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  • Employer Compliance

COIDA Registration Requirements: What You Need to Know for 2026

What is the coida registration requirements in 2026, our experts break it down

Companies in South Africa must follow the COIDA registration requirements in order to protect their employees from work-related injuries and illnesses.

Workers who become ill or injured in the workplace are protected by the COIDA law. Upon completing the COID registration process, your business will be issued a Letter of Good Standing and a distinct COIDA company registration number. Once registered, the Compensation Fund covers qualifying claims, reducing the risk of employers having to compensate employees directly.

Over the years, Company Partners has assisted thousands of companies with COID registration. To make things easier for you, we have put together an expert guide of what we’ve learned and how to make sure your business follows COIDA registration requirements in 2026.

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During 2025, over 4,906 companies contacted Company Partners to assist with their registration at the Department of Labour.

Why is the COIDA important and what does it entail?

Workers who suffer injuries or illnesses on the job are guaranteed financial assistance to help pay for medical expenses, replace lost income in the event of disability or death, and support their families according to the Compensation for Occupational Injuries and Diseases Act No. 130 of 1993 (COIDA).

A few examples of this would be: 

  • If an employee doing work that requires climbing a ladder as part of their duties, fall off the ladder, or
  • if an employee that works for a pesticide company contracts a lung disease from prolonged exposure.

COIDA registration is thus a vital legal requirement for businesses to safeguard both employers and employees.

You may wonder how much an employee can be compensated in the event of a temporary disability resulting from a workplace injury.  Let’s look at an example:

Formula for Monthly-Paid Employees:

  • The worker receives 75% of their normal monthly wage.
  • Formula: Monthly wage x 75 ÷ 100 = Compensation

Formula for Weekly-Paid Employees

  • First, convert the weekly wage into a monthly amount.
  • Formula: (Weekly wage x 4) + (Weekly wage ÷ 3) = Monthly wage
  • Then, calculate 75% of the monthly wage. Monthly wage x 75 ÷ 100 = Compensation

Example

Let’s calculate the compensation for Thembiso, who earns R255 per week and is temporarily totally disabled after sustaining an injury on a construction site.

1. Multiply the weekly wage by 4 to get the base monthly wage: R255 x 4 = R1 020
2. Divide the weekly wage by 3: R255 ÷ 3 = R85
3. Add these two figures to get the total monthly wage: R1 020 + R85 = R1 105
4. Now, calculate 75% of the monthly wage: R1 105 x 75 ÷ 100 = R828,75

Thembiso’s compensation would be R828,75 per month.

Companies risk fines and employee lawsuits

Companies risk fines and employee lawsuits in the event of work-related illnesses or injuries if they do not comply with COIDA. If you want to provide a safety net for your employees, you should register so that your contributions go into a fund that handles and pays out these claims.

You can look at COIDA as a form of insurance that significantly reduces an employer’s liability for civil claims related to workplace injuries or diseases.

What Businesses Must Register for COIDA?

As per the COID Act, any employer who hires one or more employees, whether temporary, part-time, or full-time, must register for COIDA. This requirement applies to companies and individuals engaging in business activities that pose a risk of occupational injuries or illnesses to their employees.

Examples of employees who fall under COIDA:

  • a casual employee employed for the purpose of the employer’s business;
  • a director or member of a body corporate who has entered into a contract of service or apprenticeship or learnership with the body corporate, in so far as he acts within the scope of his employment in terms of such contract;
  • a person provided by a labour broker against payment to a client for the rendering of a service or the performance of work, and for which service or work such person is paid by the labour broker;
  • in the case of a deceased employee, his dependents, and in the case of an employee who is a person under disability, a curator acting on behalf of that employee; but does not include:
  •  
See a list of examples of what type of employees fall under coida registration online
  • a person, including a person in the employ of the State, performing military service or undergoing training referred to in the Defence Act, 1957 (Act No. 44 of 1957), and who is not a member of the Permanent Force of the South African Defence Force;
  • a member of the Permanent Force of the South African Defence Force while on “service in defence of the Republic” as defined in section 1 of the Defence Act, 1957;
  • a member of the South African Police Force while employed in terms of section 7 of the Police Act, 1958 (Act No. 7 of 1958), on “service in defence of the Republic” as defined in section 1 of the Defence Act, 1957;
  • a person who contracts for the carrying out of work and himself engages other persons to perform such work;
  • a domestic employee employed as such in a private household.

How Do You Register for COIDA?

Visit the Online Portal

Head over to the Department of Employment and Labour’s COIDA online registration portal to initiate the registration process.

Submit the Required Documents

To register, you’ll need:

  • A completed W.As.2 form, which is the Employer Registration Form.
  • Proof of business registration (CIPC certificate for companies).
  • The company’s tax clearance certificate from SARS.
  • Identity documents of directors, owners, or partners.
  •  

Pay the Registration Fee

The registration fee varies depending on your industry and the number of employees. It’s critical to be aware of this fee as part of your business’s operational costs. If you’re wondering how much COIDA registration costs, it will depend on the nature of your business and employee salaries, as the premiums are calculated based on your annual wage bill.

We break down the different categories and how the COIDA registration fee, including the annual assessment, is calculated here.

Receive Your Registration Number

After you’ve sent in your paperwork and paid, the Department will give you a unique COIDA registration number. This is what is referred to as a “CF” number with 990000 followed by 6 unique numbers.

A top tip from our experts is to keep your coid registration number safe for ease of use in applications

Expert Tip: Keep your COIDA registration number safe, as you’ll need it for annual submissions and other interactions with the Department of Employment and Labour.

COIDA Compliance: What Happens After Registration?

After you’re registered, it’s important to maintain compliance by ensuring that you follow all the rules and regulations. Employers are required to submit a Return of Earnings (ROE) annually as a declaration of the total wages paid to employees. The ROE submission determines how much you need to contribute to the compensation fund for the year.

This is based on the salaries you pay your employees and the risk factors associated with your business.

COIDA Return of Earnings

Your ROE submission ensures your employees remain covered and that you comply with the COIDA Act. Here are a few steps for submitting your Return of Earnings:

1. Prepare Payroll Data
Ensure all employee earnings are calculated and ready to submit. For the 2025/2026 assessment year, the maximum earnings threshold per employee is set at R633,168, meaning any amount above this is not included in the ROE calculation.

2. Submit via the Department’s Portal
The easiest way to submit your ROE is through the Department of Employment and Labour’s online submission portal. Late submissions can result in penalties, so aim to submit well before the deadline. The Department also provides a comprehensive 95-page ROE system manual that will guide you on how the system works.

3. Get a COIDA Letter of Good Standing
After submitting your ROE and making the required payment, you’ll receive a Letter of Good Standing. This is proof that your business is compliant with the COIDA. Without this letter, you may struggle to secure contracts, as many clients require it before entering into business agreements. For a more in-depth understanding of the Letter of Good Standing, you can refer to this insightful guide

Wondering how long it takes?

How long does it take to get a Letter of Good Standing for your business from COIDA? Well, Company Partners offers an expedited service to help you get a Letter of Good Standing fast (within 48 hours).
Get a FREE Consultation

COIDA Registration Deadlines and Processing Time

Typically, the deadline for registering with COIDA aligns with the end of the financial year. Therefore, it’s a good idea to register as early as possible, especially if you’re a new employer, to steer clear of any penalties.

Once successfully registered, you must submit your ROE by 30 June 2026 (subject to change) to avoid penalties and to continue benefiting from COIDA coverage. Keep in mind that while the online registration process is faster than traditional methods, it can still take several weeks, depending on the volume of applications.

If you’re wondering how long COIDA registration takes, it generally takes a week if done through services like Company Partners. However, the entire process can take longer if you’re not using an expedited service offered by experts like those at Company Partners.

Key Compliance Tips for COIDA in 2026

To avoid delays or penalties, ensure the following:

  1. Submit Early: Start your ROE preparations as early as April 2026 to avoid the rush and possible penalties.
  2. Update Employee Earnings: Ensure your employee earnings are correctly updated, particularly for employees who have changed roles or salaries.
  3. Avoid Last-Minute Penalties: Late submissions attract a 10% penalty, so don’t wait until the last minute to submit your Return of Earnings.
  4. Knowledge: Ensure you understand how COIDA works to make sure you don’t get duped by shady consultants or scam artists.


Some additional resources

  1. Understanding COIDA registration in 7 minutes.
  2. The most Frequently Asked Questions about COIDA Registration in 5 minutes.

In Conclusion

South African firms must register with COIDA for two reasons: first, to comply with regulatory obligations; and second, to protect their employees and the company itself. If you are a business owner looking for assistance with the registration procedure, Company Partners can help you speed it up while still guaranteeing compliance. Act promptly. Prioritise your company’s compliance today rather than waiting until the deadline sneaks up on you!

To get in-depth advice on the topic, you can check out the Navigating Workman’s Compensation in South Africa page or use Our FREE COIDA Return of Earnings Calculator to help simplify your submissions.

Frequently Asked Questions about Registering for COIDA

Registration can be done through the Department of Labour’s online portal. Alternatively, you can use services like Company Partners for fast COIDA Registration in 1 Week!

You’ll need your company registration details, tax clearance certificate, and payroll data.

On average, registration takes a week, but using services like Company Partners can expedite the process.

Please note that registration can take longer where your registration is flagged for an audit or where the system at the Department of Labour is down.

It’s proof that your business is compliant with COIDA. This letter is often required for tenders and contracts. Learn more about how to get your Letter of Good Standing fast.

For businesses who want to ensure they are registered fast and correctly, Company Partners offers Fast COIDA Registration in 1 Week!

Contact us today!

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