Guide
How to Track Workers Comp Certificates
By Keelstar Team · Updated July 11, 2026
The short answer
Track workers compensation certificates by capturing policy or statutory coverage status, employers liability limits, effective and expiration dates, and the named insured for every vendor who brings employees onto your sites. Workers comp renewals often differ from general liability dates — treat the workers comp row as its own tracking record, not a footnote to GL. Flag vendors claiming exemption: sole proprietors, partners, and corporate officers may be exempt in some states but not others. Construction owners and property managers face stop-work and indemnity exposure when uninsured workers are injured on premises. Store certificates in a central system with expiration alerts at 30 and 60 days, and block site access when workers comp lapses.
Why workers comp tracking is separate from GL
General liability and workers compensation answer different risks. GL covers third-party bodily injury and property damage; workers comp covers the vendor's employees injured on the job. A certificate with robust GL limits but missing workers comp leaves a gap that surfaces immediately when a worker is hurt on a construction site or in a hospital loading dock.
What to capture from the certificate
From the workers compensation row on the ACORD 25, record policy number, effective and expiration dates, statutory limits notation, and employers liability limits if listed. Note the state of coverage when vendors work across multiple jurisdictions.
- Policy number and carrier
- Effective and expiration dates — unique alert per line
- Statutory limits or state fund notation
- Employers liability limits per contract
- Exemption documentation if no policy listed
Handle exemption claims carefully
Sole proprietors and small subcontractors frequently claim workers comp exemption. In many states, exemption requires a filed form and may not extend to employees the vendor later hires. Re-verify exemption annually — not just at initial onboarding. Healthcare and construction audits increasingly challenge exemption paperwork.
Set expiration alerts
Workers comp lapses are a common stop-work trigger on construction projects. Configure reminders at 60 days, 30 days, and 7 days before expiration. When coverage expires, suspend site access and notify the broker and project superintendent the same day.
Multi-state vendor considerations
Vendors working in multiple states may need coverage endorsements for each jurisdiction. A Texas workers comp policy may not cover employees dispatched to a Colorado job site. Ask brokers to confirm coverage territory when vendors mobilize across state lines.
Integrate with site access controls
Badge systems, gate logs, and subcontractor sign-in sheets should check workers comp status — not just GL. Property management teams enabling HVAC or elevator vendors need the same gate as general contractors running subcontractor compliance meetings.
Frequently asked questions
- Is workers comp required on every vendor COI?
- Require it when the vendor has employees who work on your premises or project. State law governs whether the vendor must carry workers comp. In construction, upstream parties often contractually require it regardless of exemption claims.
- What if a vendor says they are workers comp exempt?
- Request written exemption documentation acceptable in your state — owner exemption forms, state filings, or carrier waivers. Exemption rules vary; a valid exemption in Texas may not apply in California.
- Why do workers comp dates differ from GL dates?
- Policies renew on independent schedules. A vendor can have current GL and expired workers comp simultaneously. Track each policy line with its own expiration date.
- What employers liability limits should we require?
- Many contracts require employers liability of $500K/$500K/$500K or $1M/$1M/$1M alongside statutory workers comp. Verify the employers liability row on the ACORD 25 when your exhibit specifies it.
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Put this into a monitored workflow
COI Tracker handles this continuously — with reminders and an audit trail.