OSHA Compliance Requirements: What Do Employers Need To Know?

Every business owner who values their employees' safety needs to be familiar with OSHA compliance requirements for small businesses. Here's a primer on what employers should know about what's required under OSHA, whether you're a small to mid-sized business owner or a key compliance stakeholder for a large business.

OSHA, which stands for the Occupational Safety and Health Administration, is an agency run by the U.S. Department of Labor. Its job is to provide guidelines for workplace health and safety, protect employees by inspecting workplace environments, and ensure employers comply with safety and health standards.

At first, an employer may groan at the idea of their OSHA employer responsibilities. After all, staying on top of workplace safety laws takes business leaders an average of 5 hours a month, according to Paychex's 2025 Priorities for Business Leaders survey. However, a more productive way to think about OSHA compliance requirements is to see them as a set of best practices that keep your workforce safe and healthy. The resulting safety record can also help your business demonstrate that it is an attractive workplace, which can help recruit high-quality candidates.

OSHA compliance refers to a business following the specific set of best practices, rules, and regulations outlined by OSHA to ensure the safest possible environment for its workers. OSHA has seven sectors — agriculture, construction, federal agencies, healthcare, maritime, oil and gas, and warehouse — each with its specific regulations for workplace safety. In addition to safety, OSHA compliance may also involve meticulous recordkeeping. OSHA uses these records to review accident reports and data to improve and revise its recommended safety practices. However, when employers ask, "What is OSHA compliance?" they are usually concerned with the specific action plan and steps they need to implement to meet OSHA compliance requirements.

Who Is Covered Under OSHA?

Private sector businesses and their employees must comply with OSHA safety and health requirements set forth directly through Federal OSHA or through an OSHA-approved state plan. That means most small, medium, and large businesses in all 50 states, the District of Columbia, and other US jurisdictions are subject to OSHA regulations.

OSHA requirements for certain small businesses are a bit more nuanced. Small businesses with ten or fewer employees are partially exempt, meaning they are required to follow OSHA regulations; however, they are not required to maintain OSHA injury and illness records unless informed otherwise in writing by OSHA or the United States Bureau of Labor Statistics.

What Businesses Are Not Covered Under OSHA?

If you're wondering what businesses OSHA does not cover, the answer is very few. These businesses fall under particular categories.

• Self-employed. This includes people who report self-employment income and do not have any employees, such as independent contractors or sole proprietors.
• Family farms. These are farms operated by an immediate family and do not have outside employees.
• Externally regulated facilities. The Department of Labor (DOL) classifies these as workers whose hazards are regulated by another federal agency, such as the Department of Energy, Federal Aviation Administration, or Coast Guard.

Public sector employees, such as those employed by state and local governments, are not entitled to federal OSHA protection. However, they may be protected by the Occupational Safety and Health Act (OSH Act) if they work in a state that has an OSHA-approved state plan. Federal agencies must meet the same standards as private employers.

What Are OSHA Requirements for Employers?

Provided your business has several people on its payroll and isn't a family farm or externally regulated facility, it is subject to OSHA regulations. What are the OSHA requirements, then, for your particular business?

OSHA requirements for businesses can include identifying and eliminating recognized hazards, taking all measures possible to protect employees from illness or injury, and educating employees on workplace health and safety measures. Specific industries may have additional requirements, however. Here are a few critical OSHA safety requirements for small businesses to implement for OSHA compliance:

1. Emergency Action Plans

An emergency action plan is a fundamental OSHA employer responsibility. Businesses must implement an emergency action plan that details how employees should leave the workplace in the event of an emergency and what actions they will need to take in such a situation along with first aid response and communication protocols. A written emergency action plan must be stored and easily accessible on the premises.

2. Fire Safety

A written fire safety plan describes the actions employees must follow during a fire. Emergency fire exits must be clearly identified and always kept free of obstructions. While fire extinguishers are not OSHA-mandated, employees must be trained to use them if a business keeps them on site.

3. Hazardous Materials and Environments

OSHA requires employers to give employees clear information concerning the use of hazardous chemicals and materials. Employees should receive appropriate safety training in using and handling these chemicals, and all such materials must be clearly identified. In addition to hazardous substance training, employees may also need training in blood-borne pathogens and emergencies. Protecting employees from hazardous materials and environments also includes keeping employees supplied with adequate and necessary personal protection equipment (PPE). Examples of PPE include:

• Head protection
• Gloves
• Shoe covers
• Masks
• Respirators
• Eye protection
• Face shields
• Goggles
• Body protection (lanyards, chap paints, reinforced foot protection)
• Hearing protection

4. First Aid

Every workplace must be equipped with first aid supplies, particularly those that relate to potential hazards that might occur in that workplace. Also, businesses located in a remote area or outside the proximity of a medical facility must maintain on-site emergency personnel. OSHA representatives determine these distances based on an assessment of the type of business and the existence of potential hazards. In addition to first aid, medical exams may also be required for OSHA compliance. This can arise during regular exposure to dangerous chemicals such as asbestos and lead or damaging environments such as occupational noise exposure, among others.

5. Recordkeeping and Posting Requirements

Every OSHA-covered business must also meet specific recordkeeping requirements for work-related injuries or illnesses and adhere to posting requirements.

OSHA defines a recordable injury or illness as:

• Any work-related fatality
• Any work-related injury or illness that results in loss of consciousness, days away from work, restricted work, or transfer to another job
• Any work-related injury or illness requiring medical treatment beyond first aid
• Any work-related diagnosed case of cancer, chronic irreversible diseases, fractured or cracked bones or teeth, and punctured eardrums
• Particular recording criteria are also established for work-related cases involving needlestick and sharps injuries, medical removal, hearing loss, and tuberculosis.

The OSHA Log of Work-Related Injuries (Forms 300 and 300A) are used for accurate recordkeeping of such incidents. Employees and former employees are granted access to these forms. Additionally, a business can use the Injury Tracking Application (ITA) for electronic recordkeeping. Certain employers that meet size and industry criteria must use the ITA to electronically submit injury and illness data once per year to OSHA.

An "OSHA Job Safety and Health: It's the Law" poster (or a state-plan equivalent) must also be prominently displayed in the workplace. This poster outlines employees' job safety rights. It's important to note that a business is prohibited from discriminating against employees exercising their rights under OSHA.

Find Help Meeting OSHA Compliance Requirements

The wide range of OSHA regulations for small businesses may initially seem daunting. That's why employers might consider taking advantage of OSHA's free and confidential advice to small businesses through its On-site Consultation Program. This service is unrelated to enforcement and will not result in penalties or citations.

Another cost-effective way for small businesses to become OSHA-compliant is by adopting a safety program. This program can help teams recognize potential hazards before an accident and give managers and workers the resources to prevent work-related injuries and illness. If maintaining legal and regulatory compliance sounds challenging, you're not alone. A qualified, third-party service like Paychex can help assess your risk exposure, recommend steps to mitigate the exposure, and establish and maintain that plan to ensure long-term compliance.