California employers are about to face a new annual compliance requirement related to Workplace Rights. On October 12, 2025, the Governor signed into law SB 294, the Workplace Know Your Rights Act.
This law introduces a stand-alone written notice to employees detailing their rights in the workplace. As a California employer, you need to know the requirements and deadlines. It is also important to include this notice in your onboarding and ongoing compliance processes.
What California SB 294 Requires
California SB 294 requires employers to provide a written notice to each employee explaining key workplace rights. This includes workplace rights about workers’ compensation, immigration protections, and the right to organize. It also covers constitutional rights when dealing with law enforcement at work.
The notice must include any new legal changes that the Labor Commissioner considers important. It should also list enforcement agencies that can help protect employee rights.
When do Employers Have to Provide Notice to Employees?
Employers must provide the notice to current employees by February 1, 2026, and annually thereafter. New hires must receive the notice upon hire, making this a key part of onboarding. California SB 294 also requires that authorized representatives, such as unions, receive the notice annually.
Notices must be provided in a language the employee understands. This applies if the Labor Commissioner has a template in that language. Currently, templates will be available in English, Spanish, Chinese, Tagalog, Vietnamese, Korean, Hindi, Urdu, and Punjabi, with additional languages potentially added.
The Labor Commissioner will post a template notice online by January 1, 2026. Employers may use this template to meet the requirements. Additionally, videos for employees and employers explaining the rights and obligations under the law will be available by July 1, 2026. While not mandatory, these videos may be used to complement the written notice.
SB 294 Requirement for Emergency Contact Notifications
SB 294 also includes a requirement for emergency contact notifications. Employees may designate an emergency contact to be notified if they are arrested or detained on the worksite or during work hours while performing job duties. Employers must offer employees the opportunity to designate a contact by March 30, 2026, for existing employees, and at the time of hiring for new employees after that date.
Employees may update this information at any time. Failure to comply with the emergency contact provisions carries penalties of up to $500 per day per employee, with a maximum of $10,000 per employee.
Can Employers Retaliate Against Employees for Exercising their Rights?
Employers cannot retaliate against employees for exercising their rights under SB 294 or for filing a complaint. The Labor Commissioner is responsible for enforcement, including investigation and the ability to issue citations or seek civil action. Penalties for noncompliance can reach $500 per employee for each violation, aside from the emergency contact-specific penalties.
What are the Next Steps Employers Should Take?
This means planning now to integrate the notice into your HR processes and onboarding systems. Because this is a new California-specific notice, it will be added to your HRIS onboarding workflow once the Labor Commissioner posts the template on January 1, 2026. Employers should prepare to deliver the notice to all current employees by February 1, 2026, track annual delivery, and retain records for three years.
California SB 294 Action Items for Employers
- Review California SB 294 to understand requirements: Legislative Information
- Plan to integrate the notice into your HRIS onboarding for new hires
- Prepare to deliver the notice to all current employees by February 1, 2026
- Ensure the notice is provided in the languages required and available
- Implement a process for employees to designate emergency contacts by March 30, 2026
What SB 294 Means for HR Leaders
SB 294 adds a new compliance responsibility for California employers. While the notice itself is straightforward, failing to provide it or follow the emergency contact provisions may result in penalties. By planning early and using the Labor Commissioner template when available, employers can easily meet the requirements and provide employees with important information about their workplace rights.
If you have any questions or need guidance on integrating this notice into your HR processes or onboarding workflow, please reach out to your HR consultant for support or email hr@hrdelivered.com
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