To comply in New York, adopt a workplace violence policy, provide paid family leave up to 12 weeks, and offer private lactation rooms with clear policies.
Follow building safety rules like façade inspections and energy benchmarking.
Form your business by filing with the state and securing local permits.
If you’re in cannabis, use approved tracking software, install robust security, and make certain lab testing meets state standards.
Stick with these essentials, and you’ll navigate New York’s complex requirements confidently and smoothly.
Key Takeaways
- Implement workplace violence prevention policies and training by 2025 if you employ 10+ retail workers.
- Provide up to 12 weeks paid family leave and lactation accommodations with private rooms and paid breaks.
- Conduct façade inspections every five years and meet building safety standards including gas detector installation by May 2025.
- File business formation documents, appoint a registered agent, publish notices, and obtain local permits as required.
- For cannabis operations, maintain inventory tracking, 24/7 surveillance, security backups, accredited lab testing, and regulatory compliance.
Workplace Violence Prevention Requirements
While guaranteeing a safe work environment can be challenging, New York’s workplace violence prevention requirements provide clear guidelines to help retail employers protect their employees.
New York’s guidelines make it easier for retail employers to create safer workplaces for their teams.
If you have 10 or more retail employees at a location, you must adopt a written workplace violence prevention policy by June 2, 2025. This policy, available in English and the employee’s primary language, must cover risk factors, prevention methods, laws, and anti-retaliation statements. The policy should also be distributed annually and can be included in employee handbooks or provided separately if the handbook is not updated yearly to ensure ongoing awareness of the policy requirements. Regular maintenance and care of safety equipment is also essential to ensure functionality during emergencies.
You’ll need to provide interactive training when employees are hired, with recurring sessions based on your staff size.
If you employ 500 or more retail workers statewide, you must install a silent response button system by January 1, 2027.
Stay proactive by maintaining records, tailoring policies, and monitoring employee counts to ensure ongoing compliance.
Paid Family Leave Compliance Steps
Because complying with New York’s Paid Family Leave (PFL) law is essential for protecting your employees’ rights, you need to understand the eligibility criteria, covered reasons for leave, benefit calculations, and your responsibilities as an employer.
Verify employees working 20+ hours complete 26 weeks, and part-timers meet 175 days for eligibility. All businesses in New York must comply with NY PFL. Cover bonding, caregiving, and military exigency leaves up to 12 weeks annually. Locking luggage with a TSA-approved lock ensures security during travel to and from New York.
Calculate benefits at 67% of the employee’s average weekly wage, capped at $1,177.32 in 2025. Deduct contributions at 0.388% per pay period, maxing out at $354.53 yearly.
Maintain health coverage during leave, provide job protection, and avoid retaliation. Employers must provide a Statement of Rights when employees take PFL or related leave. Require employees to notify supervisors 30 days ahead when possible.
Use the 2025 payroll deduction calculator and file claims promptly to stay compliant.
Lactation and Prenatal Benefit Obligations
How can you guarantee your workplace supports lactating and prenatal employees effectively? Start by providing a private, sanitary lactation room, never a restroom. Ensuring proper ventilation and airflow in these rooms helps maintain comfort and hygiene for users.
This room should be equipped with a chair, surface for pumps, and an electrical outlet if possible. Ensure it’s near running water and a refrigerator for milk storage.
You must have a clear, written lactation accommodation policy that details how employees can request the room. Responses should be given within five business days. The policy must be posted conspicuously in areas accessible to employees and, if available, on the employer’s intranet for electronic accessibility.
Maintain a clear lactation policy with request procedures and ensure responses within five business days.
Post this policy prominently and share it with all new hires. Offer up to 30 minutes of paid break time for expressing milk, available for up to three years postpartum.
If providing a lactation room poses hardship, engage in cooperative dialogue to find alternatives. Meeting these obligations not only complies with New York law but fosters a supportive workplace culture.
Building and Housing Safety Standards
Supporting your employees’ health and well-being extends beyond prenatal and lactation accommodations to guaranteeing the physical safety and compliance of your building.
If your building is taller than six stories, you must conduct façade inspections every five years under the Façade Inspection and Safety Program. These inspections must be performed by a Qualified Exterior Wall Inspector. You must also post a DOB “Wall Certificate” with the building’s condition. Carrying multiple laptops or electronic devices in the building should follow safety and battery guidelines similar to TSA regulations to prevent fire hazards.
Buildings over 25,000 square feet require annual energy benchmarking and must display energy efficiency ratings.
Fire safety is vital: install natural gas detectors by May 2025 and ensure all apartment doors self-close.
Lead paint hazards need inspection by August 2025, and cooling towers require annual certification.
New fossil fuel bans apply starting December 31, 2025, affecting equipment installation.
Parking garages also need triennial inspections, with condition assessments filed by a licensed Professional Engineer to ensure safety and compliance.
Staying compliant protects your workplace and avoids costly penalties.
Business Formation and Licensing Procedures
Wondering what steps you need to take to legally form your business in New York? Start by filing your Articles of Organization with the Department of State for a $200 fee, either online or by mail.
Kick off your New York business by filing Articles of Organization with the Department of State for $200.
You’ll need a registered agent with a physical New York address and must draft an Operating Agreement within 90 days, though you don’t submit it to the state.
Next, publish a notice of formation weekly for six weeks in two newspapers chosen by the county clerk. Then file a Certificate of Publication within 120 days. This step is crucial to fulfill the publication requirement mandated by New York law.
While no general state business license exists, local permits might be necessary based on your industry and location. It is important to handle permits carefully to avoid fines and delays.
Don’t forget to register for payroll taxes if you hire employees and keep up with biennial filings and fees to stay compliant.
Cannabis Industry Operational Compliance
Setting up robust surveillance and access controls is crucial for securely monitoring every stage of your cannabis operations. It’s all about keeping things tight and secure, right? Many businesses enhance security by using secure closures such as locking zippers and magnetic snaps to protect their assets.
And let’s not forget about precise inventory tracking. This isn’t just a box to check; it’s essential for maintaining compliance and ensuring full accountability from seed to sale. New York requires the use of inventory tracking software integrated with the state’s BioTrack system by January 17, 2025, to streamline regulatory oversight.
Oh, and speaking of safety, meeting those strict laboratory testing standards is a must. You want to make sure your products are safe and up to quality requirements before they reach consumers.
It’s all part of running a responsible operation in this industry!
Surveillance and Access Controls
Although securing cannabis products requires a multifaceted approach, robust surveillance and access controls form the backbone of compliance in New York’s cannabis industry.
You’ll need 24/7 HD video coverage of all product areas, entry points, and parking lots, with recordings retained for at least 60 days.
Motion-activated cameras fill gaps during non-operational hours.
Your commercial-grade security system must include perimeter alarms linked to monitoring stations and internal designees, ensuring rapid intrusion alerts. Incorporating hard-shell cases can protect sensitive equipment used in security operations from damage.
Backup power keeps alarms and cameras running for eight hours during outages.
Access controls restrict entry to authorized personnel only, verified through background checks and training certifications.
You’ll document every authorized entry and maintain compliance records regularly, coordinating with OCM for system approvals and emergency response plans. Recent regulatory updates also emphasize the integration of seed-to-sale tracking systems with security infrastructure to enhance operational oversight.
This all-encompassing surveillance and access setup safeguards your operation effectively.
Inventory Tracking Requirements
Securing your cannabis operation goes beyond surveillance and access control. It also means maintaining meticulous inventory tracking. You must use an electronic system compatible with OCM’s BioTrack by January 2025. Additionally, ensure your devices are charged and ready for inspection to facilitate smooth compliance checks with security screening procedures.
This ensures all inventory movements are logged in real time. Every plant and product requires a unique tag, and you need to record details like type, quantity, and activity immediately. It is critical to notify OCM of your tracking system and ensure its synchronization with regulatory updates to maintain compliance.
Monthly and annual audits are mandatory, with discrepancies reported within 24 hours. Keep all records for at least five years, ready for OCM review anytime.
- Use an electronic system transmitting real-time data to BioTrack
- Tag every plant and product uniquely for traceability
- Track all inventory, including defective or expired items
- Conduct monthly and annual inventory audits with documented findings
- Retain detailed records for five years, aligning data with physical inventory
Laboratory Testing Standards
Three key elements define laboratory testing standards in New York’s cannabis industry: accreditation, mandatory testing parameters, and rigorous quality assurance.
You’ll need to work with ISO 17025-accredited labs holding permits from the Office of Cannabis Management (OCM), ensuring independent, conflict-free testing. The regulations also mandate the use of third-party sampling firms for sample selection to maintain impartiality.
These labs test for THC/CBD potency, microbials, mycotoxins, heavy metals, pesticides, residual solvents, and terpene profiles when relevant. Proper quality control methods are essential to prevent contamination and ensure accurate results.
They also check moisture and foreign materials to guarantee product purity and shelf stability.
You must contract only licensed independent labs, share Certificates of Analysis (COAs) with distributors and retailers, and keep them publicly accessible.
Retailers must verify COA authenticity to avoid penalties.
The OCM can enforce retesting, recalls, or quarantines based on results.
This framework, combined with GMP compliance, safeguards product safety and consumer trust throughout New York’s cannabis market.
Frequently Asked Questions
How Do I Apply for Unemployment Benefits in New York?
You can apply for unemployment benefits in New York online from 7:30 a.m. to 7:30 p.m. via the NYS Department of Labor website.
First, create a NY.gov ID account, then file your claim.
Alternatively, call 1-888-209-8124 Monday through Friday, 8 a.m. to 5 p.m.
Make sure you have your Social Security number, ID, employment details, and employer info ready to complete the application smoothly.
What Are the State Tax Filing Deadlines for Small Businesses?
You need to file your small business taxes based on your entity type.
Partnerships, LLCs, and S corporations must file by March 17, 2025, for the 2024 tax year.
C corporations usually file by April 15, 2025, but deadlines can vary with your fiscal year.
Estimated tax payments are quarterly, due April 15, June 16, September 15, 2025, and January 15, 2026.
Don’t forget, extensions can push deadlines by six months.
Are There Specific Minimum Wage Rates by County in New York?
Yes, New York has specific minimum wage rates by county.
If you’re in New York City, Nassau, Suffolk, or Westchester counties, you’ll earn $16.50 per hour starting in 2025.
Elsewhere in the state, it’s $15.50 per hour.
These rates reflect local costs of living and increase annually with inflation.
How Can I Register a Trademark in New York?
You can register a trademark in New York by filing a completed Application to Register a Trademark with the Department of State.
Make sure your application is in English and includes three specimens showing actual use of the mark, along with a $50 fee per classification.
Provide detailed descriptions, ownership statements, and sign under oath.
Mail everything to the Albany office.
Keep in mind, your mark will be examined, and you may need to respond to any issues before approval.
What Are the Requirements for Commercial Vehicle Permits in New York?
You might think getting commercial vehicle permits in New York is complicated, but it’s straightforward if you follow the rules.
You’ll need valid permits for oversize or overweight vehicles, costing $35 per trip, requested at least 48 hours ahead.
Make sure your vehicle meets size and weight limits, or get special hauling permits.
Don’t forget to display your business name and registration info clearly on your truck to stay compliant and avoid delays.
Stay Compliant, Stay Confident: Your Checklist for New York
Charting New York’s regulations might seem overwhelming, but you’re making smart moves by staying informed.
Did you know that over 75% of businesses that follow workplace violence prevention rules report safer, more productive environments?
By understanding your obligations from family leave to cannabis compliance, you’re not just meeting requirements.
You’re building a stronger, more resilient business.
Keep this checklist handy, and you’ll confidently tackle New York’s standards while protecting your team and your success.