Accessing clearances
A ‘clearance’ is essentially a letter that tells you whether a business, contractor or subcontractor has complied with the requirements of the Workers Compensation Board of Manitoba. This information is important because if someone you’ve hired isn’t in good standing with the WCB, you might be liable for their assessment costs – or have your own assessment rates go up because they are in an accident.
WCB manages a secure Online Clearance Request System that lets users search potential sub-contractors and request authorized clearance status documents. If you become a registered user, you can also use this tool to compile and store lists of sub-contractors you use most often and be updated on their clearance status via e-mail.
This system is one of many services deployed online by WCB to provide faster and better service to our clients.
To find out more about this new system, please visit the Guide for Using WCB’s Online Clearance Request System.
Access the public Clearance Request System
Access the Clearance Request System for registered users
Clearance FAQs
How do I register for the Interactive Online List?
When you phone the WCB Technical Support Team to register, you will need to provide the following information:
The name(s), phone number(s) and email address for the individual(s) you would like to register.
If you are a registered employer with the WCB you will also need your WCB Account Number, Industry Code and corresponding rate, a valid e-mail address and the last reported annual payroll.
To register, phone the WCB Technical Support Team at 204-954-4573 in Winnipeg or toll free in Canada at 1-855-954-4321, ext. 4573. A WCB Technical Support Team member will help you register all of the users for your organization.
How do I change, add or delete registered user access for my organization?
To update user contact information, your organization’s Security Administrator will need to advise the WCB Technical Support Team at 204-954-4573 in Winnipeg or toll free in Canada at 1-855-954-4321, ext. 4573.
For more information, please see pages 4 and 5 of the Guide for Using WCB’s Online Clearance Request System
What are the system requirements for Online Clearance System?
Before you register, you may want to check with your System Administrator to make sure your system is compatible with the Interactive Online Clearance System. Your system needs to include:
- Microsoft Internet Explorer 8.0 or above
- JavaScript enabled on your web browser
- Cookies enabled on your web browser
What passwords can I use?
- Your initial password will be a randomly generated, 6-character word.
- You must change your initial password the first time you log in.
- Must be between six and 16 characters and must be different from the previous four passwords you have used.
- Can be of mixed case and contain special characters.
- Must contain a combination of at least two alphabetic, numeric or special characters.
- Be equal to patterns of six keys in a row on the keyboard (eg: qwerty or asdfgh) or their shift representations.
- Contain more than three identical consecutive characters in any position from the previous password.
- Contain more than two consecutive identical characters.
- Be a licence plate number or postal code format.
What exactly is a “clearance”?
A clearance is basically a letter that tells you whether or not a business, contractor or subcontractor has complied with the requirements of the Workers Compensation Board of Manitoba. This is important because if someone you’ve hired isn’t in good standing with the WCB, you might be liable for their assessment costs – or have your own assessment rates go up because they are in an accident.
Who should get clearances?
General contractors or any firm hiring for the purposes of construction, transportation, logging, janitorial, oil and gas wells, tow trucks, etc. should get clearance information on their subcontractors before work commences and before any payment is made.
What is a “deemed worker”?
Firms registered with the WCB who do not carry appropriate coverage to work for a general contractor will be considered deemed workers of the contractor hiring them. When you check the status of the firm through any of the Clearance Request Systems, the system will identify these types of firms for you.
General Contractors who hire deemed workers should ensure that their current year’s payroll estimate is updated to reflect the labour portion of the contract that they enter into with these firms.
What is a “deemed/defaulted worker”?
Firms with the status of deemed/default do not have the appropriate coverage to work for general contractors and additionally, have not fully complied with the terms of The Workers Compensation Act (the Act). Once they have complied, they will return to the status of deemed worker.
What if I cannot find the contractor I am searching for through the Online Clearance Request System?
If you are unable to locate the account number of the contractor you are searching for, it may be because they are not registered with the WCB or are not required to be registered with the WCB. In this case, you should verify whether or not the contractor is required to register with the WCB and if so, that they are in good standing – otherwise they could be deemed a worker of your business. (For more information call Assessment Services at 204-954-4505 or toll free in Canada at 1-855-954-4321.)
If a firm is deemed my worker, am I assessed on the entire amount of the contract?
No, you are only responsible to report the labour portion of the contract on your Annual Payroll Form.
Can I hold my deemed worker financially responsible to offset any assessment that may be due to the WCB because of their status?
No. As an employer, you are not allowed to deduct earnings from your deemed worker to offset your financial obligation to the WCB. For more information, refer to the Coverage for Contract Workers fact sheet.
Do I require clearance on Supply Only contracts?
No, letters of clearance are not required for firms that “supply material only.”
When can I use the Online Clearance System?
WCB’s Online Clearance System is available to you 24 hours a day, seven days a week. The WCB Technical Support Team is available to assist you from Monday to Friday, 8:00 AM to 7:00 PM (except on statutory holidays). System and support availability is subject to change.
I can’t log on to the Online Clearance System, what do I do?
Contact the WCB Technical Support Team at 204-954-4573 in Winnipeg or toll free in Canada at 1-855-954-4321, ext. 4573.
How do I print my list?
WCB applications were not designed with printing as a feature. However, there are still several ways to print your list. The first is to print each screen individually using the Print Screen key on your keyboard. The second is to copy each screen to the clipboard (Alt-Print Screen on Windows computers will copy the screen) and paste them one at a time into a document (such as a Word document) and then print that document.
The third way is to Select All in the Clearance List and click on Request Letter. On the Clearance Letter Request Screen, click on Submit and the letter will come up with the trades allocated to their appropriate clearance status. This letter is printable.