Injury Tracking Application
Frequently Asked Questions
FAQs about the ITA
The system only allows one login per account. You would have to share the login to allow for multiple users.
If you have his or her login, to change the user information, use the "Manage My Account" function under the Navigation Menu (on the upper right-hand side). If you do not have his or her login, submit a request using the Help Request Form.
An email address can only be associated with one account in ITA. If you are submitting data on behalf of multiple companies, you can use your one account to create the establishments for each of the companies. There is a field in the "Establishment" form where you can identify the company to which the establishment belongs.
The application does not have a function to transfer establishments from one account to another, but you have two options:
- You can transfer the account from your co-worker to yourself using the Manage My Account function located under the Navigation Menu. This function allows you to change the contact information of the account owner and it allows you to reset the password to the account. Using this option has the benefit of tracking the summary data for the establishment(s) over time. Note, however, that only one e-mail address can be associated with an account.
- You can recreate the establishments under your own account and submit the reference year 300A data using that account. Deactivate the establishments in the original account using the "Remove" button when viewing the establishment data. This action archives the information for that establishment. If you use this option, please be sure not to submit data for the same establishment twice.
A password must contain at least eight characters and three of the following four character types:
Upper case letters; Lower case letters; Numbers; Punctuation
No, you must provide a valid 6-digit 2012 NAICS code. Choose the code that represents the activity that generates the most revenue for your establishment and/or has the most employees, whichever is more applicable to your business.
The drop down choices are the examples provided from the NAICS manual. The ITA only captures the code itself (i.e., the number), it does not capture the text behind the code. Choosing any of the options for your particular code is sufficient.
The list of covered industries is based on 2012 NAICS codes. Under the 2012 coding system, Department Stores are classified as NAICS 4521, and other General Merchandise Stores are classified as NAICS 4529. The fact that these two industries are classified as 2017 NAICS 4522 and NAICS 4523, respectively, does not change their reporting status (i.e., these two industries are covered by this data collection).
No, you only have to provide the data using one of those methods. Please be aware that if you are submitting data for just one or for a small handful of establishments, it is much easier to enter the data manually by selecting the "Create Establishment" button and filling out the two web forms rather than trying to create and upload a csv file. If you have already provided your establishment information for a previous collection (or collections), you only need to click on "View establishment list," select the already-entered establishment, and provide the new 300A summary data.
When you edit a csv file using Excel, it does strip the leading zeroes. To stop that from happening, put an apostrophe (') in front of the zero then save it. Be aware that if you open the file again with Excel, it will strip the zeroes again. You can also edit it with Notepad (right click on the file and choose the "Open with…" feature). Notepad will not strip the zeroes.
No. The system will reject the file if you include decimals in any of the number fields. Only enter whole numbers.
No, the forms would not be in the correct format, and the system would reject that file. The format must be the same as the template file located at https://www.osha.gov/injuryreporting/osha_ita_summary_data_csv_template.csv. Please be aware that if you are submitting data for just one or for a small handful of establishments, it is much easier to enter the data manually by selecting the "Create Establishment" button and filling out the two web forms rather than trying to create and upload a csv file. If you have already provided your establishment information for a previous collection(s), you only need to click on "View establishment list," select the already entered establishment and provide the new 300A summary data.
Other Technical Issues
If you have about the same number of employees every pay period throughout the year, then you don’t need to use the formula. You can use the count from a typical pay period. For example, if you had about 100 employees throughout the year, then you can use 100 as your annual average employment.
If your number of employees goes up and down throughout the year, then you should use the formula. For example, if your business is seasonal and you have more employees during the summer or before Christmas, or if your establishment grew or shrank during the year, you should use the formula.
To use the formula, follow these steps:
- Add up the number of employees IN EACH PAY PERIOD throughout the year. For example, in Pay Period 1 you had 30 employees, in Pay Period 2 you had 25 employees, in Pay Period 3 you had 23 employees... so you would add 30 + 25 + 23…
- Divide by the number of pay periods in the year. For example, 26 if you have biweekly pay periods, or 52 if you have weekly pay periods.
- The result is your average number of employees.
- CHECK TO MAKE SURE THAT THIS RESULT MAKES SENSE! Is it about the same as the number of workers belonging to your establishment on a typical day? Is it bigger than your smallest number of employees in a pay period? Is it smaller than your biggest number of employees in a pay period? If the answer to any of these questions is “no,” then the calculation may be incorrect.
Please note that you CANNOT divide the total number of W2s by the number of pay periods to calculate the average employment. You must add up the number of employees IN EACH PAY PERIOD before dividing by the number of pay periods.
The most common error associated with this message is the double counting of a single case that involves both days away from work and days of restricted work activity. If you enter a checkmark in column H AND column I the case is double counted. A case that involves both days away from work and days of restricted work activity should only have a checkmark in column H (with no checkmark in column I). The number of days away are counted in column K and the number of days restricted are counted in column L. Categorize the case in one of the M columns.
There are three common problems that stop the Save button from being highlighted. First, the radio button on the top right of the 300A data page that says "Did this establishment have injuries or illnesses" must be filled out. Second, all the boxes must be filled out, with a "0" if applicable, instead of being left empty. Third, there cannot be any commas, decimals, or other non-numbers in the employees or hours worked fields. Generally, a field that contains an error is outlined in red.
Each establishment name must be unique. You can make each unique by adding a number or a city/town name to the end of the establishment name. For example, if your establishment name is XYZ, you can make each location unique in the following manners: XYZ – 1, XYZ – 2, XYZ – 3; or XYZ Atlanta, XYZ Smyrna, XYZ Savannah.
The ITA does not have a print function. You can view the data you submitted by clicking "View establishment list" and then clicking on the establishment name link. You can use your browser to print the information.
For step-by-step instructions on using the ITA, please refer to the "Job Aids" located on this page.
FAQs about the Reporting Requirements
Yes, the ITA will accept your Form 300A data through the end of the calendar year (December 31). You must electronically submit the data if you are required to do so.
No. If you no longer own the establishment, you are not required to submit injury and illness data for that establishment. Only the current owner is required to submit data for the portion of the year that they owned the establishment
Yes, establishments that meet the size and industry reporting criteria must report their Form 300A data even if they experienced no recordable injuries or illnesses during the reference year. Those establishments would report zeroes for their injury and illness counts.
No. If the establishment is permanently closed, you do not have to submit the injury and illness data. For example, an establishment that permanently closed at the end of 2016 does not have to submit the 2016 data in 2017. Similarly, an establishment that permanently closed in 2017 before the 2017 submission deadline does not have to submit the 2016 data in 2017.
The electronic reporting requirements are based on the size of the establishment, not the firm. The OSHA injury and illness records are maintained at the establishment level. An establishment is defined as a single physical location where business is conducted or where services or industrial operations are performed. A firm may be comprised of one or more establishments. To determine if you need to provide OSHA with the required data for an establishment, you need to determine the establishment's peak employment during the last calendar year. Each individual employed in the establishment at any time during the calendar year counts as one employee, including full-time, part-time, seasonal, and temporary workers.
The electronic reporting requirements are based on the industry classification of the establishment, not the industry classification of the firm. An establishment is defined as a single physical location where business is conducted or where services or industrial operations are performed. A firm may be comprised of one or more establishments.
The recording and reporting requirements of Part 1904 are establishment based. Under most circumstances, a campus is a single physical location and considered as a single establishment. Under limited conditions, you may consider two or more separate facilities that share a single location to be separate establishments. You may divide one location into two or more establishments only when: 1) each facility represents a distinctly separate business; 2) each facility is engaged in a different economic activity; 3) no one industry description applies to the joint activities of the establishments; and 4) separate reports are routinely prepared for each establishment concerning each establishment’s number of employees, employee wage and salary rates, sales or receipts, and other business information.
A firm with more than one establishment must submit establishment-specific 300A data for each establishment that meets the size and industry reporting criteria. These data may be submitted using one ITA account. It is important to note that the electronic reporting requirements are for data at the establishment level, not the firm level. An establishment is defined as a single physical location where business is conducted or where services or industrial operations are performed. A firm may be comprised of one or more establishments. The submitted data must be specific for each individual establishment.
Yes, just as a third party is allowed to maintain the injury and illness records for an employer, a third party is allowed to submit the data for that employer. However, as with recordkeeping, responsibility for the completeness and accuracy of the data lies with the employer, not the third party.
No. OSHA has provided a secure website for the electronic submission of information. The website includes web forms for direct data entry and instructions for other means of submission (e.g., csv file uploads).
OSHA and the BLS are working to identify and minimize the burden on employers that are required to respond to both data collections. However, at this time you will need to provide both agencies with the required data through their separate collection vehicles.
State-government and local-government establishments in State Plans states are required to electronically submit injury and illness information. Please contact your State Plan office for further information.
OSHA has published a Final Rule to amend its recordkeeping regulation to remove the requirement to electronically submit to OSHA information from the OSHA Form 300 (Log of Work-Related Injuries and Illnesses) and OSHA Form 301 (Injury and Illness Incident Report) for establishments with 250 or more employees that are required to routinely keep injury and illness records. Covered establishments are only required to electronically submit information from the OSHA Form 300A (Summary of Work-Related Injuries and Illnesses).
For step-by-step instructions on using the ITA, please refer to the "Job Aids" located on this page.
FAQs about OSHA Recordkeeping Requirements
In addition to the instructions in the forms package and the specific requirements in the regulatory text, OSHA’s website has guidance about OSHA’s recordkeeping requirements at https://www.osha.gov/recordkeeping/index.html, including a tutorial at https://www.osha.gov/recordkeeping/tutorial.html that takes about 20 minutes to watch.
No, you only record the injury or illness once. You must enter the number of calendar days away for the injury or illness on the OSHA 300 Log for the year in which the injury or illness occurred. If the employee is still away from work because of the injury or illness when you prepare the annual summary, estimate the total number of calendar days you expect the employee to be away from work, use this number to calculate the total for the annual summary, and then update the initial log entry later when the day count is known or reaches the 180-day cap.
For example, assuming that the injury occurred at the end of 2016, and the employee missed 10 days in 2016 and 5 days at the start 2017, the employer should record the 15 total days missed in its 2016 records. That is, even though the employee missed 5 days in 2017, this missed time resulted from the 2016 injury, so it is included on the 2016 log entry (Form 300) and the 2016 annual summary (Form 300A).
For more recordkeeping Q&As, click here.
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 with historically high rates of occupational injuries and illnesses.
If employers in State Plan states have questions about their obligation to submit injury and illness information, please contact your State Plan office.
Federal Agencies should not report their injury and illness data through the Injury Tracking Application (ITA). For information on the Federal Agency reporting requirements click here
Covered establishments must electronically submit information from their OSHA Form 300A.
In 2019, covered establishments must submit information from their completed 2018 Form 300A by March 2.
NOTE TO USERS: Please be aware that if you are submitting data for just one or for a small handful of establishments, it is much easier to enter the data using the web forms rather than by creating and uploading a CSV file. Simply click on the "Create Establishment" button and fill out two web forms for each establishment and you're finished. If you already provided your establishment information for a previous collection(s), you only need to click on “View establishment list”, select the already entered establishment and provide the new 300A summary data.
OSHA provides a secure website that offers three options for data submission. First, users can manually enter data into a web form. Second, users can upload a CSV file to process multiple establishments at the same time. Last, users of automated recordkeeping systems will have the ability to transmit data electronically via an API (application programming interface).
These instructions are available to support users through the submission process.
March 2, 2020, is the deadline for electronically reporting your OSHA Form 300A data for calendar year 2019. Collection will begin January 2, 2020.
The collection of CY 2019 data and beyond will include the collection of establishments' Employer Identification Numbers (EIN). If you submit your data using a csv file or API, you can view the new layout by selecting the "How" tab above.
Remember, not all establishments need to submit their OSHA 300A Data. To review which establishments need to provide their data, click here.