.

How can workers stay safe with lithium-ion batteries at work and home?

How can workers stay safe with lithium-ion batteries at work and home? Workplaces often rely on rechargeable batteries and electrical equipment, which if mishandled, can pose serious fire hazards. To help prevent incidents, employees should:

• Use only manufacturer-approved chargers and batteries.
• Store batteries and flammable materials in cool, dry places, away from heat and moisture.
• Inspect batteries and electrical equipment regularly for signs of damage.
• Report any fire hazards or safety concerns immediately.
• Participate in fire safety training and follow all workplace procedures.

Battery-related fires can happen at home just as easily as they can at work, especially with the growing number of personal devices such as smartphones, laptops, e-bikes, power tools, and electric vehicles. Here are some strategies to include:

• Install smoke alarms and test them monthly.
• Avoid charging devices on soft surfaces or near flammable materials.
• Don’t use damaged or off-brand batteries and chargers.
• Keep batteries out of reach of children and pets.
• Recycle old batteries at approved centers; never throw them in the trash.
• Create and practice a fire escape plan with your family.

Why focus on lithium-ion batteries?

Lithium-ion battery fires are an escalating concern across the United States. These batteries pose serious fire risks when damaged, improperly charged, or disposed of incorrectly. Fires involving lithium-ion batteries burn hotter and spread faster than traditional fires, making them especially dangerous.

Since 2017, incidents have increased by approximately 20% annually. According to the NFPA, urban areas face the highest risk. In New York City alone, 268 lithium-ion battery fires were recorded in 2023, resulting in 18 deaths. As the use of rechargeable devices and electric vehicles continues to grow, these fire incidents are expected to rise nationwide.

Key to remember: Lithium-ion batteries are becoming more popular and essential, but they must be handled responsibly. October’s annual focus on fire prevention is a great time to reinforce safety practices, educate workers, and take steps to prevent fires at work and at home.