If your organization has employees in California, a new compliance requirement has taken effect that deserves immediate attention.
The Workplace Know Your Rights Act (SB 294), enacted on October 12, 2025, introduces a mandatory annual notice requirement for employers beginning in 2026. While it may sound straightforward, the execution—and compliance risk—are where many employers fall short.
What Is the “Know Your Rights” Notice?
Under this law, California employers must provide employees with a written notice outlining their workplace rights.
This is not a passive posting requirement—it is an active distribution obligation. Employers must ensure the notice is delivered in a way that employees are reasonably expected to receive it.
Key Employer Requirements
Beginning in 2026, employers must:
- Provide the notice to all current employees by February 1, 2026
- Distribute the notice annually thereafter
- Issue the notice to all new hires at the time of hire
- Send the notice annually to authorized representatives (if applicable)
Delivery Requirements: Where Employers Get Tripped Up
One of the most critical aspects of this law is how the notice is delivered.
Acceptable methods include:
- Text message
- Physical paper copy
Important: The method must be reasonably expected to be received.
What Does NOT Satisfy the Requirement?
The following actions alone do not meet compliance requirements:
- Posting on a bulletin board
- Uploading to an intranet or shared drive
- Including the notice only within an employee handbook
These methods may increase visibility, but they do not replace the requirement to directly distribute the notice to employees.
Employers may choose to use posting as a supplemental measure, but it is not sufficient on its own.
The “Standalone Notice” Requirement
The law requires a standalone written notice, which creates an additional compliance step for employers.
This means:
- A handbook alone does not satisfy the requirement
- The notice must be distributed separately, even if similar language exists elsewhere
- Employers should be able to demonstrate delivery and maintain records
This reflects a broader shift in employment law: compliance is no longer just about having policies—it’s about proving action was taken.
Why This Matters (Especially for Multi-State Employers)
This is exactly the type of requirement that gets missed—not because employers are negligent, but because:
- There is no centralized process for tracking required notices
- Compliance responsibilities are spread across teams
- Policies exist, but execution and documentation do not
For multi-state employers, these risks multiply quickly.
How CNY HR Now Supports Your Compliance Strategy
At CNY HR Now, I don’t just help you write policies—I help you operationalize compliance.
I work with growing and multi-state organizations to:
- Monitor regulatory changes across jurisdictions
- Build repeatable, scalable compliance processes
- Ensure required notices are distributed and documented properly
- Keep your organization audit-ready and protected
Need Help Staying Compliant?
If your organization doesn’t have a clear process for managing required notices like this, now is the time to put one in place. Contact me at colleen.williams@cnyhrnow.com today to ensure your HR practices are compliant, consistent, and defensible.
Source / Reference
For full details and access to the notice, visit the official California Department of Industrial Relations page: