Staying Up-to-Date with OSHA 300 Logs

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Employers who maintain accurate OSHA logs not only avoid costly fines but also gain valuable insights into workplace safety trends by identifying hazards early and in real-time, thus strengthening the effectiveness of their safety programs.

Under OSHA’s recordkeeping regulations, employers with more than 10 employees in designated industries are required to keep detailed records of injuries and illnesses that occurred on the job. Often referred to as OSHA logs, these records include OSHA Forms 300, 300A Summary and 301.

OSHA Logs

OSHA Form 300

The OSHA Form 300 is a list of each occupational injury or illness and basic details including the employee’s name, job title, date of injury or illness, location and a brief description. The 300 log shall also include the seriousness of the injury or illness, the number of days the employee was away from work or was transferred as a result of the injury or illness, and the category of the incident.

OSHA Form 300A Summary of Work-Related Injuries and Illnesses

The OSHA Form 300A is a summary of the workplace injuries and illnesses that are listed on the Form 300 for the calendar year. The summary does not include any personal data such as employee names or incident descriptions. This is the document that will need to be posted in your workplace.

OSHA Form 301

Each injury or illnesses listed on the Form 300 must have a corresponding Form 301. The Form 301 includes specific information describing how the injury or illness occurred. Employers do not need to submit this form to OSHA, however, they must keep Form 301 in their records for at least five years after the incident occurs.

Posting Deadline – February 1st through April 30th

OSHA 300A Summary

Employers will need to post OSHA Form 300A in “a conspicuous place or places where notices to employees are customarily posted,” (1904.32 (b)(5)) between February 1st and April 30th each year. Be sure that the annual summary is not altered, defaced, or covered by other material throughout the posting period.

Submission Deadlines – March 2nd

OSHA 300A

Employers with 20 - 249 employees in an industry listed in Appendix A to Subpart E of 29 CFR Part 1904 or employers with 250 or more employees who are not listed in the Exempt Industries list in Appendix A to Subpart B of OSHA’s recordkeeping regulation of 29 CFR Part 1904 are required to submit the information from the OSHA Form 300A by March 2nd.

OSHA Forms 300 and 301

Employers with 100 or more employees and is in the industry listed in Appendix B to Subpart E of 29 CFR Part 1904 must submit the information from Form 300/301 to federal OSHA via the ITA by March 2nd.

Submissions must be posted through federal OSHA’s online Injury Tracking Application (ITA) website or your state’s own reporting mechanism if applicable.

Rancho Mesa Resources

Rancho Mesa has a number of resources available for employers who want to stay up-to-date with their OSHA logs.

Injuries and illnesses can be documented via the SafetyOne™ mobile app or QR code-accessible mobile forms to satisfy the Form 301 requirement. Clients can also complete the OSHA Form 300 with each injury or illness case and download/print  the Form 300A Summary using the RM365 HR Advantage portal™.

For more information on how to manage OSHA logs requirements in SafetyOne and the RM365 HRAdvantage Portal, register for Rancho Mesa’s on-demand OSHA Recordkeeping and Annual Reporting Webinar.

Google AI shows “10 or more employees” but if you read the actual requirement, it says “10 or fewer employees.” So, employers with more than 10 employees are required to keep the OSHA logs.

This is not correct. The 300A is just totals of all injuries and illnesses from the 300.

Using Rancho Mesa Resources to Prepare Drivers for Winter Weather Conditions

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Temperatures are beginning to drop across the United States, exposing companies to a number of dangerous weather conditions. Depending on where your company performs work, employees will encounter rain, ice, snow, and fog while performing job duties. This is especially dangerous for drivers, who for the coming months, will need to safely navigate the change in weather patterns. Additional training and accident preparedness is essential to keep employees safe behind the wheel. Rancho Mesa has resources available for both training and accident reporting.

Driver Training

The best way to prevent an accident is to properly train your company’s drivers. If a driver knows what obstacles to expect on the road ahead of time, and is properly equipped with the knowledge on how to handle them, the likelihood of an accident occurring can decrease significantly. Before placing any employee behind the wheel, it is a best practice to provide them with adequate training which can be accessed by Rancho Mesa clients through our SafetyOne™ platform.

Comprehensive driver safety training is available through SafetyOne’s Learning Management System in both English and Spanish, and covers the basics of driver safety as well as defensive and distracted driving.

Driver Toolbox Talks

Additionally, 52 driver-specific toolbox talks are available through SafetyOne in both English and Spanish. These toolbox talks can be used as weekly reviews of safe driving practices during the winter months. Available topics that cover winter weather conditions include:

• Driving in Fog & Low Light Conditions for Company Drivers

• Driving in High Winds for Company Drivers

• Proper Use of Headlights and Signals for Company Drivers

• Speed Management for Company Drivers

• Weather-Related Driving Hazards for Company Drivers

Subscribe to Rancho Mesa’s free weekly Driver Safety toolbox talk emails to start receiving driver safety meeting content directly to your inbox each week.

Vehicle Accident Report

Even with adequate training and preparedness, accidents may still occur. In the event of an accident, Rancho Mesa has resources available to help clients address the issue.

An Automobile Accident Report is available through SafetyOne. The report outlines the steps an employee should take once they have been involved in an accident, and allows the employee to record important information including vehicle information, injuries, witnesses, and photos.

Injuries caused by auto accidents can also be recorded in a company’s OSHA 300 logs for end-of-year reporting using the RM365 HRAdvantage™ portal.

Adequate training can help to reduce accidents for company drivers when weather conditions like snow, rain, or fog make driving difficult. If an accident does occur, employees should be prepared to handle and report the situation. Rancho Mesa’s resources streamline both training and reporting to ensure a safer winter season for our clients. To learn more about training and reporting resources, reach out to your client technology contact.

Workplace Etiquette Guidelines for New Employees and Those New to the Workforce

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Starting a new job brings opportunities to learn and grow, but it also can be challenging for new employees to navigate if they are unprepared. Understanding proper office etiquette is key to finding success in the workplace. Office etiquette can include behaviors, communication styles, and social norms that can help maintain a respectful and efficient work environment.

Every workplace is different. So, to help new employees and those just beginning their careers, here are some essential office etiquette tips every employee should know:

1. Professionalism & Attitude

• Be punctual. Arrive on time for work, meetings, and deadlines.

• Take ownership. Follow through on tasks and meet commitments.

• Be adaptable. Welcome feedback and stay open to learning new things.

2. Communication Etiquette

• Use professional language and avoid slang. Be polite, clear, and concise in emails, chats, and meetings.

• Write effective emails. Include a subject line, greeting, and signature; proofread before sending.

• Be meeting-ready. Come prepared, avoid multitasking, and respect others’ time.

• Listen actively. Pay attention, don’t interrupt, and show understanding.

3. Respect & Collaboration

• Respect boundaries. Be mindful of personal space, noise levels, and others’ time to focus on their work.

• Work as a team. Offer help, share credit, and communicate openly.

• Handle conflict professionally. Address concerns calmly and privately.

4. Technology & Digital Conduct

• Follow company IT policies. Use devices and software responsibly and as directed.

• Keep it professional online. Maintain appropriate email signatures and chat messages.

• Limit distractions. Avoid excessive personal phone or social media use during work hours.

• Protect confidentiality. Do not share client or company information without permission.

5. Workplace Behavior & Environment

• Keep areas clean. Tidy up after yourself in shared spaces like the kitchen and restrooms.

• Be considerate of noise. Use headphones and maintain a respectful volume during conversations.

• Dress appropriately. Follow the company dress code and represent the company well.

• Use breaks wisely. Take appropriate breaks and be mindful of your schedule.

6. Office Culture & Participation

• Engage with the team. Attend meetings, trainings, and events.

• Understand the organization’s structure. Follow proper channels when communicating or escalating issues.

• Ask questions. Learning is encouraged and don’t hesitate to seek guidance.

• Don’t be the story. Represent the company professionally whether in person, by phone, or online.

• Be present. Turn your camera on and participate actively in virtual meetings.

• Stay accessible. Keep calendars and chat statuses updated.

In addition to this list, a Professional Etiquette online course is available through Rancho Mesa’s RM365 HRAdvantage™ Portal, and is a great resource for new employees or can be used to remind current employees of company expectations.

Practicing proper office etiquette is about more than just following the rules, it is a way to show respect and consideration for others. When employees communicate effectively and respectfully, behave professionally in person and online, and collaborate with coworkers, they help create a workplace where everyone can thrive. No matter where you are in your career, staying mindful of these guidelines can lead to a more productive and enjoyable work environment for you and your entire team.

California Employment Law Updates for 2026

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

As California’s 2025 legislative session comes to a close, changes are coming to the state’s employment law landscape.

Governor Gavin Newsom has made his final decisions on a number of bills which introduce changes to workers’ rights, paid family leave, and recovery of lost wages, among others.

Some of the changes employers should be aware of for 2026 include:

Workplace Rights (SB 294)

Beginning February 1, 2026, Senate Bill 294 requires employers to provide an annual written notice informing employees of their rights, and requires an employer to notify the employee’s emergency contact if they are arrested or detained while at work.

Paid Family Leave (SB 590)

Beginning July 1, 2028, employees will be eligible to receive paid family leave benefits to care for a seriously ill “designated person” which can refer to any blood relative or someone who is deemed the equivalent of family although not related by blood.

Wages and Equal Pay Act (SB 642)

Senate Bill 642 updates the definition of “pay scale” in job postings, redefining it to mean “a good faith estimate of the salary or hourly wage range that the employer reasonably expects to pay for the position upon hire.”

This law also extends the statute of limitations for pay discrimination claims to three years and allows potential recovery of lost wages for up to six years.

Personnel Records (SB 513)

Senate Bill 513 expands the definition of personnel records to include training details. This includes certifications obtained from training, the name of the training provider, and the skills covered in the training.

Before these new laws take effect, California employers should begin reviewing workplace policies and procedures to stay compliant. Employers can take advantage of Rancho Mesa’s RM365 HRAdvantage™ to build and update a compliant employee handbook, create policies using sample documents, and receive alerts as laws change.

The laws in this article are only some of the changes employers will need to be aware of in 2026. For a comprehensive discussion of the most important changes to California’s employment laws, register for Rancho Mesa’s 2026 Employment Law Update workshop, happening on Friday, November 21st, 2025 from 10:30 A.M. to 12:00 P.M. at the Mission Valley Library.

OSHA Requirements for Weekly Safety Meetings

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Employee safety should always be a priority for business owners, and that means fostering a safety culture throughout the year. Weekly safety meetings are a great way to curb risk on a job site and ensure employees are prepared to handle an unsafe situation at any time.

At the federal level, the Occupational Safety and Health Administration (OSHA) does not require weekly-safety meetings. Even those the meetings are not required, they should be a regular part of an employer’s safety program in order to reduce risk.[BK1] 

Some states do have requirements for regular safety meetings, however. For example, Cal/OSHA requires a safety meeting at least every 10 working days. Employers should check with their state’s OSHA program for a list of requirements for each of the states where they operate, in order to stay compliant.

For employers, weekly safety meetings serve as an opportunity to check in with employees, mitigate hazards, and protect the business. For employees, they are a chance to ask pressing safety questions, learn important safety techniques, and serve as a reminder of proper procedures on the job site.

Here’s how to run an effective safety meeting:

1. Make the meeting easy to attend for all employees.

Host the meeting on the job site, at the start of a shift or after a break to increase attendance.

2. Research and choose a topic relevant to your industry.

Rancho Mesa’s SafetyOne™ platform hosts an extensive list of industry-specific topics for landscapers, tree care-professionals, drivers, construction, and general industry workers. For a total of 788 toolbox talk topics to choose from.

If a recent incident or near-miss has occurred on the jobsite, it is a good idea to use toolbox talks to re-enforce safety guidelines, or they can be used as general safety reminders.

3. Make sure the solutions or tips provided are practical and applicable to the jobsite.

Demonstrate proper use of equipment or PPE and safe work practices outlined in the toolbox talk.

Allow employees to share personal experiences as they have likely encountered the hazards or circumstances addressed in toolbox talks.

4. Ask follow-up questions to keep employees engaged.

Most toolbox talks on the SafetyOne platform include questions that can be asked during or after the meeting. These questions reinforce learning and encourage employee participation.

5. Keep the meeting short.

SafetyOne toolbox talks are designed to be covered in an average of 10-15 minutes. Shorter meetings help keep employees engaged and don’t take away valuable work time.

For assistance in accessing Rancho Mesa’s toolbox talk library, contact your client technology team member.

Avoiding Halloween Horrors: Tips for a Workplace-Friendly Halloween

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Halloween is a fun and festive time of year, and many companies will choose to celebrate with decorations, costumes, and themed events. While embracing the holiday spirit in the workplace can boost morale, it’s important to prioritize safety, for both employees and clients. A thoughtful approach can ensure that Halloween celebrations remain inclusive, appropriate, and risk-free.

Do:

1. Have Clearly Outlined Policies in Place

A costume policy is not a requirement in a workplace, but it can help keep employees and clients safe. Remind employees that costumes and props can get caught in large equipment or machinery and cause injury. Avoid using open flames like candles or decorations that block emergency exits or create tripping hazards. Costumes can be a fun way for employees to express themselves, but should not interfere with the safe performance of work tasks.

2. Remind Employees of Proper Etiquette

Remind employees of company rules and guidelines ahead of time. One way to do this is to share a company-wide reminder detailing what is allowed and not allowed in your workplace. Make sure employees know if and when they are allowed to dress up, and what items they are prohibited from bringing to work, such as fake weapons or masks that can obscure identity.

3. Establish a Process for Reporting Issues

If an incident does arise, ensure there is a clear process for reporting and addressing issues. Have a plan in place in case of any unforeseen emergencies, and make sure temporary decorations do not interfere with emergency signage or escape routes.

Don’t:

1. Allow Offensive or Inappropriate Costumes at Work

Employees should be reminded that, if they choose to dress up in the workplace, professional expectations remain the same. Costumes that make fun of protected classes should be avoided. Employees should be reminded to steer clear from political costumes and outfits that show too much skin. Client-facing employees should have costumes and/or decor that reflect professionalism.

2. Force Employees to Participate in Workplace Celebrations

Some employees may choose to abstain from Halloween celebrations, including dressing up in costume, decorating their workspace, or participating in activities. Their decision not to participate may be for religious, cultural, or personal reasons. Employers should allow employees to opt out of any and all Halloween activities. Celebrations should also consider accessibility. Decorations or events shouldn't create physical obstacles that might be unsafe for employees or clients with mobility issues.

Rancho Mesa’s RM365 HRAdvantage™ is a great resource for Rancho Mesa clients who have additional questions about how to ensure their company is celebrating Halloween safely and professionally, or how to respond to an HR issue.

New AI Regulations for California Employers

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

On October 1, 2025 California employers with five or more employees will be required to follow new Artificial Intelligence (AI) regulations.

The amended regulations address the use of automated-decision systems (ADSs) in employee or prospective-hire evaluations, applying existing antidiscrimination laws to new AI technologies.

 Automated-Decision Systems

Employers will be required to comply with the state’s existing antidiscrimination laws when using an ADS. For work-related purposes, an ADS is defined as any computational process that makes or supports employment decision-making, including hiring, promotion, or termination. An ADS may use artificial intelligence, algorithms, or other types of data processing to: 

• Screen, evaluate, or make predictive assessments about applicants or employees, including their skills, abilities, personality or cultural fit.

• Share job advertisements or recruiting materials to certain groups.

• Screen resumes for key terms.

• Analyze observable traits from online interviews, including facial expressions, word choice, or tone of voice.

• Analyze third party data.

Accommodations

Improper use of ADS can lead to discrimination based on disability or religious creed. Individuals with disabilities could be placed at an unfair disadvantage if an ADS evaluates physical abilities or cognitive traits. An applicant’s or employee’s religious beliefs or practice could also conflict with the screening process used by an ADS. Employers should consider whether reasonable accommodations are required in either case before making a decision based on an ADS.

Recordkeeping

Data collected from an automated-decision system must be retained by employers for four years from the date the record was created or the date of the action taken as a result of the ADS, whichever is later.

To ensure your business is compliant with the new regulations, there are a few steps you can take.

1. Retain ADS data for at least four years.

2. Ensure HR and managers are aware of what accommodations for a disability or religious beliefs might be required, when using an ADS in employment decisions.

Resources for staying up-to-date with state and federal laws can be accessed through Rancho Mesa’s RM365 HRAdvantage™ portal. Rancho Mesa’s HR experts are also available for clients to answer specific questions about the new regulations and how they could impact your business through the HR portal.

Dealing with Employees Who Post Slanderous Videos Online

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

With today’s widespread use of social media, false or damaging claims from a current or former employee can pose serious risks to a company’s reputation. Slanderous online content can include text, videos, or images posted to social media platforms or blog sites that falsely accuse an employer of actions that can damage an individual’s reputation or the reputation of a company.

If a current or former employee is posting slanderous content online about you or your business, there are steps that you can take to prevent damages to your company’s reputation, including documenting evidence, reporting the posts, and seeking legal advice if necessary.

Company Policies

A good way to prevent a current employee from posting content online that could harm your business is to make sure your company has well-established social media use policies. This policy can provide guidance on conduct and define what content is acceptable for employees to share online. A sample social media policy is available through Rancho Mesa’s RM365 HRAdvantage™ portal.

Collect Evidence

If a current or former employee does post content online that you believe to be defamatory, screenshot or screen-record the posts or videos. Take note of the dates and times when they were shared. Having your own record of the slanderous content is important, because if the person making the posts decides to delete them, it will be difficult to recover evidence of the defamation.

You will also need to prove both that the statements made about you or your business were defamatory, and that you or your business suffered real damages as a result of the posts—in the form of financial loss or reputational damages.

Report Defamatory Content to the Host Platform

While social media companies and their sites cannot be held responsible for what users share on their platforms, most social media sites have policies prohibiting harassment and defamation, as well as a reporting process you can use to remove defamatory content. Report the posts directly to the platform where they were published using the platform’s reporting feature.

Seek Legal Advice

Consulting an attorney who specializes in defamation or employment law can help you build a case and prove damages.

If you are unsure about possible next-steps, you can also reach out to an HR expert through Rancho Mesa’s RM365 HRAdvantage™ portal.

Consult Your Insurance Advisor

If you suspect your business has suffered harm as a result of a current or former posting slanderous content online, it may be covered under your general liability policy for personal and advertising injury coverage. Reach out to your insurance advisor to confirm whether or not it is covered.

Success Soars with SafetyOne™: Improve Workplace Safety and Lower Costs

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

In today’s complex insurance environment, workplace safety is not just a regulatory requirement, it’s a necessary strategy to keep employees safe and costs low.

Rancho Mesa’s SafetyOne™ platform is transforming how businesses train their employees, providing access to proactive risk management tools that can improve compliance, reduce incidents, and lower expenses.

In a recent analysis of client data, Rancho Mesa found that clients who are frequent SafetyOne users see, on average, significant decreases in their X-MOD, incident frequency rate, and indemnity rate.

For clients who were shown to be active users of Toolbox Talks over a three-year period:

• Average X-MOD has decreased by 14%

• Average Frequency Rate Percent has decreased by 27%

• Average Indemnity Rate Percent has decreased by 4%

These impressive results can be attributed in-part to a consistent emphasis on workplace safety, strengthened by the tools that Rancho Mesa provides to our clients.

Toolbox talks are an excellent resource to ensure your team is equipped to handle all jobsite responsibilities safely and respond to unsafe situations. They can be used as weekly safety trainings or to correct unsafe actions observed on a jobsite.

Rancho Mesa’s vast library of toolbox talks includes general industry trainings as well as industry-specific content for landscapers, tree care companies, and company drivers.

Subscribe to receive Rancho Mesa’s weekly toolbox talk emails for your industry.

Using Rancho Mesa Resources for Return-to-Work Programs

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Avoiding injuries on the job should be every employers goal but despite their best efforts, injuries can still happen. If an employee’s ability to work is limited for an extended amount of time, that employee could be at risk of leaving their job or dropping out of the labor force entirely. Return-to-work programs are essential in managing the impact of work-related injuries or illnesses, and to help your employees successfully reintegrate to the workplace.

In addition to reducing the number of weeks an employee is not performing their normal job duties, developing a return-to-work program can be a cost-saving tool for employers by lowering workers’ compensation costs and eliminating the need for a new or temporary hire. An effective return-to-work program will allow an injured employee to recover, while supporting continued productivity through modified duties.

Timely Reporting of On-the-Job Injuries

The first step of ensuring an employee can safely return to work after an injury is making certain the employee receives proper and timely medical treatment. When an injury or illness occurs on the job, having clear and up-to-date policies is a necessity.

A sample Injury and Accident Response and Reporting Policy is available on Rancho Mesa’s RM365 HRAdvantage™ portal.

You may also be required to log the injury or illness in your OSHA 300 and 301 logs. Recording of OSHA logs are also available within the RM365 HRAdvantage portal. Additional information regarding OSHA log requirements can be found on the Rancho Mesa website.

Returning to Work Safely

When an employee is ready to return to work, a Release and Return to Work Acknowledgement letter should be provided to the returning employee that outlines their modified duties and accommodations. A template is available through the RM365 HRAdvantage portal.

An employee may be required to perform modified or reduced duties while preparing to return to their normal job. It is up to the employer to decide what tasks to assign an employee. Temporarily working for a non-profit organization, or completing online safety training can be used as a task or transitional step towards getting the employee back to their normal job duties.

Rancho Mesa provides two extensive libraries of safety and professional development trainings that can be useful in a return-to-work program. These safety trainings can be accessed through the SafetyOne platform, while the professional development trainings are located in the RM365 HRAdvantage portal.

For questions regarding Rancho Mesa’s resources for return-to-work programs, contact your Client Technology team member.

Training Your Team for Safer Driving This Fall

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Summer break is coming to a close and as students return to the classroom, drivers can expect an influx of cars on the road.

Whether you’re dropping the kids off at school or operating a commercial vehicle, busier commutes mean more risk. Safe driving should always be a priority, but with more people rushing to their destinations, this is a time to be extra vigilant behind the wheel. Drivers will likely encounter more school busses, cyclists, pedestrians, and teenage drivers still getting the hang of operating a vehicle than in the summer months, which can pose additional hazards.

Unsafe driving practices can lead to property damage, injury, or even death. The National Highway Traffic Safety Administration (NHTSA) reports the rate of fatal crashes and crashes which resulted in injury in 2023 peaked in the months of September and October. Plus, with auto rates on the rise, on-the-job accidents can cause premiums to skyrocket. And for employees, a history of auto accidents on your personal driving record can hinder your chances of being hired for roles that include driving as part of the job.

To keep drivers safe and insurance premiums low, employers should take time to train employees on safe driving practices and highlight potential hazards they might encounter on the road.

Rancho Mesa’s SafetyOne™ platform offers a variety of safety resources including online training courses and a library of 52 driver-specific toolbox talks, in both English and Spanish. These trainings can be used as weekly safety refreshers, or to help correct specific unsafe actions. If you want to address the increase in traffic during the fall months, Rancho Mesa recommends these toolbox talks:

• Awareness of Pedestrian and Vehicle Traffic for Company Drivers

• Avoiding Distracted Driving for Company Drivers

• Handling Aggressive Drivers for Company Drivers

• Managing Following Distance for Company Drivers

• Right-of-Way Rules for Company Drivers

• School Zone Awareness for Company Drivers

• Sharing the Road with Cyclists & Pedestrians for Company Drivers

• Understanding Blind Spots for Company Drivers

To receive weekly driver-specific toolbox talks directly to your inbox, subscribe to Rancho Mesa’s free weekly Driver Safety newsletter.

Staying Compliant: Updating Your Human Resources Policies

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

In today’s rapidly changing legal landscape, it is more important than ever to ensure your company’s policies and procedures are kept up-to-date.

Updating your employee handbook is a vital step in ensuring employees are aware of new policies and understand what is expected of them.

A yearly review of your company handbook is recommended, in order to prevent a lapse in compliance. In order to streamline this process, Rancho Mesa’s RM365 HRAdvantage™ portal provides important law updates at both the state and federal level. Additionally, if you choose to build your company handbook through the HR Portal, updates to your policies will be automatically be suggested to reflect any new laws or requirements.

If you are actively reviewing your company policies or simply want to get a head start on next year’s policy changes, login to the HR portal to get your state-specific requirements. Below are a few notable California law updates:

1. California Minimum Wage Increases for 2026

On January 1, 2026 the standard state minimum wage will increase to $16.90 per hour. The minimum salary threshold for exempt employees will also increase to $70,304 per year.

Employers who fall under local or industry-specific minimum wages that are higher must comply with those rates.

2. California Publishes Required Victim Leave Notice

A new notice requirement took effect July 1, 2025 as part of California’s expanded victim protection leave law. The California Civil Rights Department (CRD) released a model notice which employers need to provide:

• To new employees upon hire

• To all employees annually

• At any time upon request

• Any time an employee informs the employer that they or their family member is a victim

Employers can also choose to create their own notice provided it meets the requirements of the law.

3. Updated California Regulations Addressing Automated Decision Systems

The California Civil Rights Department (CRD) has updated the Fair Employment and Housing Act (FEHA) regulations on FEHA to employers’ use of an automated decision system (ADS) such as an AI applicant screening tool.

The updated regulations prohibit any discrimination that results from an employer’s use of an ADS or selection criteria—even when performed by a third party system.

The amended regulations apply to employers with five or more employees and will take effect on October 1, 2025.

For questions about how to update your employee handbook in the HR portal, contact your Client Services representative.

Updates to OSHA Penalty Guidelines and Reductions for Small Businesses

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Small businesses are set to be the beneficiaries of new Occupational Safety and Health Administration (OSHA) penalty adjustments.

The U.S. Department of Labor has updated its penalty and debt collection procedures in OSHA’s Field Operations Manual, expanding the number of businesses that fall under small business guidelines.

Under new guidance, businesses across all 50 states who employ up to 25 employees will now be eligible for up to a 70% fine reduction. Previously, that level of penalty reduction was only available for business with 10 or fewer employees.

A penalty reduction of 20% has also been expanded for employers who do not have a history of violations. Businesses who have never undergone inspection by OSHA at a federal or state level, as well as those who have undergone inspection in the last five years but had no “serious, willful, or failure-to-abate violations” are eligible for this reduction.

Additionally, employers who take immediate steps to eliminate a hazard will now be eligible for a 15% penalty reduction.

These policy changes take effect July 14, 2025. Any penalties issued before that date will be held to the previous penalty structure. If your business is part of an open investigation where a penalty has not yet been issued, you will be covered by the new guidance.

Contact your local OSHA office to find our if you company is eligible for these new fine reductions.

Preparing for the Summer Heat: Heat Illness Prevention Resources from Rancho Mesa

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

As temperatures continue to rise through the summer months, heat illness prevention is essential to protect employees from the dangers of extreme weather.

Rancho Mesa has a variety of safety resources available for employee training and incident reporting.

Heat Illness Prevention Workshop/Webinar

Rancho Mesa’s Heat Illness Prevention workshop provides an in-depth overview of California’s Heat Illness Prevention regulations for outdoor and indoor workplaces. This workshop is also available as a recording (webinar) that covers the key elements required to protect employees from heat-related illnesses and ensure company compliance. It can be access through the SafetyOne™ Learning Management System.

Completing this training counts towards earning the RM365 Advantage Safety Star™ Program certificate of completion.

Heat Stress Online Training Course

Two Heat Stress online training courses are available through the SafetyOne Learning Management System. Employees assigned to the Heat Stress training will watch a training video and take a quiz to complete the course.

Toolbox Talks

A number of Toolbox Talks are available in SafetyOne in both English and Spanish, and can be used for weekly safety trainings:

• Heat Exhaustion/Sunstroke

• Heat Illnesses

• Heat Stress Prevention for Landscape Contractors

• Heat Stress Prevention for Tree Care Companies

• Protecting Yourself Against the Heat

• Warning - Extreme Heat is Coming

Observation Reports and Mobile Forms

SafetyOne app users can utilize Observations to document when heat Illness prevention programs are followed on the job site and identify when there is an issue.

Mobile Forms can be used to collect and report safety data relating to heat illness using templates such as accident reports, incident reports, and daily reports.

Heat Advisories

SafetyOne administrators can utilize the Company News function to send heat advisories to employees who may be working in high temperatures, and remind those employees of ways to stay safe in the heat.

Documentation through the HR Portal

If an incident does occur on the job, employers can document the incident in their OSHA 300 logs through the RM365 HRAdvantage™ Portal.

For more information about heat illness prevention resources available through Rancho Mesa, contact your Client Technology Specialist.

Construction Safety Week 2025

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

From May 5th – 9th, 2025 businesses across the country have the opportunity to participate in the annual Construction Safety Week. Since 2014, Construction Safety Week has been providing companies with free resources to help promote a culture of safety in the industry. For employers, this is a chance to focus on jobsite safety and make a continued commitment to keeping your employees free from harm.

Daily Safety Trainings

Alongside the number of free resources available through the initiative, Construction Safety Week provides daily safety training in English, Spanish, and French. The Daily Topics are built around this year’s theme All in Together, meant to emphasize the entire industry’s dedication to safety.

Monday, May 5th – Plan with Precision

Monday’s Daily Topic focuses on planning and preparation, placing a strong emphasis on identifying high-risk activities, implementing control measures, and ensuring collaboration in safety planning.

Tuesday, May 6th – Identifying High Energy Hazards

Tuesday’s Daily Topic is centered on identifying, controlling, and eliminating hazards that could result in fatal accidents before any work begins.

Wednesday, May 7th – Own Your Part

On Wednesday, the Daily Topic emphasizes each team member’s responsibility when developing a safe work environment. Accountability, communication, and leadership are key objectives in this Daily Topic.

Thursday, May 8th – Engage and Empower Team Members

Thursday redirects attention to team members, providing them with the tools and resources they need to foster a culture of safety. The Daily Topic centers on how training, communication, and trust can empower employees to make safe choices.

Friday, May 9th – Commit to Excellence

Friday’s Daily Topic asks team members to commit to building a safe work environment through planning, preparation, and support of one another.

For companies taking part in Construction Safety Week, Rancho Mesa offers a number of toolbox talks and trainings through the SafetyOne™ platform that can be used alongside the Daily Topics.

Along with the daily trainings, companies and employees can register to commit to a daily safety statement, and enter for a chance to win $1,000.

Keeping Drivers Safe with Proper Training and Vehicle Inspections

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

April is Distracted Driver Awareness Month, marking a perfect time to revisit your company’s driver training policies. Motor vehicle safety in the workplace is essential to protect employees from injury while limiting costs for the company. The Occupational Safety and Health Administration (OSHA) reports 39% of all fatal workplace injuries are caused by transportation incidents. Additionally, the Network of Employers for Traffic Safety (NETS) found that an on-the-job highway crash costs employers an average of $26,000, and an injury costs the employer nearly $80,000 on average. With these statistics in mind, it should be a top priority of all employers to implement a driver and fleet safety program.

Driver safety training should be administered regularly to all employees who are expected to drive as part of their job. Consistent retraining during the year can help keep safe driving tactics top-of-mind and prevent complacency.

OSHA recommends driver training to include:

• Vehicle characteristics, capabilities, and limitations

• Vehicle instruments, controls, and safety components

• Vehicle preventative maintenance checks and services

• Company driving policies and procedures - seat belts, distractions (including drowsy and impaired driving), aggressive driving and speeding

• Defensive Driving

• Vehicle Backing

Rancho Mesa offers a number of driver training courses through the SafetyOne™ platform, including Driving Safety, Distracted Driving, and Driving Defensively.

In addition to driver safety, vehicle maintenance is also an important step in protecting your employees and other drivers. Regular maintenance and inspections play a vital role in employee safety. Drivers should always conduct pre- and post-trip vehicle inspections and document any deficiencies. Defective vehicles should be removed from service until the issue is repaired. OSHA lists the areas of the vehicle that should be inspected before and after each drive, they include:

• Brakes/brake systems

• Tires – including air pressure

• Wheels, fasteners, and hubs

• Lights and signals

• Steering functions

• Fuel and exhaust system

• Fluid levels

• Windows and mirrors – clear view

• Emergency equipment and safety devices

• Cargo securement – if applicable

• Flatbed trailer fall protection systems – if applicable

Rancho Mesa’s Fleet Safety training, available through SafetyOne™, can improve a driver’s understanding of what is required of them before, during, and after their drive.

For additional information on how Rancho Mesa can help your company develop a fleet safety program, register for the Building A Fleet Safety Program with Rancho Mesa's Tools & Resources webinar on Friday, April 18, 2025.

Step Up Your Safety: Essential Ladder Topics for National Ladder Safety Month

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

March is national ladder safety month. While worker safety should be a priority all year long, this month is a reminder of the dangers associated with ladders in the workplace. The Occupational Safety and Health Administration (OSHA) reports falls are a leading cause of death in the construction industry. A fall prevention plan and thorough ladder safety training can help protect workers from injury and prevent fatalities.

Following a few basic ladder safety rules can also ensure a safer work environment.

1. Choose the right ladder for the job

Make sure you are using the appropriate ladder for the task at hand. The ladder will need to be able to support the weight of anyone using it, plus the added weight of tools and materials. The ladder must also be tall enough so that a person can work from it without climbing onto the top three feet.

2. Thoroughly inspect the ladder before use

Before using the ladder, ensure there is no damage or missing parts. All bolts, screws, and hinges should be secure and there should be no broken or damaged rungs. The rungs or steps of a ladder should be clean of any oil, grease, or paint to prevent slips while climbing. If there is any damage to the ladder, it should not be used for work.

3. Set up the ladder in a safe area

It’s important to place your ladder on a level surface and away from any electrical wiring. If working in an area where people might be walking by, create a barrier around the base of the ladder to redirect traffic. If the ladder is placed in front of or near a door, block off the door. Be sure to keep ladders at least 10 feet away from power lines.

4. Exercise caution when using a ladder

Be sure to maintain three-point contact when using a ladder; you should never have more than one hand or foot off the ladder at any time. When using the ladder, do not lean over the side railings or move or extend the ladder while a person is on it. Use a tool belt to carry equipment so that your hands are free at all times when ascending and descending.

Regular training for employees and frequent ladder inspections can help reduce the risk of any falls or injuries and ensure workers are prepared for ladder use on a jobsite. Rancho Mesa clients can utilize SafetyOne’s Ladder Safety online training, and the mobile app’s built-in ladder observation to document inspections, any issues that are found and corrective actions.

 Toolbox talks for ladder safety, proper usage, types of ladders, and more are available through the SafetyOne™ platform and can be used to train workers on safe ladder use.

For more information, register today for Rancho Mesa’s ladder safety workshop at our Mission Valley office in San Diego, CA on March 21st, 2025

4 Steps to Ensure I-9 Compliance and Prepare for an Audit

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

The Trump administration has placed a strong emphasis on immigration policy. Significant changes to employment-based immigration and work authorization are anticipated to take effect within the next four years. For employers, this means I-9 compliance should be a top priority in order to avoid costly fines.

All employers in the United States are required to complete and maintain Form I-9 for each employee as proof of work authorization status. Businesses can be audited for I-9 compliance at any time. If your business is selected for an audit, you will have three days to provide documentation to U.S. Immigration and Customs Enforcement (ICE) inspectors.

Implement these four steps to ensure your business is in compliance before an audit takes place:

1. Complete I-9 forms for all employees

Documentation is required from both employees and employers. Employees should provide employers with proper documentation and proof of work authorization. Section 1 of Form I-9 will need to be completed by the employee. Employers will need to verify the validity of those documents and enter necessary information into the employer’s own records, in Section 2 and Supplement B of Form I-9.

Rancho Mesa clients can access additional guidance for completing the Form I-9 in the RM365 HRAdvantage™ portal to ensure record-keeping compliance.

2. Conduct an internal audit

Conducting an internal audit can help catch any errors before a formal audit occurs. Depending on the size of your business, you may want to audit all employee I-9 records, or for really large companies, just audit a portion of your records. Check for any errors or omissions in I-9 forms, ensure all forms are compliant with current Form I-9 requirements, and dispose of any expired I-9 forms. Regular internal audits can help ensure your business is prepared in the event of an official audit.

3. Correct any I-9 errors

If you do find any errors through an internal audit, be sure to correct them right away. To correct Form I-9 in accordance with U.S. Citizenship and Immigration Services (USCIS) guidelines simply:

• Draw a line through the incorrect information

• Enter the correct information

• Initial and date the correction

Errors made in Section 1 must be corrected by the employee, and errors made in Section 2 or Subsection B will need to be corrected by the employer.

4. Store I-9 forms and related documents in a secure location

I-9 forms contain sensitive information and should be kept in a safe and secure location. USCIS requires I-9 forms for each employee must be kept by an employer “for three years after the date of hire, or one year after the date employment ends, whichever is later.”

If an audit conducted by ICE does find your business to be in violation of I-9 requirements an employer could face fines worth tens of thousands of dollars. Repeat violations could also lead to criminal charges.

For questions about keeping your business in compliance with Form I-9 requirements, use the RM365 HRAdvantage™ portal to contact an HR expert.

SB 428: Expanding California’s Workplace Violence Restraining Order Law to Protect Against Harassment

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

A new California law expands the state’s protections around workplace violence restraining orders.

Beginning January 1, 2025, employers were given the right to seek a temporary restraining order on behalf of an employee who has suffered harassment in the workplace. California State Senate Bill 428 (SB 428) was authored by Senator Catherine Blakespear and signed into law by Governor Gavin Newsom.

Existing state law allows employers to seek a temporary restraining order against a person who has perpetrated acts of violence in the workplace or has made credible threats of workplace violence. SB 428 expands those protections to allow employers to seek a temporary restraining order against a person who has harassed their employee(s), before harassment escalates to violence or threats of violence.

Individuals can also seek a restraining order against harassment for themselves.

The text of the bill defines harassment as, “a series of acts over a period of time, however short, evidencing a continuity of purpose, including following or stalking an employee to or from the place of work; entering the workplace; following an employee during hours of employment; making telephone calls to an employee; or sending correspondence to an employee by any means, including, but not limited to, the use of the public or private mails, interoffice mail, facsimile, or computer email.”

If an employer does request a temporary restraining order, and that order is granted by a judge, SB 428 states that the order will remain in effect for up to 21 days.

If the perpetrator of the harassment—otherwise known as the “respondent”—is also an employee of the same company that is requesting the temporary restraining order, a hearing will be held, “concerning the employers’ decision to retain, terminate, or otherwise discipline the respondent.”

If the respondent is determined to have been engaged in unlawful harassment, a restraining order may be issued with a duration of up to three years and the employer can request a renewal, “any time within the three months before the expiration of the order.”

However, the law does not allow employers to seek temporary restraining orders for any behavior or speech that is “constitutionally protected, or otherwise protected by Section 527.3 or any other provision of law.”

Rancho Mesa has a number of resources that can help protect your company and employees from workplace violence. Harassment prevention training, workplace violence training, and workplace violence policies can be found on the RM365 HRAdvantage™ portal.

Updates to California Sick Pay and PTO in 2025

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Beginning on January 1, 2025, changes to California paid sick leave and paid family leave took effect in California.

Use of Paid Sick Leave Expanded

The use of paid sick leave has been expanded to cover additional reasons for absence including:

• Jury duty

• Appearance in court under a court order as a witness in a judicial proceeding

• Any reason covered under the victim leave law, if the employee or their family member is a victim of any qualifying act of violence (QAOV)

Additionally, agricultural workers whose job description requires them to work outside may use paid sick leave to avoid unsafe smoke, heat, or flooding conditions.

To ensure your business is in compliance with these new requirements, update your paid sick leave policy to include these new uses.

Use of Paid Family Leave Requirements Changed

The requirements for an employee to use paid family leave have also been updated. Employers can no longer require employees to use up to two weeks of accrued, unused vacation time before they are able to receive Paid Family Leave (PFL) from the state.

Employers should update family leave policies to remove any requirement that employees must use accrued vacation time before receiving PFL benefits on or after January 1.

Changes to paid sick leave and Paid Family Leave policies can be made through Rancho Mesa’s RM365 HRAdvantage™ portal by utilizing the Company Policies/Handbooks feature.

For more information on other important changes to California employment law, register for Rancho Mesa’s 2025 Employment Law Update webinar.