ComplyDIY · BenefitLab

At-a-Glance What this is, who it affects, and the risks.−

What A required notice informing employees how to report workplace injuries and what benefits they are entitled to under workers' compensation.

Who Generally all employers with one or more employees; exact thresholds vary by state, with some narrow exceptions (such as certain agricultural or domestic workers in some states).

When Post continuously in a conspicuous location at every worksite; provide written information to new hires at orientation.

Risk Civil fines for failure to post (amounts vary by state, typically a per-violation or per-day penalty). Failing to carry workers' comp insurance at all is a separate and far more serious matter: in most states it means personal liability for all claims, substantial civil penalties, and criminal charges. This page covers the notice requirement; the insurance obligation is distinct.

Deadlines & Frequency Timing requirements for workers' compensation notices.+

Trigger	Timing	Who Acts	Notes
Workplace posting	Continuous / ongoing	Employer	Must be displayed where all employees can easily see it: breakroom, near time clock, or common entry point.
New hire	At hire or orientation	Employer / HR	Provide written information on workers' comp rights, how to report an injury, and carrier contact details.
Carrier or policy change	Promptly upon change	Employer	Update poster and orientation materials to reflect new carrier name, claim phone number, and policy details.

Trigger: Workplace posting

Timing: Continuous / ongoing (Employer)

Notes: Display where all employees can easily see it.

Trigger: New hire

Timing: At hire or orientation (Employer / HR)

Notes: Provide rights, injury reporting, and carrier contact details.

Trigger: Carrier or policy change

Timing: Promptly upon change (Employer)

Notes: Update poster and orientation materials.

What You Need: Docs & Data Most of what you need is already in your insurance policy.+

State workers' comp poster: The official notice form from your state's workers' compensation agency. Many states require you to fill in your carrier's name, claim phone number, and policy number before posting.
Insurance policy details: Carrier name, policy number, claims reporting phone number, and effective dates, needed to complete the poster and new-hire materials.
New-hire orientation materials: A written description of how to report a workplace injury, what benefits are available, and who to contact, either a separate handout or incorporated into your employee handbook.

How To Do It: Step-by-Step Most employers can complete this in a single afternoon.+

1

Find your state's workers' comp agencyGo to your state's workers' compensation board or department website (see Official Guidance & Links below for a directory). Download the current required poster.

2

Complete the posterFill in your workers' comp carrier's name, claims phone number, and policy number where required. Some states provide a pre-filled poster through the carrier; check with yours.

3

Post itDisplay the completed notice in a conspicuous location at each worksite, typically the breakroom, near the time clock, or at a common entry point where all employees will see it.

4

Add it to new-hire onboardingInclude workers' comp rights and injury reporting procedures in your onboarding packet. Get a signed acknowledgment if your state requires it.

5

Review annuallyCheck once a year that the posted notice is the current version, is still legible, and has accurate carrier information. Replace if outdated or damaged.

Delivery Rules Where and how workers' comp notices must be displayed and distributed.+

Posting location: Must be displayed at each worksite where employees are present, not just at a main office or headquarters. Each location needs its own posting.
Visibility: The notice must be in a place where employees are reasonably likely to see it during the workday; a common area, breakroom, or near a time clock qualifies; a back office or storage room generally does not.
New hires: Written notice of workers' comp rights must be provided at or before the start of employment. A signed receipt or acknowledgment in the new-hire packet is the cleanest way to document this.
Remote and field employees: If employees have no fixed worksite, check your state's rules; some require electronic notice or a written mailing in lieu of a physical posting.
Language: Some states require bilingual posters or notices in the primary language of a substantial portion of the workforce. State agencies typically provide translated versions.

Proof & Recordkeeping Simple documentation that protects you if a posting violation is alleged.+

Dated photo of the postingA dated photo of the posted notice in place, useful evidence that posting was current and visible if a complaint is filed.
New-hire acknowledgmentSigned acknowledgment confirming receipt of workers' comp rights information at onboarding.
Policy declarations pageCopy of the current workers' comp insurance policy declarations page (carrier, policy number, effective dates).
Update logDates when you replaced outdated posters or updated carrier information.

Common Traps & FAQs Common posting mistakes and quick answers.+

Common traps

Posting only at headquarters: Each physical worksite needs its own posted notice. A satellite office, warehouse, or job site with employees is a separate location that requires its own posting.

Using an outdated poster: States periodically update their required notices. Check your state agency's website annually to confirm you have the current version; an old poster is treated the same as no poster in many states.

Outdated carrier information: If you switch carriers, update the poster immediately. A posted notice with the wrong claim phone number defeats the purpose of the requirement.

Assuming verbal notice is enough: It's not. The posting and written new-hire notice requirements are separate from anything you communicate verbally during onboarding.

FAQs

What exactly is workers' compensation?
A state-mandated insurance program that covers medical treatment and a portion of lost wages when an employee is injured on the job or develops a work-related illness. The employer (or their insurer) pays the claims; the employee generally gives up the right to sue the employer in exchange for no-fault coverage.

Who has to comply with the posting requirement?
Almost all employers with at least one employee. Most states have very limited exceptions; some exempt certain agricultural, domestic, or casual workers, but these are narrow. If you're unsure, assume you're covered and check your state's rules.

What happens if we don't post?
Failure to post typically results in a civil fine set by state law, usually a per-violation or per-day penalty. More importantly, failure to carry workers' comp insurance at all (a separate issue from posting) can result in personal liability for all injury claims, large civil penalties, and in many states, criminal prosecution. If you haven't confirmed your insurance coverage, do that first.

Official Guidance & Links Workers' comp is governed by state law; start with your state's agency.+

DOL: Workers' Compensation Overview: note that the DOL's own workers' comp programs (OWCP) cover federal employees and specific industries; private employers are governed by state law.
NCSL: State Workers' Compensation Laws: state-by-state summary of coverage requirements and key provisions.

Special Cases & State Variations Workers' comp is entirely state-governed; requirements and penalties vary.+

State-specific poster format: Each state has its own required notice form. Using a generic or out-of-state poster does not satisfy the requirement. Download the current version directly from your state's workers' comp agency.
Carrier information on the poster: Many states require employers to complete the poster with their carrier's name, policy number, and claims phone number before posting. A blank poster may be considered non-compliant.
Bilingual requirements: Several states, including California, Texas, New York, and Florida, require posters in both English and Spanish, or require the employer to provide a translation if a significant portion of the workforce speaks another language primarily.
Multi-state employers: If you have employees in more than one state, you must post the correct state notice at each location. Each state has its own requirements independently.
Texas: Texas is the only state where workers' comp insurance is not mandatory for most private employers, but if you opt out, you lose certain legal protections and must post a specific notice informing employees that you are a "non-subscriber."

Templates & Resources Your required notice comes from your state's workers' comp agency.+

There's no single federal poster for private employers; your required notice comes from your state's workers' comp agency. Here's how to get it in a few minutes.

Step 1: Find your state agency

DOL Directory of State Workers' Compensation Agencies: click your state to go directly to your state's workers' comp board or department website.

Step 2: Download the poster

Once on your state agency's site, look for a "Required Notices," "Employer Resources," or "Posters" section. The required notice is almost always a free PDF download. Some states provide a fillable PDF so you can type in your carrier information before printing.

Step 3: Check with your carrier

Many workers' comp insurers will provide a completed, pre-filled poster with your policy information already on it, sometimes included in your new policy documents. Check with your carrier or broker before downloading and completing one yourself.

Texas non-subscribers

If you operate in Texas and have chosen not to carry workers' comp insurance, you are required to post a specific "Non-Subscriber Notice" informing employees of that fact. That form is available from the Texas Department of Insurance, Division of Workers' Compensation.