Subcontractor Insurance Audit Checklist

Create one row per subcontractor with legal name, description of work, work state, work dates, amount paid and the supporting payment record.

Build a payment-to-evidence register

Create one row per subcontractor with legal name, description of work, work state, work dates, amount paid and the supporting payment record. Keep invoice references so each amount can be traced to its source.

Match the insured name and coverage period

Compare the certificate with the actual business that performed the work. Check the workers compensation coverage information and dates. Keep renewal certificates when a work period spans two policies. Ask the insurance representative to resolve unclear coverage.

Example: a certificate that starts too late

Suppose work ran from March 1 through April 30, but the only certificate starts April 1. Mark March as missing evidence and request the earlier certificate. Do not treat the April document as proof for the whole project.

Separate documentation gaps from premium

A missing certificate is a reason to investigate. It is not a calculation of the premium owed. Preserve the work description and payment breakdown for the auditor, who determines the applicable treatment.

Keep a follow-up trail

Record who requested a replacement certificate and when. Attach the response to the same subcontractor record. Before packaging, verify that every outstanding item has a next action rather than silently marking it complete.

Carrier guidance

Use your own insurer’s request for the requirements that apply to your audit.

Continue preparing

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