Statutory Requirement to Review and Post OSHA Form 300A Summary for Calendar Year 2008

The Occupational Safety and Health Administration (OSHA) requires all Postal Service™ installation and estab­lishment heads to prepare and post the OSHA Form 300A, Summary of Work-Related Injuries and Illnesses, summary for calendar year (CY) 2008, in accordance with 29 CFR 1904 and the Employee and Labor Relations Manual (ELM) 821, Actions in the Event of Accident, Injury, or Illness.

From February 1 through April 30, 2009, post a copy of the OSHA Form 300A for CY 2008 in a conspicuous place at every establishment where employees work or report to work.

If you need assistance in completing these reports, contact your servicing district safety office or see for detailed instructions.

Reviewing OSHA Form 300A

As an installation or establishment head, you are required to review, sign, and post OSHA Form 300A. When you sign on the “Company Executive” line, you are certify­ing that you have verified that the entries on OSHA Form 300A — and its supporting documents — are true, accu­rate, and complete.

The following steps are required for reviewing and post­ing OSHA Form 300A:

1. Check the entry for the North American Industry Classification System (NAICS) on the right side of the form. All Postal Service establishments except vehi­cle maintenance facilities (VMFs) use NAICS 4921, which is printed automatically on the automated form. Managers of VMFs must strike through 4921 and enter 8113.

2. Check entries for letters G through M(6) on the left side of the form against related entries on OSHA Form 300, Log of Work-Related Injuries and Illnesses, (see item 4 in Verifying Data From OSHA Form 300).

3. Verify data on OSHA Form 300 (see instructions next column).

4. Determine the annual average number of employees at your facility and the total hours worked by all employees in CY 2008 (to obtain the average number of hours worked per employee).

5. Incorporate data from OSHA Form 300 for contractor employees directly supervised by Postal Service per­sonnel (see instructions next column).

6. Complete the review, make corrections, sign OSHA Form 300A, and post the form.

Verifying Data From OSHA Form 300

OSHA Form 300A is a summary of data derived from OSHA Form 300. Before you sign OSHA Form 300A, you must ensure that all entries on OSHA Form 300 are accurate and complete, whether you use the manual or automated versions of these forms. To verify the complete­ness and accuracy of OSHA Form 300, you must do the following:

1. Make sure there are no entries labeled “other” on OSHA Form 300. Entries must be more specific to be considered correct.

2. Check column F carefully. To ensure accuracy, note the parts of the body affected (including which side of the body) and the object or substance that directly injured or made the person ill. Example: Second-degree burns on right forearm from acetylene torch.

3. Check columns K and L carefully. If an injury is iden­tified as “days away from work” on column K or “on–the-job transfer or restriction” on column L, you must ensure that the number of days entered is accurate.

4. Check columns G through M(6), which correspond to entries in OSHA Form 300A. Make sure that these columns are added correctly on OSHA Form 300 and match the totals on OSHA Form 300A.

5. Make sure that an OSHA Form 301, Injury and Illness Incident Report, is on file for each entry on OSHA Form 300.

Accounting for Contractor Employees

OSHA-recordable injuries or illnesses sustained by con­tractor employees who are directly supervised by Postal Service personnel must be entered on OSHA Form 300 and included in the calculations on OSHA 300A. Since these injuries and illnesses are not included in the automated versions of OSHA Form 300 and Form 300A, they must be added and calculated manually. OSHA requires us to include contractor injuries and exposure hours on OSHA Forms 300 and 300A even though they are not included in the Postal Service accident database.

Document Retention Requirements

Postal Service installations must retain OSHA Forms 300, 300A, and 301 for 5 years. PS Form 1769, U.S. Postal Service Accident Report, often used in conjunction with the OSHA forms, also must be retained for 5 years.