Ontario rules
WSIB clearance certificates: the 90-day rule staffing agencies keep missing
A WSIB clearance certificate is valid for up to 90 days and expires on one of four scheduled dates per year: February 20, May 20, August 20, or November 20. Your certificate proves you are registered with WSIB and current with premium payments and reporting; clients use it to protect themselves from liability.
You can get a clearance instantly and free from the WSIB eClearance service at clearances.wsib.ca without an account. Most clients check your clearance status online themselves. Missing a renewal puts you out of compliance and can cost you contracts.
Reviewed with the owner of the Ontario light-industrial staffing agency Kordis was built inside.
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?
| Expiry Date | Covers Period | Next Renewal |
|---|---|---|
| February 20 | Late November to February 19 | Renew by early February |
| May 20 | Late February to May 19 | Renew by early May |
| August 20 | Late May to August 19 | Renew by early August |
| November 20 | Late August to November 19 | Renew by early November |
Clearances are valid for up to 90 calendar days and expire on one of four scheduled dates per year: February 20, May 20, August 20, or November 20. A temporary extension has been in effect for certificates issued on or after August 20, 2025, which are valid until February 19, 2026 (the next cycle begins with the quarterly dates noted above). Check your clearance to see its specific expiry date.
How do you get a clearance?
WSIB provides a free online clearance service at clearances.wsib.ca. You do not need a WSIB online account. You enter your business name or WSIB account number, and the system instantly shows your clearance status. You can view and download it immediately. Most clients will check your clearance status online themselves before hiring; you can also provide a printed or PDF copy when requested.
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 you renew. In regulated sectors (construction, healthcare), lapsed clearances can trigger audits or penalties. The fix is simple: renew your clearance by submitting a new request on the eClearance portal. If there is a gap between expiry and renewal, document what happened and provide a new clearance as soon as it is available.
Common questions
Is the WSIB eClearance service free?
Yes. The eClearance service at clearances.wsib.ca is free and does not require a WSIB online account. You can access it anytime to view or download your clearance instantly.
Do you need to print or email a clearance every time a client asks for one?
No. Most clients now check your clearance status online themselves using the eClearance portal. You can keep a PDF copy on file and send it if requested, but real-time online verification is the standard.
What if WSIB issues a clearance and then you miss a payment a week later?
The clearance remains valid until its expiry date, but if WSIB cancels your coverage due to non-payment, you will need to reinstate it and request a new clearance. Do not let payment lapses occur; they can result in enforcement action.
How often do the clearance expiry dates change?
The four quarterly expiry dates (February 20, May 20, August 20, November 20) are standard. A temporary extension was in effect for clearances issued August 20, 2025 to February 19, 2026; check the WSIB site for any updates beyond 2026.
What is the relationship between THA licensing and WSIB clearances?
They are separate. Ontario THA licensing is your legal permit to operate as a temp agency. WSIB clearance is proof of compliance with workplace safety registration and premiums. You need both to operate fully and be eligible for client contracts.
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