The federal Occupational Safety and Health Administration (OSHA) has proposed a new national workplace heat safety regulation that could significantly impact businesses starting in 2025. This new rule introduces additional paperwork and major changes to workplace safety. If implemented, the OSHA Heat Safety Rule would illustrate how quickly the regulatory landscape can shift, making it crucial for employers to stay ahead of new safety rules and training requirements.
Overview of OSHA’s Proposed Workplace Heat Safety Rule
If the proposed OSHA Heat Safety Rule goes into effect in 2025, it will apply to agricultural, maritime, construction, and general industry employers—but not to government employers. Key components of the rule include:
- Appointing a heat safety coordinator
- Identifying heat hazards in both indoor and outdoor locations
- Monitoring workplace temperatures and humidity levels
- Conducting regular heat risk assessments
- Providing accessible drinking water for workers
- Offering shaded or air-conditioned rest areas
- Accommodating workers with additional rest breaks during heat waves
- Implementing acclimatization periods for employees
- Providing heat safety training
- Developing a Heat Emergency Response Plan
- Maintaining temperature records for six months
- Conducting regular audits of heat safety measures
This rule was published in the Federal Register on August 30, 2024, and is scheduled to go into effect on December 28, 2024, unless delayed by court challenges.
Why the New OSHA Heat Safety Rule is Critical
The Biden administration and OSHA are prioritizing workplace heat safety to address the growing impacts of climate change on worker health. Currently, OSHA uses its General Duty Clause to enforce heat safety mandates, but this new rule would set a national standard for heat safety in the workplace.
According to the Environmental Protection Agency (EPA), the U.S. averaged 34 heat-related workplace deaths per year between 1992 and 2022. However, there has been pushback from several state attorneys general, who have announced plans to file lawsuits challenging the new regulations.
While OSHA attorneys will need to justify the new rule, citing that heat-related workplace deaths are significantly lower than those from traffic accidents or falls, the agency insists that preventing even a small number of deaths is worth the effort.
What Employers Must Know About OSHA’s Heat Safety Compliance
If the OSHA Heat Safety Rule goes into effect, employers with more than ten workers will need to implement a written Heat Injury and Illness Prevention Plan, while smaller employers will need a verbal plan. All employers must keep electronic or written records of temperatures for both indoor and outdoor work areas for a minimum of six months.
Fines for non-compliance with the new OSHA standards could be severe:
- $16,131 per violation for serious or other-than-serious offenses
- $161,323 per violation for willful or repeat offenses
Given these potential penalties, small businesses in particular need to prepare now for the possibility of significant new compliance requirements.
Steps to Prepare for OSHA’s 2025 Heat Safety Regulations
Although it’s unclear if the rule will survive potential court challenges, employers should begin preparations now to ensure compliance. Key steps to consider include:
- Identifying a qualified heat safety coordinator within your management team
- Acquiring tools to monitor workplace temperatures and humidity levels
- Ensuring workers have access to drinking water and shaded rest areas
- Developing new heat illness prevention training for managers and employees
By starting early, you’ll minimize the risk of hefty fines and ensure your workplace is ready for OSHA’s upcoming standards.
How Payroll Can Help Ensure OSHA Heat Safety Compliance
The administrative burden of tracking compliance with the new OSHA heat safety standards will be significant. That’s where payroll and HR services, like those provided by ASAP Payroll, can make a difference. Our team can assist with managing heat safety records, organizing training programs, and streamlining compliance tracking to keep your business safe from costly fines.
By partnering with ASAP Payroll, you can offload the complexity of OSHA compliance and allow your HR and payroll teams to focus on core business operations.
Preparing for the OSHA Heat Safety Rule with ASAP Payroll
The new OSHA Heat Safety Rule is scheduled to take effect in December 2024, impacting industries like agriculture, construction, and maritime. With new standards and high penalties for non-compliance, businesses must plan ahead to protect employees from heat-related illness and avoid federal fines.
Stay ahead of the curve with OSHA compliance. Contact ASAP Payroll today to ensure your business is ready for the new workplace heat safety rules.
