The annual supplier update is a crucial process for maintaining compliance and ensuring smooth business operations. Many suppliers have questions about what it entails, why it matters, and how to complete it successfully. This FAQ guide will walk you through everything you need to know about the supplier update process, deadlines, consequences of non-compliance, and best practices.

1. What is the Annual Supplier Update?

The annual supplier update is a process that ensures suppliers maintain compliance with safety and regulatory requirements. This update allows clients to assess a supplier’s safety performance over the past year and determine whether they meet compliance standards for continued business.

This review includes analyzing a supplier’s safety history, identifying trends, and ensuring that required documents are up to date. For suppliers, this is an opportunity to showcase improvements in their safety performance, address any past incidents, and remain eligible for business opportunities.

The process also accounts for regional variations in safety regulations. For example, in the U.S., suppliers must comply with Occupational Safety and Health Administration (OSHA) regulations, while other regions have different governing bodies and standards.

By completing the annual update, suppliers ensure that they remain in good standing and continue to be a viable option for clients looking for compliant and reliable business partners.

2. What documents are required for the update?

The exact requirements vary by region and client, but suppliers are typically required to provide:

• Safety Performance Data: This includes historical safety statistics, details on workplace incidents, and improvements made over time.
• Regulatory Compliance Documents: In the U.S., this means OSHA logs, while other regions may require documentation from different regulatory bodies.
• Annual Client-Specific Forms: Some clients require additional forms during the annual update to collect specific data relevant to their business needs.

Additionally, suppliers may need to submit evidence of corrective actions taken in response to previous safety incidents, showing their commitment to continuous improvement.

The process involves compiling these documents, reviewing them for accuracy, and submitting them through the My Tasks dashboard before the deadline.

3. When is the deadline for the supplier update?

The supplier update process follows a consistent deadline each year:

March 31st is the final date by which suppliers must complete their updates.

This date remains unchanged annually, allowing suppliers to plan in advance. Companies are encouraged to start the process early to avoid last-minute issues, which could lead to non-compliance.

4. Why is it important to complete the annual update?

There are multiple reasons why completing the update is critical:

• Compliance & Business Continuity: Suppliers who fail to complete their updates risk becoming non-compliant, which can impact their ability to work with clients.
• Transparency & Trend Analysis: Clients analyze historical safety data to assess whether a supplier is improving over time. If a supplier had a safety incident in the past, completing the update allows them to demonstrate improvements and corrective actions taken.
• Client Confidence & Opportunities: A strong safety record and up-to-date documentation can enhance a supplier’s credibility, potentially opening doors to new contracts and partnerships.
• Avoiding Business Disruptions: Non-compliant suppliers may be removed from a client’s list of approved vendors, affecting their revenue and long-term business prospects.

For smaller suppliers, this update is particularly important, as a single safety incident can skew statistics. By providing full historical data, suppliers can demonstrate long-term improvements and avoid being unfairly penalized for an isolated event.

5. What happens if a supplier misses the deadline?

Missing the March 31st deadline results in the supplier being marked as non-compliant. This has several potential consequences:

• Loss of Business Opportunities: Clients may choose not to work with non-compliant suppliers.
• Temporary Suspension from Supplier Networks: Until the required documents are submitted and reviewed, the supplier will not be considered compliant.
• Financial Impact: Some suppliers rely on contracts that require compliance. If they are deemed non-compliant, they may lose revenue or be disqualified from bidding on projects.

To regain compliant status, suppliers must submit all required documentation and undergo a compliance review. However, even after completing the update, compliance is not guaranteed — suppliers must still meet safety and regulatory standards.

6. How does a supplier begin the update process?

The process is designed to be straightforward. Suppliers should follow these steps:

1. Log in to the Supplier Dashboard – Access the update task via the My Tasks section.
2. Review Required Documents – Gather all necessary compliance forms, safety data, and regulatory documents.
3. Complete the Update Form – Ensure all information is accurate and up to date.
4. Submit Before the Deadline – To avoid penalties, suppliers should complete the process well before March 31st.

Suppliers who have questions or face difficulties can reach out for assistance using the available support options.

7. What support is available for suppliers?

Several resources are available to help suppliers complete their updates:

• Live Support: Suppliers can call support teams for real-time assistance.
• Help Center & Training Guides: Quick start guides and training hubs provide step-by-step instructions.
• Email Support & Web Forms: Suppliers can submit inquiries for additional guidance.
• Client Outreach Campaigns: In some cases, clients request targeted outreach to help suppliers complete their updates.

Suppliers are encouraged to ask for help early if they encounter any issues, as support teams are available to ensure a smooth update process.

8. Can a supplier regain compliance after completing the update?

Completing the update is necessary but not sufficient for compliance. While submission of the required documents moves suppliers toward compliance, their final status depends on the content of their reports.

For example, if a supplier had a serious safety incident, such as a fatality or multiple workplace injuries, they may still be considered non-compliant even after submitting their documents. Each case is reviewed individually, and compliance is granted based on regulatory standards and client requirements.

However, a supplier cannot be compliant unless they complete the update — so it remains a crucial step in maintaining compliance eligibility.

9. What are the best practices for a successful update?

To ensure a smooth and successful update process, suppliers should:

• Start Early: Avoid last-minute delays by beginning the process well before the deadline.
• Ensure Accurate Reporting: Avoid common mistakes in safety data reporting, such as misrepresenting incidents or failing to include required details.
• Utilize Available Resources: Take advantage of training materials, quick-start guides, and live support.
• Ask for Help When Needed: If anything is unclear, reaching out for assistance can prevent compliance issues.

A common challenge suppliers face is accurately reporting safety data. To avoid underreporting or overreporting incidents, suppliers should review official guidelines, such as OSHA’s requirements for recording workplace injuries.

10. Where can suppliers find additional resources?

To make the process easier, suppliers can access a variety of resources, including:

• Annual Update Video
• Supplier Annual Update Article
• Supplier Annual Update eLearning Module

For convenience, official compliance guides, training webinars and help center articles, and step-by-step instructions will be included within the update dashboard. Suppliers should refer to these materials to ensure they submit the correct information in the correct format.

Final Thoughts

The annual supplier update is an essential part of maintaining compliance and securing future business opportunities. By completing the update accurately and on time, suppliers can avoid disruptions and position themselves as reliable business partners.

If you have any questions or need assistance, don’t hesitate to use the available support channels. Start early, stay informed, and submit on time to ensure compliance and business continuity.