When a contractor's EMR letter or OSHA Form 300A lands on their Documents tab, it's read automatically, the same way a certificate is on the Insurance tab. It doesn't matter who uploaded it: you, a teammate, or the contractor through their upload link.
While it's being read, the document's card says Reading document..., and the page updates by itself when the read is done. Two things then show what it says:
- The Safety Record & Firm Thresholds table at the top of the tab: the contractor's EMR, TRIR and DART, your maximum for each, the document each figure came from, and a status: Within limit, Over limit, or On File where you haven't set a maximum.
- The document's own card under Safety, with the figures in one line. Click the card to see everything that was read.
A document is read once it's tagged as one of the two: chosen as the required document when it's uploaded, picked in Classify, or accepted from the suggestion on its card when the upload is recognized as one.
What's read
| Document | What's read |
|---|---|
| EMR letter | The experience modification rate, the date it took effect, the rating bureau (NCCI or a state bureau) and the business it was issued to. |
| OSHA 300A | The year it covers, the establishment name, total hours worked, average number of employees, and the four case totals: deaths (G), days-away cases (H), job transfer or restriction cases (I) and other recordable cases (J). |
TRIR and DART are worked out, not read
The rates come from the 300A's own numbers, using OSHA's formula:
- TRIR = (G + H + I + J) × 200,000 ÷ hours worked
- DART = (H + I) × 200,000 ÷ hours worked
If the hours or any of the four case totals couldn't be read, no rate is shown, rather than one worked out from part of the form.
Read, not verified
The figures are what the document says. TrackMyVendor doesn't check an EMR with NCCI or a state rating bureau, or a 300A with OSHA. Treat the table as a summary of the paperwork, and open the document if something looks off.
Flags
These are flagged, either as a row's status or in a note under the table:
- An EMR or TRIR above the maximum you set in Settings → Compliance → Safety thresholds.
- A document issued to a different business name than the contractor's, or the name on their W-9. A parent company or a trade name can explain it.
- An EMR letter past its date, or a 300A for an old year.
- A 300A whose average number of employees is far from the number the contractor gave when they said a document doesn't apply.
- A document that couldn't be read clearly. Its figures aren't shown, so open it and enter them yourself.
Note
Correcting a figure
Click the document's card, open Correct the figures, change what's wrong and Save. Anything you type is kept: the read button (the sparkle icon on the card) reads the document again but refreshes only what you haven't corrected. Clear a box to go back to what was read.
When they expire
An EMR letter is current for a year from the date it took effect. A 300A is the newest one until February 1 two years after the year it covers, when the following year's summary has to be posted (a 2025 summary is current until February 1, 2027). Both use the expiration date on the document. If it was saved without one, the date is filled in from what was read, and the usual expiry alerts follow.