Federal, state and local laws require the display of workplace posters containing employee rights. The Department of Labor (DOL) offers these posters for free, but manually checking poster updates is unsustainable, given the changing regulations. Poster compliance services can perform this hard work for you, helping you avoid fines and other noncompliance repercussions.
That said, it’s important to identify which services are legitimate. In Washington, a Michigan-based owner of a fraudulent poster compliance company broke the law about 600,000 times, sending scam solicitations to thousands of businesses. This resulted in a $7.4 million penalty and $850,000 in consumer restitution, with interest. To avoid falling for such traps, you must ask critical questions when choosing a labor law poster vendor. Use this article as your guide when choosing an option.
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In this Article:
- The 10 Critical Questions for Any Potential Vendor
- Legitimate vs. Illegitimate Poster Compliance Vendors
- Frequently Asked Questions
The 10 Critical Questions for Any Potential Vendor
Think about your present and future needs when asking questions about a poster compliance service. Consider the following:
1. What Does Your Compliance Guarantee Cover?
A labor law poster guarantee protects your business in case of errors on the posters provided by the compliance service. However, vague statements, like “100% compliance guarantee”, do not specify how protected you are. Ask whether the company guarantees federal, state and local compliance, and if it protects you from fines when violations occur.
Providers usually cap the penalties they cover. Consider this amount, as fines add up the more incorrect posters you receive. For instance, Poster Compliance Center offers a $41,000 compliance warranty for annual subscriptions, stating that all provided labor law compliance posters and updates will be legally accurate. In case of a violation, you’ll get reimbursed for fines up to the indicated amount, provided your business complies with the terms.
Performing a labor law poster guarantee comparison should help you understand which service protects your business best.
2. How Does Your Team Track the Law Changes at the Federal and State Levels?
The right vendor proactively checks for regulatory updates and is well-versed in your locations’ poster requirements. For instance, Poster Compliance Center has a team of experts closely monitoring all federal and state labor law changes. We also offer compliant posters in all 50 states, as well as Washington, D.C., Guam, Puerto Rico and the Virgin Islands. This coverage means you can expand your services in multiple states more easily. Our state and federal subscription plans can be a great place to start.
3. How Do You Ensure Compliance for Handling Multiple Locations With Different Local Requirements?
Determining local requirements can be trickier, as the vendor should not rely on zip codes and city names for the poster requirements. Because legal compliance is based on jurisdiction boundaries, the vendor should be looking at coordinates instead. Poster Compliance Center’s expert team correctly monitors local labor law updates to help you remain compliant more easily.
Additionally, managing multiple locations adds to the system complexity. You should ask the vendor how they work with multilocation businesses and how you can add order requests in case you decide to expand. Depending on the vendor’s system, it may be able to work with a small, 30-person business, but not a business with over a thousand locations. The best compliance vendor for multiple locations should be able to work with you smoothly, whatever your business size.
Poster Compliance Center offers custom solutions for businesses of all sizes. We can help you streamline compliance regardless of where you do business. Plus, we offer poster volume discounts, whether you need them in one or across multiple locations.
4. How Quickly Do You Ship or Digitally Deploy New Posters for Mandatory Updates?
The vendor should adopt requirement changes quickly and ship the adjustments to your business within a reasonable time frame. Mandatory changes have effective dates, so longer turnaround times can risk noncompliance.
Ask how the vendor delivers poster changes to different business locations, whether the worksite is located in a downtown office or a rural area. How do they ensure the posters are delivered to the right person? Are there extra shipping costs for poster updates? If they offer digital deployments for remote employees, do they publish the changes right away?
With Poster Compliance Center, once an official notice is released, production kicks off. High-quality and removable sticker updates also provide faster turnaround times, so you won’t need to replace entire posters for specific changes. With an annual compliance plan, you also won’t worry about shipping payments for updates. Our platform for digital labor law posters, eComply360, offers dashboard notifications for mandatory changes, so you stay updated 24/7.
5. What Solutions Do You Offer for Remote, Hybrid and Non-Desk Employees?
Suppose your business has a hybrid setup, requires fieldwork or employs remote workers. Digital poster requirements may be necessary, and remote employee poster compliance solutions can help. A robust platform, like eComply360, enables employees to review relevant posters at any location. It also positions your company as forward-thinking, providing benefits beyond compliance.
When selecting a vendor, consider their online portal’s features. Can you easily access your account without needing a representative for minor changes? Does it provide a centralized dashboard where you can review updates and manage your locations? For instance, eComply360 offers free mandatory updates, 24/7 access to labor law posters and administration notifications for mandatory changes. You can also view, download and print labor law notices and update your company details as needed.
6. Do You Cover Industry-Specific Posters?
Required notices vary per industry. For instance, the restaurant industry may need posters for handling burn injuries, calibrating thermometers or first-aid response for food choking. The health care industry may need HIPAA compliance, X-ray and hazard posters.
In your vendor selection, compliance posters should be complete from the most general, federally required notices to the uniquely required notices within your industry. Poster Compliance Center, for instance, offers specific posters within the construction, federal contractor, health care, hospitality, restaurant and retail industries.
7. Are Your Posters Consolidated Into a Single, Space-Saving Format?
It’s difficult to organize the many required posters. A messy setup can also affect your company’s professional image while reducing your employees’ viewing convenience. An all-in-one poster, which contains multiple required notices, is easier to display and manage.
Poster Compliance Center offers all-in-one posters for each:
- Federally required posters: Includes mandatory federal labor law notices, such as the Federal Minimum Wage and the Family and Medical Leave Act (FMLA) posters
- State-required posters: Includes mandatory state poster requirements, such as the Workers’ Compensation and Child Labor Laws posters
- City- and county-required posters: Includes mandatory city and county posters, such as the Minimum Wage and Paid Sick Leave posters
8. What Level of Support Does Your Service Provide for Audits?
The vendor should be able to provide audit support for labor law posters, as they serve as your compliance partner. Can they offer documentation of your compliance history? Will they answer questions regarding poster compliance requirements? An expert team can provide strategic insights and labor law guidance for your company, helping you avoid costly fines.
Offering resources for internal audits also protects your company from noncompliance. For instance, Poster Compliance Center offers Labor Law 101 resources to help you learn more about the requirements. Our Poster Code Checker also helps you determine if you have the latest required posters.
9. Who Is Our Point of Contact for Compliance Questions?
A generic customer service team won’t suffice in answering complex labor law poster questions. A dedicated account manager is essential, so you can work closely with a trusted expert who can better cater to your needs. Having a single point of contact also avoids delayed responses, phone trees and impersonal relationships. This way, you can receive the answers you need when you need them.
Poster Compliance Center has a team of labor law experts who can answer inquiries through email, chat or phone call. You’ll also get a dedicated account manager who can work with you to meet your compliance needs efficiently.
10. What Types of Compliance Plans and Subscriptions Are Available?
With subscription plans, you won’t need to manually check government websites for regulatory updates. That said, some plans are better than others. Consider if your vendor offers subscription plans that cover all federal, state and locally required posters, plus the posters required for your industry.
Some vendors also provide posters in other languages. For instance, Poster Compliance Center offers posters in Spanish. Annual plans also offer a set-it-and-forget-it solution, ensuring you get timely updates for sudden poster changes. Poster Compliance Center offers annual, two-year and three-year plans with free mandatory updates. These plans renew automatically, helping you stay compliant easily.
Legitimate vs. Illegitimate Poster Compliance Vendors
Although legitimate poster compliance vendors exist, fraudulent organizations make it hard for businesses to comply easily. The cost of the scams isn’t limited to the up-front cost of the fake posters. It also includes the penalties your company may incur due to noncompliance violations.
When evaluating poster providers, remember that legitimate vendors don’t:
- Reach out to your company personally: Illegitimate organizations may provide a “final notice” or other notice requiring payment right away. These notices may look official, stating you’ll incur fines if you don’t purchase their mandatory labor law posters. If you receive such a notice, check the business’s website for legitimacy and read online reviews for any potential complaints.
- Use aggressive and threatening tactics: Your business may receive aggressive phone calls or other scare tactics to force you into purchasing posters you don’t actually need. Remember that vendors are supposed to help you comply easily, but opting for a service is not mandatory. Legitimate vendors typically have a robust range of services, from digital poster compliance to free poster updates, and won’t force you into purchasing posters without context.
- Provide posters that look questionable: Fraudulent organizations typically omit information to avoid being traced. For instance, you might not find a representative’s contact information or a physical return address. They may also use a noncorporate email address.
Frequently Asked Questions
The answers to the following questions can further help you understand how to compare compliance vendors:
How Would You Know if Your Labor Law Poster Is Current?
Posters come with a code or publication date that can help you identify if it’s the most current version. If you work with Poster Compliance Center, we can help you determine if you have the latest version. You can also refer to the latest labor law updates to identify if your posters need to be changed. Poster Compliance Center’s sticker system enables quick updates for specific changes.
Are Labor Law Posters Online Legit?
Online labor law poster providers can be legitimate. You just need to understand how to select the right company. The company’s years in service should speak for its legitimacy, but you can also read customer reviews to identify potential scams.
What Is the Best Source for Labor Law Posters?
Relevant government agencies can provide free workplace posters. However, poster compliance services, like Poster Compliance Center, are your best source for labor law posters for timely updates and smooth compliance. The warranty also provides a safety net for compliance violations, protecting your business from costly fines. Through annual subscriptions and digital resources, you can safeguard your organization’s trust and ensure your employees remain up to date with their rights.
How Many Labor Laws Are There?
The DOL enforces over 180 federal laws, covering about 11 million workplaces. The number of state and local labor laws varies. Some of these laws include regulations on:
- Wages and hours
- Workplace safety and health
- Workers’ compensation
- Employee benefits
- Unions
- Employee protection
Each required poster caters to one of these regulations. For instance, the Occupational Safety and Health (OSH) Act, governed by OSHA, includes regulations on the required safety and health conditions in most private industries. Employers covered by the act may need to display the “Job Safety and Health: It’s the Law” poster, and failing to do so can subject them to penalties.
Poster Compliance Center Is a Vendor You Can Trust
Poster Compliance Center is your partner in poster compliance. Our team of experts has worked with various businesses since 1991. Whether you need federal, state or locally mandated posters, we can help.
Through our annual subscription plans, you can access up to $41,000 compliance warranty, quality prints, free updates and live support. You can also enjoy fast turnaround times of up to 48 hours for new purchases. If your business employs remote workers or has a hybrid work setup, our digital solutions can also help. We can essentially be your one-stop shop regarding poster compliance requirements.
Corporate businesses can get a personalized multilocation quote so we can better cater to your needs. Smaller businesses can opt for our state and federal compliance plans to get started.
