Frequently Asked Questions

Injury Tracking Application

Account Access

The steps to create an ITA account and connect it to a Login.gov account are explained in the Create an ITA Account and Create a Login.gov Account job aids. You can also watch our How To Video, which covers the account creation process.

OSHA does not send out notifications to report the Form 300A data. If your establishment meets the industry and size reporting criteria, you must create an account in the Injury Tracking Application (ITA) and connect the ITA account to a Login.gov account with the same email address. Once you create your account, you can login and report your Form 300A data on an annual basis. Each year the data are due by March 2nd. To create an ITA account, go to the Injury Tracking Application Login page and select the Create an ITA Account link that is right below the Injury Tracking Application banner. Follow the instructions from there.

To provide an ITA account holder access to your establishment data, follow these steps:

[Note: Before these steps are taken, ensure that the staff member has already created an ITA account.]

  1. Login to the ITA and choose "View Establishment List"
  2. Select on the establishment name link
  3. Then select "Assign User"
  4. Enter the e-mail address of the other ITA account holder
  5. Select "User Role"
  6. Then, select Save

An "ITA Establishment User" can edit the establishment data AND add, edit, and submit the Form 300A data for that establishment. An "ITA Establishment Admin" can perform the same functions AND assign additional users to that establishment.

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).

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.

A password must contain at least eight characters and three of the following four character types:
Upper case letters; Lower case letters; Numbers; Punctuation

NAICS Codes

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).

CSV Files

NOTE: When you submit your Form 300A data by csv file, you will receive two emails once it has been successfully processed. If you do not receive the second e-mail, your file DID NOT properly load. The following FAQs provide guidance on common errors that block a file from loading.

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 working in Excel, follow these steps to fix the ZIPs with leading zeroes.  Be aware that if you open the file with Excel again, it will strip the zeroes again and you will need to repeat these steps and save it as a last step.

  1. Outline the ZIP field
  2. Click the down arrow in the "Number" group
  3. Choose "Special"
  4. Choose ZIP Code
  5. Save

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 csv template file located under the "How" section on the main ITA webpage. 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:

  1. 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…
  2. 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.
  3. The result is your average number of employees.
  4. 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.

The ITA only allows submission and editing of the last year's injury and illness totals. There is no mechanism for you to submit or edit data for years' previous to last year.

 

Reporting Requirements

You are not required to submit updated information after your original submission, but you may do so if you wish. (Note that you are required to update your OSHA Form 300 to reflect the new information). To edit the data follow these steps:

  1. Login to the ITA and choose View Establishment List
  2. Click on the establishment name link of the facility you want to edit
  3. Click on Edit 300A Summary
  4. Make your changes and save them
  5. Re-submit the data.

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).

Yes, you do need to provide both agencies with the required data through their separate collection vehicles. OSHA and the BLS are working to minimize the burden on employers that are required to respond to both data collections. Reporting your data to OSHA does not satisfy your requirement if you have also been asked to report to the BLS Survey of Occupational Injuries and Illnesses (SOII). However, if you have already reported your data to OSHA, you can use your OSHA ID number from that reporting to automatically transfer into the BLS SOII collection application the data that you have reported to OSHA. To do so, use the credentials that BLS sent to you to logon on to the SOII Internet Data Collection Facility. Once logged on, follow instructions there when asked to enter your OSHA ID to transfer your data from OSHA to BLS. Depending on the injuries and illnesses at your establishment, you may be required to report additional details to the BLS SOII. For more information regarding reporting to the BLS SOII, see the BLS Information for Respondents page or contact BLS.

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.

Help Request Form

You can submit your question to our help desk through the Help Request Form. When submitting your question, please select the most appropriate "Topic" to get the quickest response.

Login.gov

You do NOT need to create a new ITA account. However, you do need to create a Login.gov account if you do not already have one. Click the "Sign in with Login.gov" link from the ITA login page and follow the directions in the Create a Login.gov Account Job Aid. Be sure to use the same e-mail address for the Login.gov account as you use for your ITA account

That is an issue for Login.gov to address. The Login.gov Contact us page has FAQs and a form to submit a help ticket.

That is an issue for Login.gov to address. The Login.gov Contact us page has FAQs and a form to submit a help ticket.

Do one of the following: 1) Clear your browser history; or 2) Use "New Incognito window" via Google Chrome or 3) Use "New InPrivate window" via Microsoft Edge to Login. If none of these methods work for you, please submit a Help Request Form.