## Purpose and Scope
Track vendor and subcontractor insurance and contracts so coverage is current, complete, and compliant. The process covers certificates of insurance, W-9 forms, and safety agreements.
## Tracking
Record company name, contact details, certificate, effective and expiration dates, W-9, safety agreement, and update history in the approved tracking sheet. Store related files in the approved company folder.
## Validation and Renewal
1. Compare certificate coverage with required limits.
2. Confirm required coverage types, including general liability, workers’ compensation, auto, and umbrella, are active.
3. Review monthly or quarterly.
4. Notify the responsible owner at least 30 days before expiration.
5. Replace expired documents when renewals arrive.
Document expired policies, insufficient coverage, missing files, and incomplete records. Escalate immediately and await direction before vendor follow-up. Periodically verify each folder is complete and current.