MSEC Employment Law Posters – FAQs
Updated 5/6/2014
Posters
Do you offer posters for states other than Colorado?
Do you offer posters in Spanish?
What size are your posters?
Do you offer posters that are STATE/FEDERAL combined on one poster?
Do you offer posters for Public Employers?
Update Services
What is the Update Service?
If I sign up for the Update Service, do I have to buy posters too?
I am signed up for the Update Service, but I have not received my updated posters, what do I do?
What if I need to cancel or modify an Update Service order?
We have a number of Spanish-speaking employees. Can we get the Update Service for Spanish
version posters?
How do I renew my Update Service?
Does the Update Service include full poster replacement, or do you send individual notices when
they change?
Can I change the shipping address or contact information where my poster updates are shipped
to? Can I change the State for which I have an Update Service subscription?
Can I get a listing of all of my poster subscriptions?
Purchases
I just bought posters last year, do I have to buy them again?
Can I return the posters I purchased?
Why should I purchase employment law posters instead of ordering them from the government for
free?
Electronic Posters
Do you offer posters electronically?
How does the E-Update Service work?
Poster Changes/Updates
Have there been any recent updates to the Arizona, Colorado or Federal posters?
Do you have a list on line of the recent changes to all the State posters?
What is the difference between a Mandatory Change and a non-Mandatory change?
Why would I need updated posters automatically sent to me?
How often will I receive updated posters?
How quickly will I receive updated posters when a mandatory posting change occurs?
Will I receive updated posters when a law change becomes effective?
How will you let me know when a poster update is going to be shipped?
How will I know if something changes in compliance laws that will require me to update?
Is there a set update schedule I can check for poster updates?
Is there a place where I can get a list of posting changes for my state or any other state?
Posting
My company has telecommuters/remote workers. Do they have to have posters in their house?
If I am a small business do I have to post?
I've posted all the federal posters. Do I need anything else?
How do I know if what I have is all I need?
What is the OSHA posting requirement?
I only have one employee – what do I need to post? I have no employees but myself. Do I have to
post notices?
I have no employees, but I have unpaid volunteers. Should I still display the posters?
I am a non-profit, do I have different posting requirements?
What are the consequences for not posting the notices?
Where should I display the poster?
Do I need to post the federal Family Medical Leave Act?
I'm covered by the FMLA, but only at one of my company locations. Must I display the poster at all
locations?
I have a large facility with multiple floors. Can I just display the poster in the cafeteria, or am I
required to post a copy in each break room?
How do I make sure applicants will see the poster? We don't conduct interviews at the same place
each time?
Our company has numerous facilities, but all employees are required to report to the central
location once per week for a staff meeting. Is it acceptable to post the notices at the one central
location and not at each facility?
Our business shares a workspace with another employer. Must we display two sets of posters?
Do I have to physically post the notices? Can't I just put them on the intranet?
Do I still have to display the federal minimum wage poster, if my state’s minimum wage is higher?
Must I still post the federal minimum wage notice even if I pay by commission, bonus, or tip
sharing?
I'm displaying the poster, so I'm in compliance. Is that correct?
Could we just keep all the posters in a binder at reception, for employees to review at their
leisure?
I've heard that I need to laminate the posters or put them in a glass cabinet. Why?
If I am a federal contractor do I have different requirements?
I heard that some employment law posters have to be displayed where applicants can see them,
not just our employees. Is that true?
How do we display employment law posters for internet applicants?
For employees who work at a remote job site, can we just photocopy and shrink our employment
law posters for their use?
Do we need to send a copy of all our employment law posters to employees who work from
home?
If we have more than one building at our company location, may we display posters only at the
main building, or do we have to have them in every building?
Do we have to have any of our posters in Spanish?
May I use electronic versions of the notices at my physical locations to meet posting
requirements?
I have heard that some cities have their own posting requirements. Is that true?
Shipping
What are your shipping rates?
How long before I receive my posters?
When do Update Service poster shipments arrive following mandatory changes?
Why haven’t I received my posters yet?
I received a tube of posters from GovDocs. Is that the posters I ordered?
Do I have to provide a physical address when ordering posters?
Can I provide a P.O. Box when ordering posters?
Tax
Am I charged Tax on the posters and the Update Service? What is the rate?
What if I am tax-exempt?
Misc.
Can I be audited for non-compliance?
I heard there are specific size and font regulations. Is that true?
Can I be fined if I don't have a poster?
Why do employers need employment law posters?
I already have employment law posters; are they current?
What is the date below the MSEC logo on MSEC's posters?
What are the yellow notices that come with some of MSEC's posters?
How will I know when a poster needs to be updated?
Why are MSEC's posters laminated?
Are No Smoking notices included on MSEC's posters?
The person at our company that first signed up for the Update Service or first ordered the posters
has left the company or changed positions. How can change our contact information? How can I
update my email address?
MSEC Employment Law Posters – FAQs
Posters
Do you offer posters for states other than Colorado? Yes. We offer posters
for all 50 states, plus the District of Columbia, the Canadian provinces and
Puerto Rico.
Do you offer posters in Spanish? We do offer Federal posters in Spanish, as
well as most states. The Update Service is also available in Spanish.
What size are your posters? Currently, the Federal all-in-one poster is – 22‖w x
28‖l. The Colorado all-in-one poster is – 22‖w x 28‖l. The Arizona all-in-one
poster is – 17‖w x 24‖l. The other State all-in-one posters are either 17‖w x 24‖l
or 22‖w x 28‖l.
Do you offer posters that are STATE/FEDERAL combined on one poster?
No. The posters that we offer are State all-in-one combined posters and Federal
all-in-one combined posters. The State posters have all of the State
requirements on one poster, and the Federal poster has all of the Federal
requirements on one poster.
Do you offer posters for Public Employers? We currently do not offer
separate posters for Public Employers. We do, however, have stickers for the
poster that say ―This Employer Not Covered‖ that you can place over the
sections of the State and Federal posters that are not applicable to Public
Employers. Please contact the MSEC Posters Team at [email protected] or
303-223-5466 to request these stickers. Please specify the number of MSEC
posters for which you are requesting stickers.
Update Service
What is the Update Service? In addition to all-in-one employment law posters
for any State and the Federal poster, MSEC offers its members an Update
Service. The Update Services covers employers whenever a Mandatory change
to either the State or Federal poster occurs. With the Update Service, when a
Mandatory change occurs, you will automatically get a new poster. Whenever,
and however many, mandatory changes occur to the state or the federal poster,
the Update Service provides a revised, all-in-one poster to reflect the mandatory
change. An Update Service covers ―a set‖ or both the employer’s designated
state and Federal poster. The Update Service covers the calendar year and
takes effect the month you sign up for the Update Service with MSEC.
If I sign up for the Update Service, do I have to buy posters too?
Yes. In order to ensure that you have the most current versions of the poster
and are in compliance, MSEC requires that you purchase a set of posters prior to
signing up for our Update Service program.
I am signed up for the Update Service, but I have not received my updated
posters, what do I do? Please contact MSEC at [email protected] or 303-2235466 within 30 days of receiving the Update Service e-mail to let us know that
you did not receive your Update Service posters. Within 30 days, MSEC can reship Update Service posters at no cost.
What if I need to cancel or modify an Update Service order? Within 10 days,
MSEC can cancel an Update Service order. After 10 days, MSEC can cancel an
Update Service so the location will no longer receive posters due to a Mandatory
change. Unfortunately, after 10 days, MSEC is unable to refund an Update
Service. This is because MSEC relies on a contractual relationship with a thirdparty, national vendor to make the Update Service available to MSEC members.
MSEC could not offer posters for all fifty States at such low prices without that
arrangement and the associated reduction in flexibility.
MSEC can modify the shipment address associated with an US in advance of an
US shipment. Please be sure to keep shipping addresses up to date with MSEC.
We have a number of Spanish-speaking employees. Can we get the Update
Service for Spanish version posters? Yes! In addition to English version
posters, we offer our Update Service for Spanish version posters for the following
States: AZ, CA, CO, CT, DE, DC, FL, GA, ID, IL, IN, KS, KY, LA, ME, MA, MI,
MN, MS, MO, NE, NV, NJ, NM, NY, NC, OK, OR, PA, PR, RI, SC, TN, TX, UT,
VA, WA, WI
Also, posters for the following States are bi-lingual (English and Spanish on one
poster): KS, NM, NY, PR and TX
How do I renew my Update Service? Your Update Service is automatically
renewed at the end of each calendar year. You will be receiving an e-mail
communication from MSEC in the last quarter of the year letting you know that
your Update Service is expiring at the end of the year. You will also
automatically be receiving an invoice from Employers Council Services (ECS) for
your Update Services for the following year. ECS is a subsidiary of MSEC. If
you need to make changes to your Update Service subscriptions or would like to
renew your Update Services before you receive your invoice, please contact our
Posters Team at [email protected] or 303-223-5466.
Does the Update Service include full poster replacement, or do you send
individual notices when they change? Update Service subscriptions include
full poster replacement. We will send you a completely new state poster when
mandatory state changes occur or a completely new federal poster when
mandatory federal changes occur. With the new poster, you will receive the
mandatory posting change as well as any minor posting changes that may have
occurred since your last update. All our posters are laminated to help prevent
them from being altered or defaced and to help them stay presentable in high
traffic areas.
Can I change the shipping address or contact information where my poster
updates are shipped to? Can I change the State for which I have an Update
Service subscription? Yes. Please either e-mail our Posters Team at
[email protected] or call us at 303-223-5466.
Can I get a listing of all of my poster subscriptions? Yes. Please either email our Posters Team at [email protected] or call us at 303-223-5466.
Purchases
I just bought posters last year, do I have to buy them again? The most
recent change to the Colorado poster occurred in December 2013. The most
recent change to the Arizona poster occurred in March 2014. The most recent
change to the Federal poster occurred in February 2013. If you have not
purchased posters since these changes, you will need to purchase new posters.
You can visit our website to see the most recent changes to other state posters
(visit www.msec.org, click on Services, then click on Employment Law, and scroll
to Posters at the bottom).
Can I return the posters I purchased? Yes. You can return posters that you
purchased within 10 days. Prior to returning your posters, please contact us at
303-223-5466. Please return the posters to:
Susan Harris
Mountain States Employers Council
1799 Pennsylvania Street
Denver, CO 80203
Why should I purchase employment law posters instead of ordering them
from the government for free? Downloading and printing from individual
federal and state government agencies is a time-consuming and arduous
process. Employers must stay aware of new laws and order updated posters
with every state or federal labor law change in order to stay in compliance. Also,
labor law notices must be protected from altering and defacing, and the cost of
laminating each individual poster or putting it in a glass case makes the cost of
compliance significantly higher than the cost of a set of posters.
Electronic
Do you offer posters electronically? YES. MSEC offers Electronic Posters
(E-Posters) with an Electronic Update Service for MSEC members. E-Posters
are a good fit for employers who employ telecommuters, remote workers, or who
want to add posters to the wealth of information communicated via the
organization’s intranet. Importantly, E-Posters do not take the place of your
physical posters. The US Department of Labor informs us that physical
posters are still required, even if a company typically uses an intranet to
communicate with its employees.
How does the E-Update Service work? When you sign up for the E-Posters
Update Service, you receive an initial set of E-Posters in a pdf file via email. You will be notified via e-mail and receive a new pdf file when a mandatory
change to either the designated State or Federal poster occurs throughout the
remainder of the calendar year. Please note: Only one state is covered per EPoster set purchased. The price for the 2014 E-posters Update Service is $15.
Multiple copies may be printed for use at the location for which it was originally
purchased. If you are interested in signing up for our 2014 E-Poster Update
Service or have any questions, please contact the Posters Team at
[email protected] or 303-223-5466.
Poster Changes/Updates
Have there been any recent updates to the Arizona, Colorado or Federal
posters? The most recent changes to the Colorado poster occurred in
December 2013 when the Minimum Wage was raised to $8.00/hour resulting in
Minimum Wage Order #30. The most recent changes to the Arizona poster
occurred in March 2014 when the Unemployment Insurance section was
updated. The most recent change to the Federal poster occurred in February
2013, with changes to the FMLA section of the poster.
Do you have a list on line of the recent changes to all the State posters?
Yes. Please visit www.msec.org, click on Services, then click on Employment
Law, and scroll to Posters at the bottom. If you have additional questions, or to
order posters, please contact MSEC at 303-223-5466 or you may e-mail us at
[email protected].
What is the difference between a Mandatory Change and a non-Mandatory
change? Whether a change to any aspect of a State or the Federal all-in-one
employment law poster is considered ―mandatory‖ depends on whether the
publishing agency would deem an employer out of compliance in regards to its
posting obligation if the employer does not post the most recent version (as
opposed to the earlier version). The national vendor that supports MSEC’s
Employment Law Posters service employs a research team to test changes to
any posting requirements under that standard.
A mandatory change includes significant changes that affect the ability of the
posting to comply with the issuing agencies regulations or law. In these
instances, the governing agency has stated that employers must replace their old
notice with the new revised notice.
A non-mandatory change typically is a cosmetic change or might be an agency
address change or identification of an elected official, and we will not issue a new
poster for changes such as these. These are changes that do not affect the
intent of the law described on the notice. In these instances, the governing
agency has stated the employers are not required to replace their old notice with
the new revised notice. Both old and new versions of the notice are compliant.
Why would I need updated posters automatically sent to me? Over the last
three years, there have been 2-3 significant changes per year per state. Keeping
up with these frequent law changes can be very costly and time consuming. Our
Update Service program is designed to provide you hassle-free compliance and
peace of mind. We will automatically send you an updated federal or state labor
law poster whenever mandatory changes occur.
How often will I receive updated posters? There is no set schedule for poster
changes. The national vendor that supports MSEC’s Employment Law Posters
service employs a research team that is constantly monitoring federal and state
regulatory activity for changes that might affect labor law posting requirements.
On average, there are more than 75 state and federal employment law posting
changes (major and minor) each year. Whenever the research team confirms a
mandatory change has taken place, the posters are updated and sent to you.
Mandatory changes are those that are substantial (the change in verbiage
impacts the intent of the law) and the government agency has indicated that
employers are required to update their existing posting to the newly revised
posting.
How quickly will I receive updated posters when a mandatory posting
change occurs? Your updated state or federal posters will be shipped the
beginning of the month following the month in which the government releasing
final wording for the revised notice.
Will I receive updated posters when a law change becomes effective?
Posters are updated only when the issuing agency publishes the updated
posting. Even though a law may take effect on a certain date, the new updated
posting may not be immediately available. If you are enrolled in our Update
Service, those posters typically ship within the first two weeks of the month
following any published mandatory change. Update Service shipments are
mailed through the U.S. Postal Service at no shipping cost, which takes
approximately 7 to 10 days. Therefore, Update Service shipments usually arrive
in the third week of the month after a mandatory change.
How will you let me know when a poster update is going to be shipped? As
soon as we are made aware that a mandatory change has taken place, we will
send an email to let you know of the change and inform you of when you can
expect to receive your new poster.
How will I know if something changes in compliance laws that will require
me to update? Changes happen on a frequent basis—there are hundreds each
year, although not all of them require updates—and the government does not
provide notices to employers regarding compliance. It's up to each business to
stay updated on regulatory changes and new instructions. Alternatively, MSEC
offers an Update Service, whereby we will automatically send you a new poster
whenever a mandatory change occurs.
Is there a set update schedule I can check for poster updates? No—changes
are not made according to a schedule. You'll need to check throughout the year
to determine if regulatory changes have occurred, or purchase our Update
Service and let MSEC do the checking for you.
Is there a place where I can get a list of posting changes for my state or any
other state? Yes. You can visit our website (here) to view the current
requirements for each state, as well as when the last mandatory change
occurred for each state.
Posting
My company has telecommuters/remote workers. Do they have to have
posters in their house? No. Telecommuters or Remote Workers do not have
to post physical posters in their house. However, the employees must have
access to the laws of the state(s) in which they work, not the State they are paid
from. Electronic posters are ideal for this situation.
If I am a small business do I have to post? Yes. There are several poster
requirements that you should post, even if you are a very small business. Below
are general Federal posters that must be posted at each site:
 Federal Minimum Wage
 Equal Employment Opportunity: It's the Law
 Job Safety and Health Protection
 Employee Polygraph Protection Act
 Employee Rights under USERRA
You are also required to post the Family Medical Leave Act, if you employ more
than 50 workers for 20 or more weeks during the year within a 75 mile radius. For
some small employers that increase staffing significantly for seasonal reasons—
tax preparation, for example—this factor may come into play.
I've posted all the federal posters. Do I need anything else? Yes. All
companies must post both the federal posters and the notices required by the
state. Each state has its own specific requirements and posters that must be
displayed. Check the requirements for your state here, and remember that
companies operating facilities in multiple states should be aware of the different
requirements for each state.
How do I know if what I have is all I need? There may be different laws that
apply to your business/industry, as well as certain requirements for your state.
You can check the requirements for your state here.
What is the OSHA posting requirement? OSHA requires a notice that is
generally known as the Job Safety and Health Protection Poster. All business
regardless of size, location, or industry type, must post the OSHA 3165 notice
which is included on our Federal Labor Law Poster.
I only have one employee – what do I need to post? I have no employees
but myself. Do I have to post notices? A sole proprietor doesn't need to
display posters. But once you hire your first employee, you'll need to display
federal posters and those required by your state.
I have no employees, but I have unpaid volunteers. Should I still display the
posters? If the workers are truly "bona fide" volunteers under the Fair Labor
Standards Act, you don't need to post the notices.
I am a non-profit, do I have different posting requirements? No. The nonprofit status of your company does not exempt you from requirements to post all
posters that apply to your employees and applicants.
What are the consequences for not posting the notices? The specific
penalties vary, but you can be subject to citations, sanctions, and fines of up to
$100 for each violation.
Where should I display the poster? Posters should be displayed where they
are easily accessible to your employees through their daily course of business.
Examples of such locations might include specific, designated bulletin boards in
the break room, near employee lockers, kitchen, or where employees clock in
each day. Make sure your bulletin boards are organized and free from clutter so
that the posters are not obscured. The FMLA, EEO, and Polygraph Protection
Act posters are not just for employees to view—they are also required to be
placed where they can be seen by applicants for employment.
Do I need to post the federal Family Medical Leave Act? If you are covered
by FMLA (ie. You employ more than 50 workers for 20 or more weeks during the
year within a 75 mile radius), then you are required to post the FMLA poster. If
you are covered by FMLA at any of your locations, the notice must be
prominently displayed—for employees and applicants—at all company locations.
The FMLA posting is included on our Federal Employment Law Poster.
I'm covered by the FMLA, but only at one of my company locations. Must I
display the poster at all locations? Yes. If you are covered by FMLA at any of
your locations, the notice must be prominently displayed—for employees and
applicants—at all company locations.
I have a large facility with multiple floors. Can I just display the poster in
the cafeteria, or am I required to post a copy in each break room? If you can
be certain that all employees regularly visit the cafeteria, then posting them in
that single location is acceptable. However, MSEC recommends that the notices
be posted in each break room, or a location where they are visible to all
employees.
How do I make sure applicants will see the poster? We don't conduct
interviews at the same place each time? If you have a physical location where
members of the public turn in applications, you can display the poster there. Or if
you require applicants to wait in the lobby before their interview, that would also
serve as a good location. MSEC does offer an electronic version of these
postings that are available for you to print and laminate and place with your
applications. But if you don't have a consistent location you'll need to display the
posters wherever you interview employees—even if that means in supervisor's
offices.
Our company has numerous facilities, but all employees are required to
report to the central location once per week for a staff meeting. Is it
acceptable to post the notices at the one central location and not at each
facility? The posters need to be easily accessible to your employees through
their daily course of business. We recommend posting the posters at each
location to ensure compliance.
Our business shares a workspace with another employer. Must we display
two sets of posters? Yes. There is information on the posters that is specific to
each employer, therefore you need to post a set of posters for your business.
Do I have to physically post the notices? Can't I just put them on the
intranet? The Department of Labor has said that it will look at the possibility of
online posting. However, for the time being you can only satisfy your posting
requirements by physically posting the notices in the workplace.
Do I still have to display the federal minimum wage poster, if my state’s
minimum wage is higher? Yes, the federal minimum wage poster should still be
displayed. There may be employees who are not covered by the state law, and
therefore would be covered under the federal minimum wage law. The rule is an
employer is to pay the higher of the state or federal minimum wage, but both
notices are still required to be posted as the state or federal rules may differ on
tipped employees, overtime, etc.
Must I still post the federal minimum wage notice even if I pay by
commission, bonus, tip sharing or stipend? Yes. The method of payment
does not exempt an employer from posting the notice.
I'm displaying the poster, so I'm in compliance. Is that correct? Not
necessarily. Just because you posted a poster in 2010 doesn't mean you're in
compliance today. Employers are required to post the correct version of the
notice, meaning you'll have to check to make sure you have the most updated
version of all your posters. Failing to post the most recent and required version of
a notice is essentially the same as if you didn't post anything at all. Always check
annually to see if there have been any changes to the poster. We also have a
laminate or electronic Update Service available where we would automatically
ship you updates as they occur throughout the year.
Could we just keep all the posters in a binder at reception, for employees to
review at their leisure? No. Like the concept of online posting, this would not
meet the requirements to physically post the notice. Unless the poster specifically
allows for alternate methods of distribution, like the USERRA poster, you must
physically display the poster in the workplace.
I've heard that I need to laminate the posters or put them in a glass cabinet.
Why? Certain posters have requirements that mandate the employer to take
steps to protect them from defacing or destruction. This means that simply
posting a paper version of the poster may not always be enough to meet your
obligations under the law.
If I am a federal contractor do I have different requirements? Yes. Federal
contractors are required to post the State and Federal posters, but depending on
the contracts your business is engaged in with the Federal Government, other
postings are also mandatory. As a Federal Contractor, you may also be subject
to:

Employee Rights Under the National Labor Relations Act (NLRA)

Notice to Employees Working on Government Contracts
(SCA/Walsh-Healey)

Notice to All Employees Working on Federal or Federally Financed
Construction Projects (Davis-Bacon)

Employee Rights for Workers with Disabilities/Special Minimum
Wages

OSHA Employee Whistleblower Rights Notice

DOD Fraud Hotline

DHS Fraud Hotline

E-Verify & Right to Work (in English and Spanish)
I heard that some employment law posters have to be displayed where
applicants can see them, not just our employees. Is that true? Yes. A few
federal employment laws require that some posters be displayed prominently
where job applicants as well as employees will see them. The Equal Employment
Opportunity is the Law (EEO), Employee Polygraph Protection Act (EPPA) and
Family and Medical Leave Act (FMLA) notices must all be displayed for
applicants as well as employees. There may be state postings you're required to
display for applicants as well. The law that requires the labor law poster will
indicate whether or not it must be displayed for applicants as well. NOTE: If you
are participating in the E-Verify program, you are also required to post English
and Spanish versions of the E-Verify and Right To Work notices where job
applicants can see them.
How do we display employment law posters for internet applicants? MSEC
offers an electronic version of the Applicant Postings (EEO, EPPA, and FMLA)
that can be placed on the company internet page for applicants.
For employees who work at a remote job site, can we just photocopy and
shrink our employment law posters for their use? Employment law posters
cannot be resized. Some laws require that posters be of a certain font size and a
minimum paper size (example: OSHA's Job Safety and Health notice must be 81/2" by 14"). If you shrink a poster down to a size that is below the required font
or notice size, or make it so small it is hard to read, you will not be in compliance.
If you have more than one employee at a remote company location, you should
post all the required notices in an area frequented by those employees on a
regular basis.
Do we need to send a copy of all our employment law posters to employees
who work from home? An employer is obligated to make sure that all
employees, no matter where they work, are informed of their employment rights.
E-Posters are a good fit for employers who employ telecommuters or remote
workers.
If we have more than one building at our company location, may we display
posters only at the main building, or do we have to have them in every
building? The posters need to be easily accessible to your employees through
their daily course of business. We recommend posting the posters in each
building to ensure compliance.
Do we have to have any of our posters in Spanish? Spanish versions of the
postings are highly recommended for employers with Spanish speaking
employees. The following states publish postings in Spanish: AZ, CA, CO, CT,
DE, DC, FL, GA, ID, IL, IN, KS, KY, LA, ME, MA, MI, MN, MS, MO, NE, NV, NJ,
NM, NY, NC, OK, OR, PA, PR, RI, SC, TN, TX, UT, VA, WA, WI
Also, posters for the following States are bi-lingual (English and Spanish on one
poster): KS, NM, NY, PR and TX
It is an employer's responsibility to inform their employees, either English- or
Spanish-speaking, of their rights under employment law.
It is a good rule of thumb to post the posters in English and in Spanish if more
than 25% of your workforce is Spanish speaking.
May I use electronic versions of the notices at my physical locations to
meet posting requirements? Physical employment law posters are required in
order to meet posting requirements. Employers must post the employment law
notices in an area frequented by all employees, such as a break room, cafeteria,
time clock, etc.
You could post the electronic version of the posters on your intranet in addition
to the published government notices for the sake of informing employees of their
rights under the law, but to be in compliance, you must at least post physical
paper copies of the notices in an area frequented by all employees.
Electronic versions of the posters are okay for Remote Workers and
Telecommuters.
I have heard that some cities have their own posting requirements. Is that
true? Yes. There following cities that have their own posting requirements: San
Jose (CA), San Francisco (CA), Colorado Springs (CO), Denver (CO), Chicago
(IL), Louisville (KY), Baltimore (MD), Kansas City (MP), Raleigh (NC), Omaha
(NE), Jersey City (NJ), Albuquerque (NM), Santa Fe (NM), New York City (NY),
Portland (OR), Philadelphia (PA), Arlington (TX), Austin (TX), Dallas (TX), El
Paso (TX), Fort Worth (TX), San Antonio (TX), Virginia Beach (VA), and Seattle
(WA).
Shipping
What are your shipping rates? The shipping rate is $9.00 per 10 posters
shipped to the same location.
How long before I receive my posters? MSEC usually ships AZ/CO/FED
posters within 1-2 business days of poster purchase orders. You should receive
them within 3-5 business days from the time you place your order. Posters for
other States usually ship within 2-3 business days. You should receive them
within 5-7 business days from the time you place your order.
When do Update Service poster shipments arrive following mandatory
changes? Update Service posters typically ship within the first two weeks of the
month following any published mandatory change. Update Service shipments are
mailed through the U.S. Postal Service at no shipping cost to the MSEC member,
which takes approximately 7 to 10 days. Therefore, Update Service shipments
usually arrive in the third week of the month after a mandatory change. If you
ordered the Update Service and did not purchase posters separately, please
keep in mind that you will only receive posters if a mandatory change occurs to
either the State or Federal poster.
Why haven’t I received my posters yet? If you placed your order to purchase
posters more than 10 days ago and you have not yet received your posters,
please contact the MSEC Posters Team at 303-223-5466 or [email protected]
I received a tube of posters from GovDocs. Is that the posters I ordered?
Yes. The posters sometimes ship directly from our vendor, which would have a
return address of GovDocs on the tube or box (St. Paul, MN).
Do I have to provide a physical address when ordering posters? Yes. The
posters are typically shipped via UPS. UPS will not deliver to a P.O. Box.
Can I provide a P.O. Box when ordering posters? Yes. We ask that you
provide a physical address, but you are welcome to provide a P.O. Box as well.
The posters are typically shipped via UPS (UPS will not deliver to a P.O. Box),
but occasionally the posters are shipped via US Mail.
Tax
Am I charged Tax on the posters and the Update Service? What is the
rate? Yes, sales tax is charged on the posters and the Update Service. The tax
rate is based on where the posters are shipped to. The combined tax rates are
as follows:
Colorado: 2.9%
RTD (Denver Metro): 4.11%
Denver, CO (City and County): 7.73%
Arizona: 6.6%
Maricopa, AZ County: 7.3%
City of Scottsdale, AZ: 8.95%
Out-of-State: 0%
What if I am tax-exempt? Please contact the MSEC Posters Team at
[email protected] or 303-223-5466 to notify us that you are tax exempt. Please
provide a copy of your Tax Exempt certificate.
Misc.
Can I be audited for non-compliance? Yes, audits can happen. Any
government agency can audit you for non-compliance.
I heard there are specific size and font regulations. Is that true? Yes, some
posters—like the Colorado Worker’s Compensation First Report of Injury
poster—are required to be displayed on a certain size paper and with a minimum
font size. If you shrink the poster below the required size, you will be out of
compliance.
Can I be fined if I don't have a poster? Failure to post required state and
federal employment law notices can result in fines up to $100 for each violation.
Federal fines are determined on a case by case basis. Maximum fines typically
would be incurred if the employer continually and/or knowingly violated the law
Why do employers need employment law posters? State and federal
employment laws/regulations require all employers with at least one employee to
post at each of their locations, in an area frequented daily by all employees, all
applicable, current required federal and state employment law notices. Failure to
keep these notices up-to-date can result in substantial fines or frivolous
employee lawsuits.
I already have employment law posters; are they current?
There are several ways that you can check to make sure your posters are
current. All MSEC posters have Compliance Check using QR Code
technology. Compliance Check allows you and your employees to
determine compliance instantly by simply scanning the embedded QR Code with
any QR scanning app on a smartphone or tablet device. These codes are located
on the bottom of the poster, near the MSEC logo. You can also check the
revision date of your poster by locating the ―Revised Date‖ underneath the MSEC
logo at the bottom of the poster.
You can also our website (here) to view the current requirements for each state,
as well as when the last mandatory change occurred for each state. If the version
on your MSEC poster does not match the version listed in this document, you
may not be in compliance and your poster should be updated.
NOTE: Revision dates are indicated on the individual notices on the poster.
However, the compliance date reflects the last mandatory change that occurred
to any of the notices on the poster.
What is the date below the MSEC logo on MSEC's posters? All employment
law posters from MSEC include a revision date below the MSEC logo on the
poster. This date reflects the last mandatory change that occurred. NOTE:
Revision dates are indicated on the individual notices on the poster (when
applicable); however, the revision date below the MSEC logo reflects the last
mandatory change that occurred to any of the notices on the poster.
All MSEC posters also have Compliance Check using QR Code
technology. Compliance Check allows you and your employees to
determine compliance instantly by simply scanning the embedded QR
Code with any QR scanning app on a smartphone or tablet device. These
codes are located on the bottom of the poster, near the MSEC logo. You can
also check the revision date of your poster by locating the ―Revised Date‖
underneath the MSEC logo at the bottom of the poster.
What are the color notices that come with some of MSEC's posters? Those
are informational sheets MSEC provides. We are providing these notices as
courtesy to advise you that there are additional steps that may need to be taken
to ensure you are in compliance with your posters. In these instances, you are
responsible for contacting your insurance company or a state agency directly to
obtain an official copy of the notice which is specific to your business or location;
MSEC cannot provide the official copy. Usually these notices are state Workers'
Compensation or Unemployment Benefits related, having to do with your
employer account with those agencies.
How will I know when a poster needs to be updated? We will contact you
either by phone, mail or email when a mandatory posting change occurs that
requires you to update your posters. When you purchase our Update Service, we
will automatically send you an updated federal or state poster each time a
mandatory posting change occurs and will alert you of the mandatory change via
email.
Why are MSEC's posters laminated? We laminate all our employment law
posters to ensure they are not altered or defaced, which is actually a government
requirement for some postings. The laminate also keeps the poster presentable
for much longer, especially in high traffic areas, than if it was just a plain paper
poster.
Are No Smoking notices included on MSEC's posters? No. Since these
notices apply to customers, visitors to the company and employees, they are not
considered labor law posters and should be posted separately where they can be
seen by all involved. No Smoking notices are typically required to be posted at
facility entrances, designated smoke-free areas and other locations at your
facility that are accessible by the public.
The person at our company that first signed up for the Update Service or
first ordered the posters has left the company or changed positions. How
can change our contact information? How can I update my email address?
Please contact the MSEC Posters Team at [email protected] or 303-223-5466
to make any changes to your information.