A WSIB clearance check is how you, as the business hiring a contractor, confirm that the contractor is registered with WSIB and that its account is in good standing. You can do it yourself, for free, through WSIB's online clearance services, and it only takes a few minutes. Because a clearance is valid for up to 90 days, the check is something you repeat throughout an engagement, not just at onboarding.
Why the check matters
WSIB calls the hiring business the principal. By issuing a clearance, WSIB waives its right to hold the principal liable for the contractor's unpaid premiums and other amounts owed for the validity period. Without a clearance, WSIB policy says the principal may be liable for those amounts, up to the value of the labour portion of the contract.
In construction the stakes are higher. A clearance must be in place before any construction work begins and for the duration of the work. If construction work goes ahead without a valid clearance, WSIB says both the contractor and the business that hired them are committing an offence, regardless of the hiring business's industry, and the maximum fine for a conviction under the Workplace Safety and Insurance Act is $100,000. For the basics, see what a WSIB clearance certificate is.
How to run a WSIB clearance check online
WSIB's clearance tool lets you find a contractor and get its clearance. A PDF from the contractor is a good start, but checking at the source confirms it is current.
- Open WSIB's quick access clearances service. No login is needed.
- Search for the contractor. You can search by WSIB account number, by clearance or certificate number, or with an advanced search by business name, telephone number, CRA business number, address, city or postal code. WSIB suggests business name for best results.
- Confirm the result is the same legal entity you contracted with.
- Retrieve the current clearance certificate and save a copy.
- Record the date you checked and the expiry date on the certificate.
If you hire many contractors, a WSIB online services account lets you keep a list of contractors you need clearances for, search current clearances, view clearance history and receive reminder emails. Clearances for businesses in good standing are then created automatically and can be retrieved from your list.
What to look at on the certificate
| Check | Why it matters |
|---|---|
| Business name | It should match the legal name on your contract or purchase order. A related company or a numbered company is a different entity. |
| Validity period | The clearance protects you only for the period it covers. Read the expiry date rather than assuming 90 days. |
| Certificate number | Lets you look the clearance up again later and confirm it through WSIB's search by certificate number. |
Do not expect to see your own company named. WSIB no longer includes principal information on clearances, and one clearance number is valid for all of a contractor's contracts. The protection for principals is the same.
If the clearance is invalid or missing
A contractor marked ineligible in WSIB's online clearances cannot be issued a clearance because its account is not up to date. The contractor has to bring the account up to date first. In practice, many principals:
- pause scheduling, and in construction do not let work start or continue until a valid clearance is in place
- tell the contractor what is missing and ask for a date to resolve it
- re-run the check once the contractor says the account is current
WSIB policy also allows a clearance to be issued for an account with an amount owing if the principal pays that amount, as determined by WSIB, or if an approved payment plan is in place and payments are made. These are case-by-case decisions, so contact WSIB about your situation.
Some businesses legitimately have no clearance. Independent operators outside construction might not be obligated to register, and WSIB issues a status ruling for them rather than a clearance. Delivery drivers, equipment technicians, utility employees and similar visitors do not need a clearance. If you are unsure whether a vendor needs one, ask WSIB.
Record keeping
Principals and contractors must keep records of clearances for at least three years from the date they were obtained. In construction, not keeping these records is listed in WSIB policy as one of the principal's offences. A simple log is usually enough:
- vendor legal name and WSIB account or certificate number
- a copy of each certificate, kept as a separate record
- the validity period shown on each certificate
- the date you verified it and who checked
If a contractor subcontracts construction work, the contractor becomes the principal for that work and must collect its subcontractors' clearances.
How often to re-check
Clearances are valid for up to 90 days from the date of issue, and most expire on February 20, May 20, August 20 and November 20. WSIB also notes that a clearance is only available up to the end of its current validity period, and the next one is not available until after the renewal date. A practical routine is to re-check every active contractor just after each of those four dates, and before any new job starts. See how long a WSIB clearance is valid for more on timing, and how to get a WSIB clearance certificate to share with contractors who need help.
Keep the clearance with the rest of each vendor's file using a contractor compliance checklist. Vendorpass tracks clearance expiry dates for each vendor, uses each province's own name for the clearance, and sends reminders before they lapse.