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.

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.

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

You can contact the Whitehaven team on 1300 306 384 during business hours or email whitehavencompliance@pegasus.net.au

Please refer to the privacy policy.

Yes, We offers an escalation procedure.

We understands that there are times when you’ll need your data application or access ID cards to be processed faster than our standard delivery time of two working days.

Click to review the Data Escalation Policy.

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 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:

• WorkCover NSW
• WorkSafe Victoria
• WorkSafe Queensland
• Safe Work Australia
• SAI Global

Payments made 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 End User Service Agreement for more details.

Registration is currently valid for one year.

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.

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.

The costs below include induction bookings unless otherwise stated.

First year contractor registration: $90 + GST (including card)

Annual subscription renewal: $45 + GST annual

Replacement access ID card: $30 + 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 Underground: $25 + GST

NB if a worker has been given a training plan for Open Cut sites, you must select a training plan role and their primary role.

Replacement cards are ordered through the system and cost $30 + GST per card.

Inductions are currently valid for three years.