Submitting injury & illness data online

Private Employers

Now that the February 1 deadline for completing your OSHA 300 Logs has come and gone, it is important to understand that a lot of employers are also required to take that information and submit it online to OSHA.  Establishments with 250 or more employees that are currently required to keep OSHA injury and illness records, and establishments with 20-249 employees that are classified in certain industries https://www.osha.gov/recordkeeping/naics-codes-electronic-submission with historically high rates of occupational injuries and illnesses must submit their 300A Summary information via OSHA’s secure Injury Tracking Application (ITA) by March 2.

For those establishments that meet the criteria for on-line reporting, the website is accessible from the ITA launch page, which also includes a detailed FAQ section at the bottom.  First time users will need to create an account and set up a username and password.

Once logged in, the ITA home screen has a flow chart describing the data submission process, which starts with creating an establishment.  To save time, be sure to have your NAICS code (from your 300A Summary form) and the company’s EIN number readily available when setting-up your establishment. The EIN is the Employer Identification Number and is also known as the Federal Tax Identification Number, which is a unique nine-digit number assigned by the IRS and is used to identify business entities operating in the United States.

Once your establishment has been created, all that is left to do is enter the information from your OSHA 300A Summary, confirm it, and submit.  ITA will send you a confirmation email for your records.  Additionally, establishments that you have created in the system will be saved so that in subsequent years you can just enter the new year’s data without having to set up an establishment again.

Public employers

Although the annual February 1 submission deadline has just passed, this summary is for those public employers in Ohio that may have procrastinated in submitting their 300AP Summary data to the Public Employer Risk Reduction Program (PERRP), or those that may have let the due date slip due to Covid-related setbacks or other circumstances.    

The recordkeeping process for public employers is similar to private employers, but with some key differences.  First, PERRP requires that all public employers maintain a Log of Work-Related Injuries and Illnesses – the Form 300P.  Public entities that have more than one establishment or site must keep separate records for each physical location.  Annually, publics must complete the Summary of Work-Related Injuries and Illnesses - Form 300AP, and print, sign and post it at each establishment from February 1 until April 30 for the prior calendar year. 

Most public employers must then submit their information from the 300AP Summary form to PERRP by February 1 each year for the prior calendar year.  Employers with five or fewer employees that also have no recordable injuries in a calendar year are exempt from submitting the annual 300AP data to PERRP for that reporting year, however, they must still complete, post and maintain the form for five years.

For the on-line submission, PERRP requires different summaries to be included depending on the type of public employer:

State agency

• Submit one master 300AP with the totals for all your departments/establishments
• Ohio Department of Transportation must submit one master for each district and one master for the central office
• Ohio Department of Natural Resources must submit one master for each park
• Ohio Department of Rehabilitation and Corrections must submit one master for each correctional institution

County

• Submit separate master 300APs for the county entities below
• County commissioners submit one master 300AP with the total from each of your county departments/establishments, which are under your authority
• County board of developmental disabilities submit one master 300AP with the total for board employees; and one master 300AP for sheltered workshops
• County engineer submits one master 300AP
• County home submits one master 300AP

Cities, townships, villages, educational institutions

• Submit only one master 300AP with the totals from all departments/establishments

The online submission page for public employers’ 300AP summary data can be found here along with a video tutorial and other helpful information: https://www.bwc.ohio.gov/employer/forms/InjuryIllnessSummary/default.aspx

The submission process is relatively straightforward and starts with entering your Ohio BWC Policy Number.  Then, entity location, contact information and reporting year are entered, followed by your 300AP Summary form data.  Your entries are then confirmed and submitted.

Tips for all employers

Keep your Log of Work-Related Injuries and Illnesses up to date throughout the year so you are not pressed for time in the beginning of the year to get it completed and posted by February 1, and submitted by either February 1 for public employers and by March 2 for private employers.

For questions or additional information please contact Craig Lanken at 330.472.1656 or craig.lanken@sedgwick.com; or join us for our informative webinar on February 16, 2022 from 10am - 11am by registering here.