Ontario’s Workplace Safety and Insurance Board (WSIB): An Employer's Guide

The importance of WSIB for employers in Ontario 

As an employer in Ontario, ensuring the health and safety of your employees is crucial. Unfortunately, despite all preventive measures, accidents and illnesses may still happen in the workplace. In these situations, having the proper insurance coverage is essential for both your employees' well-being and your business's protection. 

That’s where the Workplace Safety and Insurance Board (WSIB) comes in.  

All Canadian jurisdictions have their own Workers’ Compensation Boards that provide insurance for workplace illnesses and injuries. The workplace insurance system in Ontario is administered by the Workplace Safety and Insurance Board (WSIB). 

The WSIB provides no-fault workplace injury and illness insurance to employees  in the province. In this blog, we’ll walk you through the essentials of WSIB coverage, how to register your business, and your responsibilities as an employer. 

What is the WSIB and how does it benefit employers? 

The Workplace Safety and Insurance Board (WSIB) is an independent agency under the Ontario government responsible for overseeing workplace injury and illness insurance. As part of the Workplace Safety and Insurance Act, 1997, the WSIB offers no-fault insurance, meaning workers are eligible for benefits without needing to prove fault. 

By registering with WSIB, employers contribute premiums to a fund that provides workers with coverage for medical treatments, wage loss, rehabilitation services, and return-to-work support. This system ensures that employees get the support they need while protecting employers from being sued for workplace injuries or illnesses. 

Key benefits of WSIB for employers: 

• Worker protection: In case of workplace injuries, employees receive medical and financial support. 
• No-fault coverage: Employees don’t need to prove employer negligence to receive benefits. 
• Employer protection: Employers are protected from lawsuits related to workplace accidents and illnesses. 
• Comprehensive benefits: Includes healthcare coverage, wage-loss benefits, rehabilitation services, and more. 

Who needs to register for WSIB? 

In Ontario, most businesses are required to register with WSIB within 10 days of hiring their first employee. Certain industries, such as construction, manufacturing, transportation, and hospitality, are mandated by law to have WSIB coverage. If you're uncertain whether your business falls under the mandatory coverage requirement, you can take a quick questionnaire on the WSIB website. 

Exemptions: Some businesses, such as banks, insurance companies, and certain service industries, are not required to register with WSIB. However, they can still choose to register voluntarily. 

How to register your business with WSIB 

Registering your business with WSIB is straightforward, and you can complete the process online, by phone, or via mail or fax. Here are the steps: 

1. Determine your business type: Check if your business falls under the mandatory requirement or if you're exempt. 
2. Provide business information: Prepare your business details, including industry type, number of employees, and payroll information. 
3. Submit your application: Complete the online form or contact WSIB directly to begin your registration. 

 What happens after registration? 

Once registered, your business will pay premiums to WSIB based on the number of employees and total payroll. The WSIB premium rate for Ontario businesses is approximately $1.30 per $100 of insurable payroll. Premiums are due based on your business’s reporting schedule (monthly, quarterly, or annually). 

Employers must also maintain a record of injuries and illnesses and report them to WSIB within three days of becoming aware of an incident. This includes submitting Form 7 to WSIB and ensuring the worker fills out Form 6 for reporting workplace injuries or illnesses. 

Reporting and payment of WSIB premiums 

Employers have specific reporting requirements under WSIB. For example: 

• Monthly reporting: Required for businesses with more than $1,000,000 in insurable earnings. 
• Quarterly reporting: Required for businesses with earnings between $20,000 and $999,999.99. 
• Annual reporting: Required for businesses with earnings below $20,000. 

WSIB offers an online portal where employers can report their premiums, access forms, and make payments. Late submissions can result in penalties ranging from $250 to $1,000. 

Penalties for non-compliance 

Failing to comply with WSIB requirements can result in severe penalties, including: 

• Corporate prosecution: Up to $500,000 in fines. 
• Individual penalties: Fines of up to $25,000, with the possibility of six months of imprisonment for employers who fail to report injuries, discourage employees from filing claims, or provide false information.  

What to do if an injury occurs at work 

If a workplace injury happens, you, as the employer, must take immediate action: 

1. Provide first aid: Administer first aid and maintain accurate records of the treatment provided. 
2. Report the injury: If the worker needs medical treatment, report the incident to WSIB within three days using Form 7. 
3. Investigate the incident: Investigate the cause of the injury and ensure it’s properly documented. 
4. Provide worker support: Ensure that the injured worker has access to healthcare and rehabilitation services, as required. 

The WSIB clearance certificate 

If your business contracts construction work, you’ll need a WSIB clearance certificate. This document shows that the contractor is in good standing with WSIB and has paid premiums. Without this certificate, you may be liable for premiums owed by the contractor. 

Stay compliant and protect your business 

Registering with the WSIB is crucial for protecting your employees and your business. By ensuring that your workplace is covered, you contribute to the safety and well-being of your team while safeguarding your business from potential lawsuits. 

If you’re unsure about your WSIB responsibilities or need help navigating the registration process, reach out to our experts. We can provide guidance on everything from understanding your premium rates to reporting requirements and more. 

Do you have questions about WSIB? 

Helping small businesses cultivate a culture of health and safety is our priority. Peninsula’s health and safety advisors are here to provide support and guidance on WSIB claims, including advising you on what steps to take when an injury occurs, when to report it, and how to complete the necessary forms. Call us at 1 (833) 247-3652 for personalized support.