WSIB clearance certificates for Ontario subcontractors: what to check
A WSIB clearance is a number WSIB issues to show a business is registered and up to date. In construction, WSIB says one must be in place before work begins and for the duration, and it lasts up to 90 days, so check it again on a long job.
Summarised from WSIB's own public pages, read October 2026. Rules, fees and online services change, so confirm on wsib.ca. This is not legal advice.
The short version
If you hire a business to do construction work in Ontario, WSIB's clearance is how you show that the business is registered and up to date with WSIB. WSIB says a clearance must be in place before any construction work begins and for the duration of the work, and that both the principal and the contractor have legal obligations. A clearance lasts a limited time, so on a long job it is something you check again, not something you collect once.
What a clearance is
WSIB describes a clearance as a number it issues that shows a business is registered and up to date with WSIB, including keeping current with premium payment and reporting. Only registered businesses in good standing can get one. To be in good standing, WSIB says a business must have:
- an open account with WSIB, with all registration information and required documents provided;
- the appropriate classification;
- reported all required premium amounts and completed reconciliation, if applicable;
- paid all premiums and other amounts owing.
A business whose account is not up to date shows as "ineligible" in WSIB's online clearance service and cannot be issued a clearance until it brings the account up to date.
The facts that matter on a job
| Question | What WSIB says |
|---|---|
| How long is it valid? | Up to 90 days from the date of issue. WSIB says you need a valid clearance in place for the full length of a job. Most clearances expire on the 20th of February, May, August and November, and WSIB issues a new one automatically if the account is still in good standing. |
| What does it cost? | WSIB provides clearances at no charge. Most newly registered businesses that need a clearance at registration make an initial advance payment of $250, which is applied as a credit to future premiums. |
| When is one needed in construction? | Before any construction work begins and for the duration of the work. Both the principal and the contractor have legal obligations regarding clearances. |
| What if a contractor subcontracts? | The contractor becomes the principal to the subcontractor for that work and must get the subcontractor's clearance before the work begins and for the duration. |
| Who does not need one? | Anyone who is not a contractor working for a principal, such as delivery drivers, people making drop-offs or pick-ups, technicians servicing equipment and utility employees. WSIB also says a clearance is not required when a home's resident, occupant or family member hires a contractor for home repairs or renovations. |
| What if work goes ahead without one? | WSIB says both the contractor and the person or company who hired them are committing an offence, and that the maximum fine on conviction under the WSIA is $100,000. |
| Is the principal named on it? | WSIB says it no longer includes principal information on clearances. It says principals have the same assurance that WSIB will not hold them liable for unpaid premiums and other amounts the subcontractor might owe WSIB for the validity period of the clearance. |
How to check a subcontractor's clearance
- Use WSIB's online service. WSIB says you can verify clearance certificate numbers through its online services, and that you can search for a registered business by business name, telephone, CRA business name, address, city or postal code.
- No account needed for a quick look. Quick access clearances need no log-in to find, view and download a clearance.
- An account adds lists and reminders. With a log-in you can create a list of contractors you need clearances for, view clearance history, search current clearances and receive reminder emails.
- Only the current period is available. WSIB says clearances are available only up to the end of the current validity period, and the next period's is not available until after the renewal date.
A practical checklist (our suggestion, not a WSIB rule)
- Match the name. The business on the certificate should be the business you are contracting with, not a related company.
- Check the dates against the job. The validity period should cover the start. Put the expiry dates in a calendar for jobs that run past it.
- Verify the number yourself. Look it up through WSIB's online service instead of relying on a copy that was emailed.
- Ask again at each renewal. With roughly four renewal dates a year, a job that runs several months crosses at least one.
- Keep a record. Note who checked it, when and what the dates were.
If a subcontractor shows as ineligible
WSIB says an ineligible contractor must bring its account up to date before a clearance is issued. If the only thing blocking a clearance is an outstanding balance, and the business pays through WSIB's online payment service, WSIB says it can get a clearance immediately. Until then, a principal should not start work on the strength of an expired or missing clearance.
How ScopeMark helps
- WSIB is the default document in Ontario. Each service a company hires for asks for insurance, with WSIB for Ontario work by default, and the company can change the list per service.
- The subcontractor uploads the certificate with its expiry date. An expired certificate cannot be submitted.
- ScopeMark checks the paper, not the registry. It checks that the uploaded document is authentic and current. It does not look the number up with WSIB, so you should still verify the number in WSIB's online service.
- You decide whether it is acceptable. Your company records its own approval for each document, with a note, separate from ScopeMark's check.
- Expiry notices help with the 90-day cycle. ScopeMark tracks expiry dates and sends expiry notices.
- A new certificate replaces the old one. When a subcontractor uploads a renewed certificate, companies' earlier approvals of the old file are cleared, because they approved the old paper. Expect to approve each renewal.
See how to track subcontractor insurance, WSIB and CNESST documents for the wider picture, including Quebec and other provinces.
Questions people ask
What is a WSIB clearance certificate?
WSIB describes a clearance as a number it issues to registered businesses showing that the business is registered and up to date with WSIB, including premium payment and reporting. Only businesses in good standing can get one.
How long is a WSIB clearance valid?
WSIB says clearances are valid for up to 90 days from the date of issue, and most expire on the 20th of February, May, August and November. A new one is issued automatically if the account is still in good standing.
Do I need a clearance from my subcontractor?
For construction work, WSIB says a clearance must be in place before work begins and for the duration, and that both the principal and the contractor have legal obligations. A contractor who hires a subcontractor becomes the principal and must get the subcontractor's clearance. WSIB lists some exceptions, such as home repairs hired by a resident. Check WSIB's pages or get advice for your situation.
How do I check a subcontractor's WSIB clearance?
Use WSIB's online services to verify the clearance certificate number or to search for the business. Quick access clearances need no log-in.
Does ScopeMark check clearances with WSIB?
No. ScopeMark checks that the uploaded document is authentic and current and tracks its expiry date. It does not query WSIB, so verify the number in WSIB's online service. Your company records its own approval separately.
Does ScopeMark hold or move our money?
No. ScopeMark does not process payments between companies and subcontractors. The buyer pays directly, outside ScopeMark, and records the payment. ScopeMark's only revenue is its subscription.
Sources
Statements about WSIB come from its own public pages: WSIB: Clearances, WSIB: Questions and answers, Clearances, WSIB: Premiums and payment FAQs.