“Know Your Rights” Act Notice Requirement”
California Employers Must Comply by February 1, 2026, to avoid penalties.
California employers face yet another important Notice Requirement that must be implemented by February 1, 2026, to avoid penalties.
SB 294, the Workplace “Know Your Rights” Act, requires employers to distribute a new annual notice to employees covering several topics, including workers’ compensation, immigration protections, the right to engage in concerted activity, and constitutional rights when interacting with law enforcement. Employers who fail to comply could face penalties up to $500 per employee per day, or $10,000 per employee. With enforcement risks this high, early preparation is essential.
While the law is designed to inform employees, it also presents new compliance challenges for employers navigating California’s evolving regulatory landscape.
Below, we break down what SB 294 requires, who must comply, and the practical steps employers should take now to reduce risk and stay ahead of enforcement.
Workplace Know Your Rights Act (SB 294) Official Notice Requirements
The California Labor Commissioner has published the official “California Workplace – Know Your Rights” notice required under the Workplace Know Your Rights Act (SB 294). The notice, available in both English and Spanish details new compliance obligations for California employers, with enforcement deadlines approaching quickly.
The first mandatory distribution date is February 1, 2026. Below are five key things every California employer should understand now.
1. Distribution Rules Are Specific
Beginning February 1, 2026, employers must distribute the notice:
- To all current California employees by February 1, 2026
- To new hires at the time of hire
- To union representatives, where applicable
Employers may use their normal method of workplace communication including personal delivery, email, or text message, provided the notice can reasonably be expected to be received within one business day.
2. Recordkeeping Is Mandatory: Retain Proof for Three Years
Employers must maintain proof of delivery for at least three years. Acceptable documentation may include:
- Signed acknowledgment forms
- Digital read receipts or confirmation emails
- HR or payroll system delivery logs
If the Labor Commissioner or another enforcement agency requests verification, strong documentation will be critical. This is an ideal time for HR teams to audit recordkeeping practices and ensure all required notices and postings are centralized and accessible.
3. New Educational Videos and Employer Resources Are Coming
By July 1, 2026, the Labor Commissioner’s Office will release two educational videos:
- A video for employees explaining their workplace rights
- A video for employers addressing compliance obligations and constitutional protections
Employers should plan to incorporate these videos into onboarding, annual training, or company-wide compliance refreshers as part of a good-faith compliance strategy.
4. Emergency Contact Requirements Have a Separate Deadline
SB 294 also imposes new emergency contact obligations effective March 30, 2026.
By that date, employers must allow employees to:
- Designate or update an emergency contact; and
- Indicate whether that contact should be notified if the employee is arrested or detained
If an employee makes such a request, the employer must notify the designated contact when the employee is arrested or detained:
- At the workplace; or
- During work hours or job duties (including off-site), if the employer has actual knowledge
This requirement will necessitate updates to onboarding documents, HR procedures, and manager training.
5. Penalties Are Significant and Add to Existing Exposure
Failure to comply with SB 294 may result in civil penalties of:
- Up to $500 per employee per day for emergency contact violations
- Up to $500 per employee per violation for notice-related failures
These penalties may be imposed in addition to other statutory and litigation exposure.
Bottom Line for Employers
Employers should begin preparing now by:
- Auditing communication systems to ensure reliable, trackable notice distribution
- Updating onboarding materials and new hire packets
- Implementing emergency contact procedures ahead of March 30, 2026
- Training HR teams and managers on these new obligations
- Calendaring February 1, 2026, as a firm compliance deadline
California continues to raise the bar on employer documentation and transparency. Given the significant penalties associated with noncompliance, employers are encouraged to seek guidance now. Please contact Thakur Law Firm at [email protected] with any questions regarding SB 294 or for assistance implementing compliant policies and procedures.