Online Clearances

Use the top menu to navigate between functions to request a clearance ("Create a Letter"), maintain lists of companies who do work for you ("My Lists") and set up Automatic Clearance Notifications ("My Notifications"). We recommend that you do not open more than one browser window/tab for working within this application.

 Who is performing the work?

On this page you will be identifying who is performing the work or services for you. This party (sometimes known as a subcontractor) must have a valid WCB-Alberta account number before a clearance can be issued. A clearance letter can list the status of one or more WCB accounts.

 

Adding accounts to the letter

There are three methods of identifying accounts that you want to include on the clearance letter. You may be able to take advantage of one or all of the methods.

1. Manually add accounts:
   This option lets you search for accounts by either typing in an account number or company name.
   Enter the information you are looking for into the "Account Number or Company Name" field and then click on the "Search" button. If an exact account number is found, it will be added to your "Selected Companies" list of accounts to be included on the letter.
   If a company name was entered, all matching names are listed in the "Search Results" section. You can continue to add or remove accounts from your "Selected Companies" list as required.
2. Use a saved list (for users with saved lists):
   This options lets you use an entire list you have already saved under your myWCB UserID.
   Ensure the option "Use an existing list" is selected and then pick the list you want to use from the drop down box.
3. A combination of options 1 and 2 (for users with saved lists)
   This option lets you use either an entire or partial saved list, accounts which you manually add, or both.
   Ensure the "Create a list of accounts" option is selected. You can now continue to add accounts/lists by either or both of the following methods until the "Selected Companies" section is complete.

When searching for accounts, the intelligent search allows you to enter account numbers or company legal and trade names. Account numbers entered must be complete or no results will be returned. Legal and trade names do not have to be complete.

After entering search criteria in the "Account Number or Company Name" field, click on the "Search" button. If there is an exact match, it will be automatically selected and will display in the "Selected Companies" section. Results which are not an exact match will display in the "Search Results" section. Additional searches can be performed if required.

Clicking on the "Clear" button will blank out any search criteria previously entered and also clear the entire "Search Results" section. This button will not have any effect on the accounts added to the "Selected Companies" section; these will remain in that list.

 

Search Results

This section displays the accounts resulting from your search, or the accounts found in your selected list.

Clicking on the "Details" link for any account will bring up a window showing additional information for the chosen account.

Clicking on the "Select" link will add the chosen account to the "Selected Companies" section.

Clicking on the "Add All" link will add all the accounts from the "Search Results" section to the "Selected Companies" section. 

 

Selected Companies

This section shows all the accounts that will appear on the clearance letter. Each account will only appear once on the letter.

Clicking on the "Details" link for any account will bring up a window showing additional information for the chosen account.

Clicking on the "Remove" link will delete the chosen account from your "Selected Companies" list.

Clicking on the "Remove All" link will delete all accounts from the "Selected Companies" section. 

Once you have chosen the account(s) that you want to appear on the letter, click the "Next" button to continue.

Clicking on the "Print" button will print the list of accounts you have selected for the clearance letter.

Clicking on the "Start Again" button will return you to the beginning of the process (the initial Start page). Any information entered for the current letter will be discarded.

 

 

Who is paying for the work?

On this page you will be identifying who is paying for the work or services. This party (sometimes known as the principal) is usually your own company. If you only have one WCB account number associated to your myWCB UserID, this information is automatically filled in for you. You will be taken directly to the next step.

You will only see this page if you have multiple WCB accounts associated to your myWCB UserID. To select the appropriate account:

1. Click on the "Account Number" drop down box and select the account that will be paying for the work or services.
2. Click on the "Next" button to continue.

 

Clicking on the "Previous" button will return you to the previous step in the process. Any account chosen on the current page will still be retained when you return to it.

Clicking on the "Start Again" button will return you to the beginning of the process (the initial Start page). Any information entered for the current letter will be discarded.

 

Send or View Clearance Letter

On this page you will be identifying where and how to send the clearance letter. You also have the ability to view the letter on your computer in a PDF format (requires Adobe Reader 6.0 or higher). The top of the page displays a summary of the information from the previous two steps. This includes:

On the left side: Your account number and legal name along with two optional entry fields. You can enter information into the "Attention To" and "Subject Line" fields if you require it. This information will appear in the address section of the clearance letter.

On the right side: Account number and legal name for the company performing the work or service. If you selected multiple accounts to appear on the clearance letter, this information will not appear.

Mailing address information, which appears on the clearance letter, is automatically retrieved, where available, from WCB-Alberta systems (unless it was manually entered in a previous step) - Jump to: "Steps to Edit the Address Section."

 

Delivery options for a Clearance Letter

Send Clearance To:

This section gives you three different options for sending a clearance letter.

Email: This is the most common and efficient method to send a clearance letter. It is the default selection and requires a valid email address.

Fax: This method allows you to send a clearance letter via fax to the given fax number. This option can only be used for destinations within Alberta. Fax numbers must have 10 digits and must not have any extensions.

Mail: This is the slowest method of sending a clearance letter. A physical copy of the letter is generated and sent through Canada Post via regular mail service. This method may take up to 10 days to deliver the clearance letter (Jump to: "Steps to send a Clearance Letter - via Canada Post").

 

Send Copy To:

This section allows you to optionally send a copy of the clearance letter to another destination.

The two methods available are Email and Fax (as described in the previous section). By default the "Do Not Send a Copy" option is selected.

 

Steps to send a Clearance Letter - Electronically

1. (optional) Enter the appropriate information in the "Attention to" and "Subject line" fields.
2. In the "Send Clearance to" section, choose a delivery method by clicking on either the "Email" or "Fax" radio buttons.
3. Enter either a valid email or fax number (depending upon which option you chose).
4. (optional) In the "Send Copy to" section, choose a delivery method by clicking on either the "Email" or "Fax" radio buttons. Fill in the appropriate information for your choice.
5. Click the "Send Letter" button.

 

Steps to send a Clearance Letter - via Canada Post

If it is necessary to have the clearance letter physically printed by WCB-Alberta and mailed via Canada Post, the following steps are required. This method cannot be combined with either of the electronic methods noted above.
Please consider the environment by distributing clearance letters electronically. If you have access to a printer, you can print clearance letters at your convenience.

1. Click on the "Mail via Canada Post" link on the bottom left of the page.
2. Click on the "Mail" radio button.
3. Select the recipient(s) you wish to mail the clearance letter to by selecting the checkbox beside "Send via Canada Post to."
4. (optional) Click on "Show Address" to view the mailing address. You can then click on the "Edit Address" link if you wish to modify the address where the clearance letter will be sent. A new window will pop up allowing you to update the address as required.
   This updated address will only be used for this one clearance letter and only if it is the mailing address being displayed for Canada Post mailing purposes. No permanent address changes for WCB-Alberta accounts can be made on this page.
5. Click the "Send Letter" button.

Steps to Edit the Address Section

If changes are required to the mailing address at the top of the letter, regardless of the selected delivery method (Email, Fax, Mail), follow these steps:

1. Click on the "Mail via Canada Post" link on the bottom left.
2. Click on the "Show Address" line.
3. Click on the "Edit Address" link.
4. Make the required changes.
5. Click on the "Save" button.

Addresses displayed in the body of a clearance letter cannot be changed.

 

Steps to View a Clearance Letter (PDF)

You can view the clearance letter before, or instead of, sending it.

1. Choose at minimum one delivery method (described above).
2. Click on the "View Letter (PDF)" button.
   Depending upon how your internet browser and computer are set up, you will see either a PDF version of the clearance letter in a new window or tab, OR a dialogue box may appear asking you to save the PDF file. You can choose to view, print or save a copy on your own computer. For more information on PDF files, click here.
3. Click on the "Exit" button if you do not need to send the letter OR click on the "Send Letter" button to now send the letter as previously described.

 

Clicking on the "Previous" button will return you to the previous step in the process. Any destination information chosen on the current page will still be retained when you return to it.

Clicking on the "Start Again" button will return you to the beginning of the process (the initial Start page). Any information entered for the current letter will be discarded.

 

 

My Lists

This page allows you to save and maintain lists of companies that you frequently hire to perform work or services. These lists can then be used to obtain clearance letters, instead of entering multiple account numbers each time.

Lists can be created, modified, deleted or signed up for automatic clearance notification.

 

Create New List

You can create an unlimited number of saved lists under your myWCB UserID. Each list must have a unique name. A list can contain a maximum of 1000 accounts. To create a new list, follow these steps:

1. Click on the "Create new list" link.
2. Enter a name for your list into the "List Name" box.
3. Add accounts to your list by either entering a valid account number or name in the "Account Number or Company Name" box.  A maximum of 1000 accounts can be added to your list.
   
   The intelligent search allows you to enter account numbers or company legal and trade names. Account numbers entered must be complete or no results will be returned. Legal and trade names do not have to be complete.
   
   After entering search criteria in the "Account Number or Company Name" field, click on the "Search" button. If there is an exact match, it will be automatically selected and will display in the "Selected Companies" section. Results which are not an exact match will display in the "Search Results" section. Additional searches can be performed if required.
   
   Clicking on the "Clear" button will blank out any search criteria previously entered and also clear the entire "Search Results" section. This button will not have any effect on the accounts added to the "Selected Companies" section; these will remain in that list.

4.   Click on the "Save" button to save the list.
5.   Click on the "Close" button to return to the "My Lists" page.

 

Modify a List

Previously saved lists can be updated at any time. Accounts can be both added and removed from a list by following these steps:

1. Choose the list to be updated from the "List" dropdown box.

2. Click the "Modify list" button.

Make any necessary modifications to the list. Accounts can be removed from the list by clicking on the "Remove" link for that account. New accounts can be added by to the list in the same manner as creating a new list.

3. Click on the "Save" button to save the changes made to the list.

4. Click on the "Close" button to return to the "My Lists" page.

 

Copy a List

To copy an existing list, follow these steps:

1. Click on the "Create new list" link.
2. Enter a unique List name.
3. Select the list you want to copy in the "Copy from an existing list" function.
4. Click "Add All" in the Search Results Section. All accounts from your existing list will be moved to the "Selected Companies" section.
5. Click on the "Save" button to save the new list.
6. Click on the "Close" button to return to the MyLists page.

 

 

Delete a List

If a list is no longer required, it can be permanently deleted.
CAUTION: Deleted lists cannot be restored once they have been deleted. 
To delete a list, follow these steps:

1. Choose the list to be deleted from the "List" dropdown box.

2. Click the "Delete list" button

If the list was signed up for Automatic Clearance Notifications, you will receive a final clearance letter on the accounts in this list.

Other List Functions

Lists can also be printed on your local printer or exported to a comma separated value (CSV) file to be saved on your computer.  For either of these functions, follows these steps:

1. Choose the list from the "List" dropdown box.

2. Click on the "Print" button to print the list.

OR

3. Click on the "Export" button to save it to a CSV file.

 

Request Clearance

To request a clearance on your list click on the "Request Clearance" button.

  

Summary of Lists

If you have five or more lists saved under your myWCB UserID, an additional feature is available. A link beside the "List" dropdown box called "View Summary of Lists" will be visible. By clicking on this link, a new window will pop up displaying a summary of all your lists. This will include: List Name, Number of Accounts in the list and whether or not the list has been signed up for Automatic Clearance Notifications.

From this window, you can select any list to work with, just as you would from the "List" dropdown box.

 

 

My Notifications

Automatic Clearance Notifications (ACN) eliminates your need to request ongoing clearances on your list of accounts. Having at least one saved list is required before you can use ACN. Registering a list into ACN frees you from having to do regular clearance checks, as the system will automatically notify you of any changes to the status of any account on your list.

Upon first registering a list for ACN, an initial clearance will be sent to the email address(es) you have provided indicating the status of each account on the list. For each business day thereafter, a report will be emailed to you identifying changes to any accounts that may affect your liability.

While a list is subscribed to ACN and any changes are made to that list, a clearance letter will be sent out specifically for any accounts that are added or removed from the list.

If you choose to remove the list from ACN, or delete the list, a final clearance letter will be sent for that list.

 

Registering a List for Automatic Clearance Notifications (ACN)

At least one list must be saved before you can proceed to register it in ACN. If you have not already done so, create and save a list. We recommend registering lists during regular business hours. This will allow the new subscription to be included in the overnight email process.
Follow these steps to register the list for ACN:

1. Click on the "My Notifications" tab.
2. From the "List" dropdown box, select the list to be registered. For each account number that is associated to your myWCB UserID, a row will appear displaying that account number and whether or not the list is already set up for ACN.
3. Click on the "Sign up" link to start registering the list for ACN. If more than one company appears here, click the 'Sign up' link beside the company that is requiring clearances.
4. Click on the "Signed up" checkbox to confirm the ACN subscription.
5. In the "Email Address(es)"  entry box, enter the email address where you want the clearance letter and reports to be sent.
   
   Clearance letters and daily ACN reports can be sent to up to six different email addresses. Click on the "Add another email address" link to open another email address box. Alternatively, clicking on the "Delete" link will remove that email address box.
6. By default, Labour clearance letters are used for ACN. For the vast majority of employers, this is what is required. However, if all the accounts on your list are vendors of primary timber products, then select "Yes" for the question "Are all companies on this list vendors of primary timber products (wholesale)?"
7. After the above steps have been completed, click on the "Save" button.

The list will now be subscribed to ACN. An initial clearance will be sent to the email address(es) identified and daily ACN reports will be emailed each business day.

 

Modifying ACN Setup

Various changes can be made to ACN once it has been set up. Email addresses can be added (up to six total) or removed or the entire list can be removed from ACN. To perform any of these actions, complete the following steps:

1. On the "My Notifications" tab, select the list that is currently signed up for ACN from the "List" dropdown box .
2. Click on the "Edit" link.
3. Add or Remove email addresses if required.
4. Uncheck the "Signed up" checkbox to remove the list from ACN.
5. • Note: It is not necessary to remove any or all email addresses to stop ACN. In fact, at least one email address must remain so that a final clearance can be sent. If you wish to remove all email addresses, first remove ACN sign up for the list, save the changes, then edit the set up a second time to remove all the email addresses.
6. Click on the "Save" button to save the changes or the "Cancel" button to abandon all changes.

 

If a list has been removed from ACN, a final clearance will be mailed to the email address(es) associated with the subscription.