Spreadsheet template

Subcontractor Certificate Tracker

Track subcontractor workers compensation certificates before work starts and at renewal.

How to use this tool

This tracker helps you record subcontractor workers compensation certificate details before work starts and before certificates expire.

Who this is for

Contractors and small businesses that hire subcontractors and need an organized certificate record for jobs, renewals, and payroll audits.

When to use it

Use it before a subcontractor starts work, when a certificate renews, and before a payroll audit request.

How to use it

Enter your business and job details, then fill one row for each subcontractor certificate you collect and review.

What you get

You get an XLSX or CSV tracking sheet with certificate dates, carrier details, coverage checks, waiver review, next review date, and notes.

Subcontractor Certificate Tracker

Track subcontractor workers compensation certificates before work starts and at renewal.

1. Fill in details

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2. Review the preview

The document below updates as you type.

3. Download the file

Blank fields stay as fill-in lines.

Fill in details

Use only the details you have now. Empty fields remain editable in the downloaded checklist.

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Business name

Contact name

Project or job

Work state

Review date

Spreadsheet template

Download tracker

You get an XLSX or CSV tracking sheet with certificate dates, carrier details, coverage checks, waiver review, next review date, and notes.

Available as XLSX, CSV. The file uses the current field values.

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Spreadsheet preview

Updates as you type before download.

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Confirm named insured and work state before work starts

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Review before certificate expiration

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Keep current certificate with job file

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Confirm certificate holder matches job request

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Ask for endorsement evidence when waiver is required

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Check annual renewal before subcontractor returns

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Save updated certificate with prior versions

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Review contract before marking waiver confirmed

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Confirm active dates cover planned work period

Subcontractor name

Enter subcontractor legal name

Carrier name

Enter carrier shown on certificate

Policy number

Enter policy number

Effective date

MM/DD/YYYY

Expiration date

MM/DD/YYYY

Coverage type confirmed

Workers compensation

Certificate holder verified

Yes, no, or needs review

Waiver of subrogation confirmed

Required by contract, not required, or needs review

Next review date

MM/DD/YYYY

Notes

Keep certificate records for payroll audit review

Subcontractor name	Carrier name	Policy number	Effective date	Expiration date	Coverage type confirmed	Certificate holder verified	Waiver of subrogation confirmed	Next review date	Notes
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Confirm named insured and work state before work starts
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Review before certificate expiration
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Keep current certificate with job file
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Confirm certificate holder matches job request
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Ask for endorsement evidence when waiver is required
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Check annual renewal before subcontractor returns
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Save updated certificate with prior versions
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Review contract before marking waiver confirmed
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Confirm active dates cover planned work period
Enter subcontractor legal name	Enter carrier shown on certificate	Enter policy number	MM/DD/YYYY	MM/DD/YYYY	Workers compensation	Yes, no, or needs review	Required by contract, not required, or needs review	MM/DD/YYYY	Keep certificate records for payroll audit review

Preview of downloaded spreadsheet template

Updates as you type before download.

Download tracker

How to use this tracker

Business: ________________ Contact: ________________ Project or job: ________________ Work state: ________________ Review date: ________________

Use one row for each subcontractor. Record the carrier name, policy number, effective date, expiration date, and next review date from the certificate of insurance. Mark the certificate holder check only after the certificate names the correct business or project contact. Mark the waiver of subrogation check only when the contract asks for it and the certificate or endorsement evidence supports it.

Certificate review checks

Collect the workers compensation certificate before the subcontractor starts work.
Confirm the certificate shows active workers compensation coverage on the review date.
Confirm the named insured matches the subcontractor you are hiring.
Confirm the policy effective date and expiration date cover the planned work period.
Confirm the certificate holder information matches the contract or job request.
Review the contract before marking waiver of subrogation as confirmed.
Schedule the next review before the expiration date.
Keep certificates and updated versions with the job file for audit records.

Next steps

Ask each subcontractor for an updated certificate before the listed expiration date.
Review the job contract before requesting waiver of subrogation wording.
Keep expired certificates with the job file because audits may ask for prior policy periods.
Check state rules before work starts when a subcontractor brings employees to the job.

What this includes

Download formats

XLSX, CSV

Fields

Business name, Contact name, Project or job, Work state, Review date

Spreadsheet columns

Subcontractor name, Carrier name, Policy number, Effective date, Expiration date, Coverage type confirmed, Certificate holder verified, Waiver of subrogation confirmed, Next review date, Notes

Document sections

How to use this tracker, Certificate review checks

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Reviewed byHuy Huynh, technology lead at TradesCoverage and licensed insurance brokerNPN 22071436Last reviewed May 2026

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