Even if your system testing went smoothly, errors in the enrollment file often happen when data is translated from your system into carrier file formats. One bad file can leave employees uncovered or payroll deductions completely off.
This post breaks down:
- What can (and does) go wrong with enrollment files
- Why these errors happen
- How to catch issues before they reach carriers or payroll
Even a simple year-over-year QA check can flag problems early. Don’t skip it.
WHAT GOES WRONG
- Flexible Spending Account (FSA) or Health Savings Account (HSA) elections exceed IRS limits
- Employees enroll in a High-Deductible Health Plan (HDHP) but don’t elect a corresponding HSA (communication gap)
- Family enrollments missing spouse/dependent data
- File sent in the wrong format (feed vs. spreadsheet for new plans)
- Carrier never receives or confirms the file
ROOT CAUSE
- No structured post-OE audit process in place
- Limited or no quality assurance of enrollment files before sending
- File layouts not updated for new or changed plans
- Assuming carriers received/processed files without written confirmation
HOW TO FIX IT
- Audit enrollment files against system records before sending
- Validate election amounts against IRS limits and plan rules
- Confirm dependent and spouse data is included for family enrollments
- Confirm file formats for new plans match carrier requirements
- Always confirm in writing that the carrier received and loaded the file successfully
Want to avoid costly surprises during Open Enrollment? We can help. Let’s connect.
