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California employers face an important compliance deadline on March 30, 2026 under the Workplace Know Your Rights Act (SB 294). Before that date, employers must take concrete steps to allow employees to designate or update an emergency contact and to indicate whether that contact should be notified if the employee is arrested or detained. SB 294 places new obligations on employers that go beyond traditional workplace notices.

1. What Employers Must Do By March 30, 2026

By the March 30 deadline, California employers must ensure that all current employees have the opportunity to:

• Designate or update an emergency contact, and

• Indicate whether that contact should be notified if the employee is arrested or detained on the worksite or, in certain off site circumstances, during work hours or the performance of job duties.

For new hires after March 30, 2026, employers must offer the same opportunity at the time of hiring.

If an employee chooses to designate such a contact, employers are legally obligated to notify that contact if the employer has actual knowledge of the arrest or detention.

2. How This Requirement Differs From Typical Emergency Contact Policies

Unlike standard emergency contact information collected for medical or safety purposes, SB 294’s requirement:

• specifically ties the contact designation to arrest or detention scenarios, and

• requires employees to opt in to notification in those situations.

Existing forms that do not include explicit language about notification in arrest or detention scenarios will not satisfy the legal requirement. Employers should update or replace old forms accordingly.

3. Penalties For Non Compliance

Failure to comply with SB 294’s emergency contact requirement can result in civil penalties imposed by the California Labor Commissioner or through civil action, including:

• up to $500 per employee per day that the violation continues after March 30, 2026, and

• up to $10,000 per employee maximum for emergency contact violations.

4. Recommended Employer Action Plan

To meet the March 30 deadline and demonstrate good faith compliance, California employers should:

a. Revise Emergency Contact Forms

Update or create a form that lets employees designate a contact and specify whether they authorize notification in arrest/detention scenarios.

b. Integrate Into HR Processes

Incorporate the updated form into onboarding, annual updates, and any time employees request a change.

c. Train HR And Management

Ensure HR and supervisors understand when notification obligations arise and how to handle requests.

d. Maintain Records

Retain copies of the completed forms in personnel files as proof of compliance.

5. Conclusion

The March 30, 2026 emergency contact designation deadline under SB 294 is a distinct and non negotiable compliance obligation for all California employers. Updating forms, processes, and HR workflows now will help protect employers from potential penalties and demonstrate a commitment to lawful workplace practices.

An updated emergency contact form is included in the new 2026 Book of Human Resources Forms by Sheppard Attorney Richard Simmons. It is now available from Castle Publications, LLC.

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About The Author

Carina Novell is an attorney in Sheppard’s Labor and Employment Practice Group in the firm’s San Diego (Downtown) office. Ms. Novell helps companies navigate complex California employment laws and defends both single-plaintiff and complex class action lawsuits. Carina focuses her practice on labor and employment law matters, as well as advising and representing management clients. Carina handles various types of employment litigation, including wage and hour class actions, discrimination, wrongful termination, retaliation, and harassment lawsuits.

Carina is a contributor to the California Labor and Employment ALERT.

Ms. Novell received her law degree from the University of California, Davis and her undergraduate degrees from Saint Mary's College of California, summa cum laude.