Blog Post

If you're a small business owner scrambling to meet OSHA's annual reporting deadline, you've probably realized something frustrating: the workers compensation claims sitting in your filing cabinet don't directly translate to OSHA Form 300.

You have the workers comp paperwork. OSHA needs Form 300. Same injuries, different formats. And the deadline is approaching.

This guide shows you exactly how to bridge that gap—field by field, step by step.

Why Workers Comp and OSHA Form 300 Are Different

Workers compensation and OSHA recordkeeping serve completely different purposes, even though they both deal with workplace injuries.

Workers Compensation:

- Purpose: Provide medical benefits and wage replacement to injured employees

- Trigger: Any injury or illness arising from employment (even minor)

- Audience: Insurance company, state regulatory agency

- Focus: Medical treatment costs, lost wages, disability ratings

OSHA Form 300 (Log of Work-Related Injuries and Illnesses):

- Purpose: Track workplace safety trends and identify hazards

- Trigger: Only recordable injuries (specific OSHA criteria)

- Audience: OSHA, employees (posted annually)

- Focus: Injury classification, days away from work, job restrictions

The fundamental disconnect: not every workers comp claim is OSHA recordable. A minor cut treated with bandages generates a workers comp claim but isn't OSHA recordable. Meanwhile, OSHA requires specific data points (like "days of restricted work") that workers comp claims often don't capture.

For small businesses—especially those without dedicated HR or safety staff—this creates a real problem. You have one set of records (workers comp) and need to produce another (Form 300), with gaps in both directions.

Understanding OSHA Recordability

Before you start converting claims, you need to filter them. OSHA Form 300 only includes recordable cases.

An injury or illness is OSHA recordable if it is:

1. Work-related (occurred in the work environment)

2. A new case (not a continuation of previous injury)

3. Meets one or more of these criteria:

- Death

- Days away from work

- Restricted work or job transfer

- Medical treatment beyond first aid

- Loss of consciousness

- Significant injury diagnosed by healthcare professional (e.g., fracture, torn ligament)

First Aid Only (NOT recordable):

- Cleaning, flushing, or soaking wounds

- Wound coverings (bandages, gauze, steri-strips)

- Hot or cold therapy (ice packs, heating pads)

- Non-prescription medications at non-prescription strength

- Tetanus immunizations

- Massages, finger guards, temporary immobilization devices

So before you convert a workers comp claim to Form 300, ask: Is this actually OSHA recordable?

A delivery driver who slips on ice, visits urgent care, gets an ice pack and ibuprofen, and returns to work the same day? Workers comp claim: yes. OSHA recordable: no (first aid only).

A warehouse worker who lifts a box, feels back pain, sees a doctor who prescribes prescription muscle relaxers, and misses three days of work? Workers comp claim: yes. OSHA recordable: yes (prescription medication + days away).

Field Mapping: Workers Comp to Form 300

Here's the detailed mapping between workers compensation claim forms and OSHA Form 300 columns:

| OSHA Form 300 Column | Workers Comp Equivalent | Notes |

|----------------------|-------------------------|-------|

| Case Number | N/A | You assign sequential numbers (001, 002, etc.) |

| Employee Name | Claimant Name | Usually identical |

| Job Title | Occupation / Job Classification | May need to translate (e.g., "Driver" → "Delivery Driver") |

| Date of Injury | Date of Injury / Accident Date | Usually identical |

| Where Event Occurred | Location / Accident Location | OSHA wants brief description (e.g., "Loading dock") |

| Describe Injury/Illness | Description of Injury / Nature of Injury | Workers comp often more detailed; OSHA needs concise summary |

| Classify Injury | Nature of Injury Code | Workers comp uses codes; OSHA uses checkboxes (injury, skin disorder, respiratory, etc.) |

| Body Part Affected | Body Part Code | Workers comp uses numeric codes; OSHA uses descriptive text |

| Death | Fatal / Deceased Indicator | Checkbox on Form 300 |

| Days Away from Work* | *Often missing | Workers comp tracks disability start/end dates, but may not count calendar days away |

| Days on Job Transfer/Restriction* | *Often missing | Workers comp rarely captures restricted duty vs. full time off |

| Remained at Work | Return to Work Date (same day) | If return date = injury date, check this box |

| Privacy Case | N/A | OSHA privacy rules for certain injuries (don't list name if privacy case) |

Key insight:* The two biggest gaps are **days away from work** and *days of job restriction. Workers comp focuses on wage replacement periods, which don't align perfectly with OSHA's calendar day counts.

Step-by-Step Conversion Process

Here's how to systematically convert workers comp claims to OSHA Form 300 entries.

Step 1: Gather All Workers Comp Claims

Collect all workers compensation claims filed during the calendar year (January 1–December 31). Include:

- First reports of injury

- Claim approval/denial letters

- Medical records (if available)

- Return-to-work documentation

Step 2: Filter for Recordability

For each claim, determine if it meets OSHA recordability criteria (see "Understanding OSHA Recordability" above).

Quick decision tree:

- Death? → Recordable

- Days away from work? → Recordable

- Prescription medication? → Recordable

- Physical therapy prescribed? → Recordable

- Casting, stitches, or surgery? → Recordable

- Only first aid (bandage, ice, OTC meds)? → NOT recordable

When in doubt, classify as recordable (conservative approach reduces compliance risk).

Set aside non-recordable cases. They don't go on Form 300.

Step 3: Extract Core Fields

For each recordable case, extract these fields from the workers comp claim:

1. Employee name (from claimant field)

2. Job title (from occupation field)

3. Date of injury (from accident date field)

4. Location (from accident location—condense to brief phrase if detailed)

5. Description (from injury description—summarize if wordy)

6. Injury type (translate workers comp codes to OSHA categories)

7. Body part (translate workers comp codes to plain language)

Step 4: Identify Missing Data

Now the hard part: workers comp claims usually don't include:

- Days away from work (calendar days, not just disability period)

- Days of restricted work (light duty vs. full time off)

- Job transfer information (moved to different role due to restrictions)

You'll need to fill these gaps by:

- Reviewing payroll records (when did employee return to full duty?)

- Checking supervisor notes or emails

- Contacting employee or manager if recent

- Reviewing accommodation documentation (light duty assignments)

Example:

- Workers comp claim shows: "Injury 1/15/2024, temporary total disability 1/16–1/22"

- Payroll records show: "Employee returned to light duty 1/23, full duty 2/5"

- OSHA Form 300 entry:

- Days away from work: 7 (1/16–1/22)

- Days of job restriction: 13 (1/23–2/4)

Step 5: Assign Case Numbers and Complete Form 300

Assign sequential case numbers to recordable cases (001, 002, 003...).

Enter each case on OSHA Form 300, filling in all columns. Use the field mapping table above as your guide.

Important:* Count only *calendar days away or restricted, not just scheduled workdays. Weekends and holidays count.

Example Conversion: Workers Comp Claim to Form 300

Workers Compensation Claim (Abbreviated):

```

Claim Number: WC-2024-00789

Claimant: Maria Rodriguez

Occupation: Warehouse Associate

Date of Injury: March 12, 2024

Location: Warehouse, aisle 7

Description: Employee was stacking boxes when one fell and struck her left hand.

Immediate swelling and pain. Transported to urgent care.

Diagnosis: Fractured metacarpal bone (left hand)

Treatment: Casting, pain medication (prescription ibuprofen)

Temporary Total Disability: 3/13/2024 - 3/19/2024 (7 days)

Return to Work: 3/20/2024 (light duty - no lifting over 5 lbs)

Full Duty: 4/8/2024

```

Additional Research (from payroll/supervisor notes):

- Light duty period: 3/20–4/7 (19 calendar days)

- Full duty resumed: 4/8/2024

OSHA Form 300 Entry:

| Column | Value |

|--------|-------|

| Case Number | 003 |

| Employee Name | Maria Rodriguez |

| Job Title | Warehouse Associate |

| Date of Injury | 03/12/2024 |

| Where Event Occurred | Warehouse aisle 7 |

| Describe Injury | Box fell and struck left hand, fractured metacarpal |

| Classify | ☑ Injury |

| Body Part | Left hand |

| Death | ☐ |

| Days Away from Work | 7 |

| Days on Job Transfer/Restriction | 19 |

| Remained at Work | ☐ |

Key Conversions:

- Workers comp "temporary total disability" → OSHA "days away from work"

- Workers comp "light duty period" → OSHA "days on job transfer/restriction"

- Workers comp diagnostic codes → OSHA injury classification checkbox

- Calendar days counted (includes weekends between 3/13–3/19 and 3/20–4/7)

Common Pitfalls When Converting Workers Comp to Form 300

Pitfall #1: Assuming All Workers Comp Claims Are OSHA Recordable

The mistake: Every injury that generated a workers comp claim goes on Form 300.

Why it's wrong: Workers compensation covers any work-related injury, no matter how minor. OSHA only requires recording injuries that meet specific severity criteria (days away, medical treatment beyond first aid, etc.).

Example: An employee cuts their finger on a box cutter, receives a bandage from the first aid kit, and files a workers comp claim to document the incident. This is a workers comp claim but NOT OSHA recordable (first aid only).

The fix: Filter workers comp claims using OSHA recordability criteria BEFORE converting to Form 300. When in doubt, consult OSHA's recordkeeping handbook or classify as recordable (conservative approach).

Pitfall #2: Missing the Recordability Determination

The mistake: Focusing on the conversion process without first determining if the case is recordable.

Why it's wrong: You can perfectly convert a workers comp claim to Form 300 format, but if the injury wasn't OSHA recordable in the first place, you've wasted effort and potentially inflated your incident rate.

Example: A driver sprains their ankle stepping off the truck, goes to urgent care, receives an elastic bandage wrap and OTC pain reliever, returns to work the next day with no restrictions. Workers comp claim filed. But this is first aid only—not OSHA recordable.

The fix: Make recordability determination the FIRST step, not an afterthought. Document your reasoning for each decision. Keep a separate list of non-recordable workers comp claims with brief notes on why they didn't make Form 300.

Pitfall #3: Using Disability Period as "Days Away from Work"

The mistake: Copying the workers comp "temporary total disability" period directly to OSHA "days away from work" without verifying.

Why it's wrong: Workers comp disability periods are based on medical provider certification for wage replacement. OSHA days away are based on actual calendar days the employee couldn't perform regular job duties. These can differ.

Example: Workers comp claim shows "TTD 2/1–2/7" (temporary total disability). But the employee actually returned to light duty on 2/6, meaning only 5 days away from work (2/1–2/5), then restricted duty starting 2/6.

The fix: Cross-reference workers comp disability dates with:

- Payroll records (when did wages resume?)

- Supervisor notes (when did employee physically return?)

- Return-to-work documentation (what restrictions applied?)

- Time-off requests or accommodation paperwork

Count actual calendar days away, not just workers comp claim periods.

Pitfall #4: Losing Restricted Duty Data

The mistake: Recording days away from work but missing days of restricted work or job transfer.

Why it's wrong: OSHA Form 300 has separate columns for days away vs. days restricted. An employee might be away 3 days then on light duty for 14 days. Both numbers matter for OSHA's DART rate (Days Away, Restricted, or Transferred).

Example: Workers comp claim shows employee returned to work after injury but doesn't specify restrictions. You record 0 days away (employee came back) and 0 days restricted (not documented). In reality, employee spent 2 weeks on light duty (no lifting over 10 lbs), which should be recorded.

The fix: Actively investigate restricted duty periods:

- Review accommodation requests

- Check supervisor emails about job modifications

- Look for "light duty" or "modified work" notes in workers comp files

- Ask managers if employee returned with limitations

If the employee returned to work but couldn't perform all regular duties, those are restricted days.

Pitfall #5: Incomplete or Vague Injury Descriptions

The mistake: Copying lengthy workers comp injury narratives directly to Form 300, or using vague summaries like "hand injury."

Why it's wrong: OSHA Form 300 needs concise but specific descriptions. Too much detail clutters the form. Too little detail makes it hard to identify patterns or hazards.

Example (too detailed): "Employee was moving boxes from the loading dock to storage aisle 7 when a stack of three boxes, approximately 30 lbs each, became unstable due to improper stacking by previous shift worker, causing the top box to fall and strike employee's left hand, resulting in immediate pain and swelling."

Example (too vague): "Hand injury."

Example (just right): "Box fell and struck left hand, fractured metacarpal."

The fix:* Use this format: *[What happened] + [Result/Diagnosis]. Keep it to one sentence. Focus on the injury mechanism and outcome, not the backstory.

Pitfall #6: Forgetting Privacy Cases

The mistake: Listing employee names for all injuries, including those that qualify as privacy cases under OSHA rules.

Why it's wrong: OSHA requires you to withhold employee names for certain injuries (e.g., sexual assault, mental illness, HIV, tuberculosis, needlestick injuries, injuries to intimate body parts). Instead, you write "Privacy Case" in the name field.

Example: An employee suffers a needlestick injury (OSHA recordable). You list their full name on Form 300. This violates OSHA privacy requirements.

The fix: Review OSHA privacy case criteria (29 CFR 1904.29). For applicable cases, write "Privacy Case" instead of the employee's name. Maintain a separate confidential list linking case numbers to names.

If You Want Help With the Messy Parts

Converting workers compensation claims to OSHA Form 300 manually is time-consuming and error-prone. You're cross-referencing multiple documents, filling data gaps, making recordability determinations, and counting calendar days—all while juggling your actual business.

This is the workflow we’re building for small operators:

- Structured extraction: Pull key fields out of workers comp docs and incident notes

- Decision-tree guidance: Help apply OSHA recordkeeping logic consistently (29 CFR 1904), with review prompts

- Gap identification: Flag missing data (days away, restricted work) so you know what to confirm

- Draft outputs: Generate draft forms/files you can review and correct before using anything

Instead of spending hours manually converting claims, the goal is: upload your workers comp files, confirm the extracted data, and keep an auditable trail of what you reviewed and why.

Want an easier workflow for messy records? We’re building an OSHA recordkeeping helper for small businesses. Join the waitlist at SmallBizAutomations.com or email [email protected]. Not legal advice.