If you use subcontractors, you need to know at any moment whether each one is insured, for how much, until when, and whether their workers compensation account is in good standing. A lapsed policy or an expired clearance discovered after a claim is too late.
This page gives you a simple table to copy into a spreadsheet or print, plus guidance on filling it in and keeping it current. For the reasoning behind each field, see hiring subcontractors safely.
The Tracker Template
Copy this table into a spreadsheet, with one row per subcontractor per policy. Add columns for anything your client contracts require.
| Field | Example Entry | Notes |
|---|---|---|
| Subcontractor legal name | (as shown on the certificate) | Must match the business you contract with |
| Contact and phone | Who to call about renewals | |
| Sites assigned | Helps you match certificates to contracts | |
| Policy type | General liability | Add separate rows for auto, umbrella and others |
| Insurer | As shown on the certificate | |
| Policy number | ||
| Broker or agent | Who issued the certificate | |
| Per occurrence limit | Compare with your written minimum | |
| Aggregate limit | See per occurrence vs aggregate | |
| Policy effective date | ||
| Policy expiry date | Flag 30 days ahead | |
| Snow removal in description of operations | Yes / No | |
| Your business named as additional insured | Confirmed / Pending | |
| Client named as additional insured (if required) | Confirmed / Pending / Not required | |
| Notice of cancellation to you | Yes / No | |
| Auto policy for plow trucks | Yes / No | Record insurer and limit in its own row |
| Workers comp board | WSIB / WorkSafeBC / WCB Alberta / WCB Saskatchewan | |
| Clearance number or letter date | ||
| Clearance valid until | WSIB clearances are valid for up to 90 days | |
| Next clearance check due | Before work, during the contract, before final payment | |
| Signed subcontract on file | Yes / No | |
| Date certificate received | ||
| Checked by | Initials |
Printable Quick Sheet
For a one page view, use a shorter table:
| Sub | GL Expiry | Auto Expiry | AI Confirmed | Clearance Date | Clearance Valid To | Contract Signed |
|---|---|---|---|---|---|---|
How to Use It
Before Work Starts
- Send each sub your written insurance requirements with the subcontract.
- Collect a certificate of insurance for each policy. A certificate is evidence of coverage, not the policy itself, so if something looks unclear, ask for the endorsement.
- Check the certificate against your requirements and record it in the tracker.
- Get a workers compensation clearance and record the date and validity.
- Do not dispatch a sub until the row is complete.
During the Season
- Review weekly. Sort by expiry dates and clearance validity.
- Renew clearances. In Ontario, WSIB clearances are valid for up to 90 days and should be renewed if the job runs longer. In Alberta, WCB suggests clearances before work starts, during the contract and before final payment. WorkSafeBC advises getting a clearance letter before and after the work.
- Chase renewals early. Ask for a new certificate before the old policy expires, not after.
Before Final Payment
Check clearance status again before releasing the last payment. WCB Saskatchewan describes a clearance as a letter that "tells the principal they can make a payment to a contractor for completed work."
After the Season
Keep the tracker, certificates, clearances and subcontracts with your site logs. Slip and fall claims can arrive long after the snow melts. Limitation periods for civil claims are generally two years in Ontario, BC, Alberta and Saskatchewan, with some special rules, so many contractors keep records for longer.
Why Clearances Matter as Much as Certificates
Workers compensation boards in all four provinces we cover say a hiring business can be responsible for a contractor's unpaid premiums in some situations. In Ontario, WSIB policy says a principal can be liable up to the value of the labour portion of the contract, and that a clearance waives that liability for its validity period. See the provincial pages for WSIB, WorkSafeBC, WCB Alberta and WCB Saskatchewan.
Share It With Your Broker
Insurers often ask whether you collect certificates from subcontractors. A tracker that is up to date is a simple way to show that you do. If you are a subcontractor yourself, see snow removal subcontractors.
General information only, not legal or insurance advice. Rules change; confirm with the regulator or agency named on this page, a lawyer for your specific situation, and your broker.
SnowPlowInsurance.ca is an independent referral service, not an insurance company or broker. We connect you with licensed brokers who provide quotes and advice. How this site works.
Sources
- WSIB: Clearance FAQs
- WSIB: Clearance certificate policy
- WorkSafeBC: Why get a clearance letter
- WCB Alberta: Coverage for contractors and subcontractors
- WCB Saskatchewan: Letters of good standing and clearances
Frequently Asked Questions
What should a subcontractor certificate tracker include?
At minimum: the sub's name, policy type, insurer, policy number, limits, effective and expiry dates, additional insured status and workers compensation clearance dates.
How often should I check subcontractor certificates?
Check before work starts, review expiry dates regularly through the season and ask for renewals before policies expire.
Do I need workers comp clearances for snow removal subs?
Workers compensation boards in Ontario, BC, Alberta and Saskatchewan say clearances protect hiring businesses from liability for a contractor's unpaid premiums in some situations. Check the rules with your provincial board.