The required file profile is dynamically determined by your entity type (Corporate, Non-Profit, or Government Agency) and your total employee group size. This ensures you only compile documentation legally applicable to your framework.

NOTE: This is a structural overview checklist; specialized data logs may be requested depending on plan complexity and underwriting structures.

1. The Master Personnel & Benefits Census (Mandatory Baseline)

  • Mandatory Technical Format: Microsoft Excel (.XLSX) or Comma-Separated Values (.CSV). Scanned images, handwriting, or text-document formats (.PDF, .DOCX) are strictly rejected to ensure error-free data ingestion.
  • Personnel Identifiers: Employee ID (EE ID), Member ID (Mem ID), Last Name, First Initial, Member Type (FT, PT, Contractor, Freelance), and Member Salary Type (hourly, salary, project-based).
  • Demographic Risk Markers: Gender, Date of Birth (DOB), Age, State, and Zip Code.
  • Current Plan Parameters: Coverage Status, Medicare Status, Tobacco Status, and Name of Current Plan for Medical, Dental, Vision, and Group Life.

2. Secondary Documentation Parameters (Applied by Entity and Size Layout)

  • Mandatory Technical Format for all compliance and informational records: Clear Adobe PDF (.PDF).
  • Groups with 20+ Personnel: State or Federal COBRA election logs and contribution metrics. [Format: .PDF]
  • Groups with 50+ Personnel (All Sectors): Most recent IRS Form 1094-C and 1095-C annual schedules to verify Affordable Care Act (ACA) employer compliance. [Format: .PDF]
  • Corporate & Non-Profit Entities with 100+ Personnel: Most recent Federal ERISA Form 5500 filings and associated financial schedules, along with ERISA 408(b)(2) retirement fee disclosures. [Format: .PDF] (Public Government Agencies are strictly exempt from this parameter).
  • Workforce Compliance Track (All Entities): Summary of Benefits and Coverage (SBCs), current carrier premium rate sheets, employer/employee premium contribution formulas, and Summary Plan Descriptions (SPDs). [Format: .PDF]
  • Payroll Optimization Registers (All Entities): Current Year-to-Date (YTD) payroll benefit deduction registers and de-identified payroll tax logs. [Format: .XLSX or system-generated data .PDF export]
  • Fiscal Logistics Track (All Entities): 12 months of consecutive carrier premium billing statements, retirement plan asset/fund allocations, and CAA Section 202 Broker/Consultant Compensation Disclosures. [Format: .PDF]
  • Institutional Continuity Track (Private Corporations Only): Active corporate buy-sell agreements, corporate operating agreements/bylaws, independent business valuation reports, active key-person life or disability policy declarations, and current in-force permanent ledger illustrations including documented beneficiary allocations. [Format: .PDF]
  • Institutional Continuity Track (Government & Non-Profits Only): Formal Executive Succession Plans, organizational dependency charts, and active Continuity of Operations Plans (COOP). [Format: .PDF]

NOTE: You will have access to a more comprehensive document to assist with providing the proper documentation as part of the onboarding process.