WSIB clearance certificates: the 90-day rule staffing agencies keep missing

What is a WSIB clearance certificate?

A WSIB clearance certificate is proof that your staffing agency is registered with the Workplace Safety and Insurance Board and is up-to-date on premium payments and reporting. When you have a valid clearance, it signals to your clients (the host employers hiring your workers) that you are a compliant, solvent business. Clients often request clearances before signing a contract or making payments, especially in construction or industrial sectors.

How long is a clearance valid?

Clearances are valid for up to 90 calendar days from the date they are issued, and most expire on one of four dates a year: February 20, May 20, August 20, or November 20. WSIB ran a temporary extension that held clearances issued on or after August 20, 2025 valid until February 19, 2026; that window has closed, and the 2026 renewals run on the four quarterly dates above. Two practical consequences: a clearance issued in July is not valid for a full 90 days, because expiry lands on the fixed date rather than 90 days out, and a clearance for the next period is not available until after the renewal date. Check your own clearance for its specific expiry.

How do you get a clearance?

WSIB provides clearances at no charge through its online clearance service at clearances.wsib.ca. The quick-access route needs no log-in: you enter your business name or WSIB account number and the system shows your status, which you can view and download immediately. Signing in adds contractor lists, clearance history, and reminder emails, and you can subscribe to have each new certificate emailed to you automatically. Most clients check your status online themselves before hiring; you can also send a PDF when asked.

One cost to plan for if you are just registering: WSIB charges nothing for the clearance itself, but most newly registered businesses that need one at the time of registration have to make an initial advance payment of $250. That $250 is not a fee. It is applied to your WSIB account as a credit against future premiums.

Why do clients ask for WSIB clearances?

Clients request a clearance to verify that your agency is compliant and to protect themselves from liability. If they hire through an unlicensed or non-compliant contractor and a workplace injury occurs, they can face penalties and insurance claims. A valid WSIB clearance proves you are in good standing, and many procurement teams make it a standard requirement before signing a contract or processing payment.

What makes a clearance invalid?

• You fall behind on WSIB premium payments. A single missed payment can cause WSIB to revoke your coverage, which immediately invalidates any clearance you hold.
• You miss a reporting deadline or fail to file required forms with WSIB. Incomplete or late reporting can flag your account as non-compliant.
• Your clearance expires and you do not renew it. An expired clearance is no longer valid for client submissions.
• Your WSIB account is cancelled or suspended. This terminates all active clearances.

What happens if your clearance lapses?

If your clearance expires and a client checks your status during that window, your agency will appear non-compliant. Clients may pause work, hold payment, or cancel contracts until it is restored. Here is the part worth knowing: WSIB issues a new clearance automatically at each renewal date as long as your account is still in good standing, so a lapse is rarely a forgotten request. It usually means premium reporting or payment fell behind, and that is the thing to fix first. Once the account is current, pull the new clearance from WSIB's online services and send it to the client, and document the gap.