What to track for subcontractor insurance compliance
Every subcontractor on your job site should have a current Certificate of Insurance (COI) on file. But a COI is just the starting point. Here's what you need to verify:
General liability
Minimum $1M per occurrence, $2M aggregate. Verify the limits meet your subcontract requirements.
Workers' compensation
Required in most states for any sub with employees. Verify statutory limits and that the policy is current.
Auto liability
Required if the sub drives on or to your job site. Minimum $1M combined single limit.
Additional insured status
Your company should be named as an additional insured on the sub's policy. A checkbox on the COI isn't enough — you need the actual endorsement.
Waiver of subrogation
Prevents the sub's insurer from suing you if they pay out a claim. Required on most commercial projects.
Umbrella/excess
Required when your project exceeds the sub's primary limits. Common on projects over $1M.
When to request certificates
Most GCs request COIs at the start of a project and forget about them. That's a mistake. Here's the schedule that actually protects you:
Before mobilization
No sub steps on site without a current COI on file. Period. This is your first line of defense.
60 days before expiration
First reminder. Most subs will respond to a polite email with a link to upload their new certificate.
30 days before expiration
Second reminder. Escalate if needed. A lapsed certificate at 30 days is a project risk.
7 days before expiration
Final notice. If the sub hasn't provided a new certificate, they should not be on site.
Subcontractor compliance checklist
Use this checklist for every subcontractor on every project. A "no" on any item means the sub is not compliant.
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✓
COI received and on file
ACORD 25 certificate with all required coverages listed.
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✓
Limits meet subcontract requirements
General liability, workers' comp, auto — all at or above your minimums.
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✓
Your company named as additional insured
Not just a checkbox — the actual endorsement form (CG 20 10 or equivalent) is attached.
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✓
Waiver of subrogation in place
Required on most commercial projects. Verify the endorsement is attached.
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✓
Policy dates cover the project period
Certificate effective date is before mobilization. Expiration is after project completion.
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✓
Renewal reminders scheduled
60, 30, and 7 days before expiration. Automated reminders save hours of manual follow-up.
Why automate subcontractor compliance
Manual COI tracking doesn't scale. At 5 subs, a spreadsheet works. At 25, it's a liability. At 50+, it's a full-time job.
Automated compliance software like ComplianceTrack handles the monitoring, reminders, and collection — so you can focus on running projects instead of chasing paperwork.
14 days free · No credit card required