Unique Posters and Notices

You need these posters and/or notices ONLY IF your business has these situations:

• Occupational medical records (#1)
• Citations and special orders by Cal/OSHA (#2)
• Construction (#3, #9)
• Forklifts (#4)
• Lasers (#5)
• Chemical hazards (MSDS) (#6)
• Asbestos (#7, #8)
• Proposition 65 chemicals (#10)
• Low-income employees with dependent children (#11, #12)
• Employees without any withholding (#11, #12, #13)
• Employees with more than 10 withholding exemptions (#13)
• Employees who claim to be exempt from withholding (#13)
• Government contracts (#14)
• Agricultural labor (#15)
• San Francisco Minimum Wage (#16)
• San Francisco Paid Sick Leave (#17)
• Farm Labor contractors (#18)
• Is required to maintain unemployment insurance (#19)

To obtain these posters, click on the link provided or contact the appropriate agency or office. The California Chamber of Commerce does not distribute these posters.

1. Access to Employee Medical and Exposure Records. Must be posted by employers who have done exposure evaluations to make these records available to the exposed employees per requirements of Title 8, Section 3204. Available at http://www.dir.ca.gov/dosh/dosh_publications/S11engpstr.pdf.

2. Citations, Special Orders, Orders to Take Special Action and Notices of No Violation. Must be posted for a specified period of time when issued following a Cal/OSHA inspection or action. Available from Cal/OSHA at http://www.dir.ca.gov/occupational_safety.html, but issued only after an inspection.

3. Codes of Safe Practice. Must be posted by companies in the construction industry as required by Title 8, Section 1509, Plate A-3. These are industry-specific. To view this Title, go to http://www.dir.ca.gov/Title8/1509.html. To view the general code of safe practice, go to http://www.dir.ca.gov/dosh/dosh_publications/iipp.html#31

4. Employee Operating Instructions. Required for operations involving forklifts, industrial trucks, industrial tow tractors, and agricultural or industrial tractors per Title 8, Section 3664. The regulation is listed at http://www.dir.ca.gov/Title8/3664.html. The poster can be found in English at http://www.dir.ca.gov/dosh/dosh_publications/IndTrucks_Eng.pdf and in Spanish at http://www.dir.ca.gov/dosh/dosh_publications//IndTrucks_Spa.pdf.

5. Laser Warning Placard. Must be posted in a laser use area. Required by Title 8, Section 1801(d) of the Construction Safety Orders. Contact safety equipment suppliers for more information.

6. Notice: Employee Access to Material Safety Data Sheets (Right-To-Know Notice). Employees must be advised of their rights to chemical hazard information according to Title 8, Section 5194. Training is required by employers whose workplace may contain chemicals or hazardous substances.

7. Registration for Companies Performing Asbestos Removal. Required by Title 8, Section 341.7. Contact Cal/OSHA for more information at http://www.dir.ca.gov/occupational_safety.html.

8. Asbestos Warning. Required by Title 8, Section 341.10. Contact safety equipment suppliers for more information.

9. Worksite Permits. Must be posted by companies in the construction industry as required by Title 8, Section 341.4. Contact Cal/OSHA for more information at http://www.dir.ca.gov/occupational_safety.html.

10. Proposition 65 Warnings. Required for any nongovernmental entity with more than 10 employees that uses chemicals currently subject to the act, including alcoholic beverages and tobacco products, and more than 500 other chemicals. The employer must provide “clear and reasonable warnings” both to the public and to employees. Contact safety equipment suppliers and the California Office of Environmental Health Hazard Assessment for more information.

11. Earned Income Credit. This tax credit is for certain employees who have at least one qualifying child (which also can include a stepchild, adopted child, or a grandchild) who lives with them in a home in the United States. This notice must be provided to each employee who worked for you at any time during the year and from whom you did not withhold any income tax. You do not have to notify any employee who has had no tax withheld because he/she claimed exemption from withholding on Form W-4, Employee’s Withholding Allowance Certificate. Employers may order Publication 1622 (Earned Income Credit Information) and From W-5 (Earned Income Credit Advance Payment Certificate). These products are too large for download. Paper copies are available from the IRS at 1-800-829-3676.

12. Notice 797. The Notice of Possible Tax Refund Due to the Earned Income Credit must be given by either a first-class mailing addressed to the employee at his/her current or last know address or by direct personal delivery (hand delivery) to the employee. You may give the employee this notice or you may use your own written statement as long as it has the exact wording of Notice 797. Simply posting the notice or sending the notice through interoffice mail is not sufficient to meet the notice requirements. For more information, contact the IRS at 1-800-829-3676.

13. DE 35. The Employment Development Department (EDD) requires that you provide certain employees with a DE-35 about their withholding allowance certificate (W-4). This notice informs employees that the employer is required to send a copy of their W-4 and/or California's DE-4 to the Franchise Tax Board (FTB) if any of the following conditions is met: (1) The employee claims in excess of 10 withholding exemptions. (2) The employee claims to be exempt from state or federal income tax withholding and the employer expects the wages subject to withholding to exceed $200 per week. (3) The employee makes material alterations on the certificate, such as deleting language, defacing the form or providing information other than that requested. (4) The employee admits the certificate is false. This notice can be downloaded at http://www.edd.ca.gov/taxrep/de35.pdf.

14. Government Contractors. Employers who have government contracts may be required to post additional information for employees. Contact the Employment Standards Administration office of your local U.S. Department of Labor if you have federal contracts. The posters that may be required include: Davis-Bacon Act (federal construction); Contract Work, Hours and Safety Standards Act; McNamara-O’Hara Service Contract Act (services); and Walsh-Healey Public Contracts Act (manufacturing).

15. Owners of a Farm Employing Agricultural Labor. Every owner, tenant, or operator of a farm employing agricultural labor who employs any parent or guardian having minor children, must post at a conspicuous place on the property or place of employment a notice stating that minor children are not allowed to work upon the premises unless permitted to do so by law and unless permits to work have been secured by the minor children from duly constitute authorities. All such notices must be printed in both English and Spanish. These notices can be produced by the employer.

16. San Francisco Minimum Wage. Effective January 1, 2008, nonexempt employees within the boundaries of San Francisco must earn at least $9.36 per hour. Employers must display a new poster in each workplace in English, Spanish and Chinese, as well as any other language spoken by at least 5 percent of the workforce. A copy of the poster and additional information is available at http://www.sfgov.org/site/olse_index.asp?id=27605.

17. San Francisco Paid Sick Leave. Employers with employees working within the city and county of San Francisco must provide paid sick leave for these employees and post a copy of the ordinance in the San Francisco workplace. For more information and copies of the ordinance, visit http://www.sfgov.org/site/olse_index.asp?id=49389.

18. Farm Labor Contractor - Statement of Pay Rates. Farm Labor Contractors (those who contract with a grower to provide agricultural employees or the transportation for such workers) must be licensed by the Division of Labor Standards Enforcement. Farm Labor Contractors are required by the Labor Code to post a pay rate notice prominently at the site where the work is to be performed and on all vehicles used by the licensee for the transportation of employees. The poster must be at least 12-inches high and 10-inches wide.  So verify the size of the poster after you download it at http://www.dir.ca.gov/dlse/DLSE-445.pdf.

19. Earned Income Tax Credit Notice. Effective Jan. 1, 2008, California employers who are required to provide unemployment insurance must notify all employees that they may be eligible for the federal Earned Income Tax Credit (EITC) within one week before or after, or at the same time, the employer provides an annual wage summary including but not limited to a Form W-2 or Form 1099. Posting this notification on a bulletin board or sending it through office mail is insufficient, but such notification may be used in addition to individual notifications as required under this new law. The notification must be handed directly to the employee or mailed to the employee's last known address. Very specific language is required to be included in this notice. Click here for a sample form.