Whitehaven Coal

Documents & FAQs

Documents & FAQs

Please click to open the associated PDF below.

System User Guides

Contractor Documents

Helpful Resources

This Knowledge Base includes steps to help an administrator check company compliance, search for and edit employees, run reports on competencies or work hours, and create users, among other helpful tips. This process can be completed in Onsite, the Pegasus software that powers the Whitehaven Contractor Management System.

The Business Rules specify the requirements of the documents you upload in the system. Ensuring your documents meet these requirements will save time and have you approved faster.

Complete and return this form if you have a new worker who is already registered to a different company in the system, and you need them added to your company. Workers can be removed from your company by an administrator directly in the system. Instructions on how to complete this process are available under the End Employment sub-heading of this page: https://kb.pegasus.net.au/display/OCCS/Person

The SMS Knowledge Base is a resource, divided into categories, that explains and gives context to the types of documents you’re being asked to supply in your SMS review.

Frequently Asked Questions

Please click to expand the Frequently Asked Questions below.

Companies

How do I register to work for Whitehaven Coal?

Visit the Registration Process page for details about how to register. You start by registering your business, and on successful business registration, you will be invited to register your workers to access site.

What benefit does the online contractor management system have for my company and workers?

The system is your key for working with Whitehaven. It ensures your company is registered and your workers are safe and qualified to be on our sites, reducing risk.

How much does company registration cost?

The cost of company registration and document verification depends on the category of work you do on our sites. The costs outlined below are determined by the complexity and verification needed for your registration.

  • Class A contractors: $150 + GST every 3 years + $100 every year.  Year 1 total cost: $250 + GST
  • Class B contractors – $350 + GST every 3 years + $100 every year. Year 1 total cost: $450 + GST
  • Class C contractors – $450 + GST every 3 years + $100 every year. Year 1 total cost: $550 + GST
  • Subcontractors – $100 + GST every year

If your Whitehaven Coal contract owner/coordinator has not yet issued your Safety Management System paperwork, you can still register to book your workers an induction. Registrations under this category require insurance and licence uploads (if appropriate) and costs $100 + GST for a 12 month subscription.

What’s a Safety Management System review?

A Safety Management System (SMS) review is an independent desktop audit of your Work Health and Safety documents completed by a qualified WHS professional. The review will compare your information against legal and industry requirements to ensure your systems are meeting these obligations. You’ll be contacted when the SMS review is complete and you are compliant in the system. If you do not pass the SMS review, we’ll send you a corrective action report detailing the action we can help you take to become compliant. You will not be compliant unless your SMS has been approved.

The documents you’ll be asked to upload in the system depend on your category and may include, but are not limited to:

  • WHS / OHS Policy
  • Environmental Policy
  • Risk Management Procedures
  • Systems of Work process including incident management
  • Drug and Alcohol management
  • Emergency management
  • Training procedures including induction management
  • Sub-Contractor Management (if applicable)
  • Continual improvement processes

Resources to help you

To help you complete this important process, please review the Pegasus SMS Knowledge Base.

What is the SMS Knowledge Base?

The SMS Knowledge Base is a resource, divided into categories, that explains and gives context to the types of documents you’re being asked to supply in your SMS review.

Clicking to open a category will give you more details about what to supply, with examples of the types of policies, reports or charts that you will need to upload as evidence. It’s important to remember that anything you provide must relate specifically to your business, and  incomplete templates will not be accepted.

Useful links to help you with your SMS review:

Can I get a refund?

Payments made to Pegasus for the verification of uploaded insurances and licenses and the review of safety management system documents are final. Under no circumstances will a refund of fees be granted after the document verification process has begun. Please refer to the terms and conditions for more details.

How long is company registration valid for?

Registration is currently valid for one year.

How often do I need to provide my company insurances and licenses?

You only need to provide licenses and insurances relevant to the work you do on our sites. These are collected when you register through the contractor portal. When they are due to expire, you’ll be emailed a reminder that renewal is due and asked to provide updated policies or licences.

If your company changes the type of work you do for Whitehaven Coal, you may need to provide additional documentation. You must ensure your insurances and licenses are kept current in the system so your company remains compliant. There is no charge for keeping insurance and licenses up to date.

Workers

How do I complete a Whitehaven site induction?

All site inductions are booked online in the Contractor Management System, Once a company is registered, a company administrator will enter the worker’s details and upload a passport sized photo so they can enrol the worker in the induction. The administrator will then give the worker details of the place and time of each induction. At the successful completion of the induction, workers are given contractor cards at site.

How much does worker registration and inductions cost?

The costs below include induction bookings unless otherwise stated.

First year contractor registration: $80 + GST (including card)

Annual subscription renewal: $35 + GST annual

Replacement access ID card: $10 + GST

Training costs (valid for three years)

+ Whitehaven Coal Generic Induction – included in registration and renewal cost

+ Whitehaven Coal Open Cut Induction – included in registration and renewal cost

+ Narrabri Surface: $25 + GST

+ Narrabri Underground: $25 + GST

How do I get a replacement contractor card?

Replacement cards are ordered through the system and cost $10 + GST per card.

How long is my induction valid for?

Inductions are currently valid for three years.