SubProofWhat a clearance certificate is
In Ontario, a contractor who hires a subcontractor without a valid WSIB clearance certificate can be held responsible for the premiums that sub owes WSIB (Workplace Safety and Insurance Act, section 141). A clearance certificate shows the sub is registered and in good standing on the day it was issued, and each one carries a validity period, so it has to be checked again before it runs out and before you release each payment.
Who needs one
Since 2013, most people who work in construction in Ontario must have WSIB coverage, including independent operators, sole proprietors and partners. A one-person crew is not exempt just because it has no employees.
How to get one
Ask the subcontractor for its clearance certificate, or look it up yourself with WSIB's online clearance service using the sub's business name or account number. Save the certificate with the date you checked it and its validity dates.
What to check on it
- The legal business name matches the company on your contract and invoices.
- The certificate is valid today and through the next payment you plan to make.
- It is the sub's own certificate, not one belonging to a related company.
When to check again
Before the first day on site, before each payment, and whenever the validity period is about to end. Labour-only crews brought in by your sub need their own clearance too.
Keeping it current without chasing
SubProof gives each subcontractor a private upload link, no account needed. It reads the expiry dates you enter, shows every sub as covered, expiring or expired, and emails the sub 30, 14 and 7 days before a document runs out and on the day. You get a Monday summary of who needs attention before you approve the week's payments.
General information, not legal advice. SubProof is not affiliated with WSIB.