Evidence Files
Binder panels and evidence-file cards. No uploads, no save state, and no assignment behavior.
Choose an evidence template below, or download the full evidence packet.
Strategy & Plan Design
Feasibility, class design, contribution strategy, and affordability assumptions.
Finance & Funding
Funding controls, payment setup, reimbursement workflow, and monthly reconciliation.
Operations & Implementation
Eligibility, new hire, termination, offboarding, QLE, and SEP resources.
Compliance & Governance
Plan documents, notices, attestations, reporting, continuation rights, privacy, and audit records.
Employee Experience
Education, enrollment, payment support, reimbursement support, and renewal evidence.
Strategy & Plan Design
What design best serves this employer?
Start with these evidence records
Common evidence to retain
- Design assumptions and employer goals
- Class rationale and contribution model
- Market-fit and geography notes
- Design risk review and approval record
Review-sensitive evidence
- Affordability or subsidy implications
- Hybrid class design or contribution mismatch
- Employer approval or rejected-design record
Finance & Funding
How will funding, reimbursement, payroll, and reconciliation stay controlled?
Start with these evidence records
Common evidence to retain
- Funding authorization and contribution assumptions
- Reimbursement reports and substantiation notes
- Payroll and reconciliation notes
- Variance, payment issue, and discrepancy records
Review-sensitive evidence
- Pre-tax payroll treatment questions
- Payment failure or coverage-risk issue
- Subsidy or tax-credit interaction
Operations & Implementation
Who owns the workflow, handoff, system setup, and exception path?
Start with these evidence records
Common evidence to retain
- Eligibility files and system setup notes
- Vendor scope and technology fit records
- Support routing and SOP records
- Launch readiness and renewal readiness exports
Review-sensitive evidence
- Unowned handoff or vendor scope gap
- Privacy-sensitive data path
- Repeated exception or launch readiness gap
Compliance & Governance
What needs qualified review, source control, documentation, or retained evidence?
Start with these evidence records
Common evidence to retain
- Plan documents and source/version notes
- Notice, SPD/SMM, and delivery evidence
- COBRA/MSP/HIPAA review notes
- Claims, appeals, audit file, and compliance index
Review-sensitive evidence
- Legal, tax, ERISA, COBRA, Medicare/MSP, or HIPAA issue
- Notice timing or delivery uncertainty
- Claims or appeals issue
Employee Experience
How will employees understand, choose, enroll, pay, get reimbursed, and know where to go for help?
Start with these evidence records
Common evidence to retain
- Support logs and communication records
- Plan shopping guidance boundaries
- Escalation and follow-up notes
- Reimbursement support and employee experience records
Review-sensitive evidence
- Plan recommendation risk
- APTC/CSR, Medicare, COBRA, or coverage coordination question
- Employee-facing communication or payment issue
Feasibility Memo and Go/No-Go Recommendation
Use this to document whether the reimbursement model is viable before implementation resources are committed.
Class Worksheet and Review Notes
Use this to retain class structure assumptions, eligibility criteria, reviewer notes, and approval evidence.
Contribution Model and Approval Record
Use this to preserve contribution design decisions, modeling assumptions, and final approval support.
Affordability File and Assumptions
Use this to organize affordability assumptions, safe-harbor inputs, and review notes before relying on contribution results.
Funding Workflow and Payment Issue Process
Use this to document funding controls, payment timing, issue routing, and reconciliation owners.
Monthly Reconciliation Report and Discrepancy Log
Use this to track monthly reimbursement totals, discrepancies, corrections, and retained finance support.
Validated Eligibility File and Load Report
Use this to retain eligibility source files, validation checks, load confirmation, and exception handling.
New Hire Procedure and Notice Evidence
Use this to document new-hire timing, notice delivery support, and enrollment handoff evidence.
Offboarding Workflow and Continuation Handoff
Use this to preserve termination timing, offboarding actions, and continuation-rights handoff evidence.
QLE/SEP Workflow and Employee Instructions
Use this to document qualifying event intake, special enrollment instructions, and employee support routing.
Executed Plan Document and Adoption Record
Use this to retain adopted plan documents, approval records, and governance evidence in one reference point.
SPD/SMM and Distribution Evidence
Use this to preserve summary document distribution records, recipient scope, and update evidence.
Notice Package and Delivery Log
Use this to document required notice packages, delivery method, recipient scope, and retained delivery proof.
Attestation and Proof-of-Coverage Records
Use this to organize coverage attestations, proof records, review notes, and exception handling.
Reporting Support File and Filing Evidence
Use this to retain reporting inputs, filing support, review notes, and final confirmation evidence.
Privacy Review, Data Map, and Access List
Use this to document data flows, access limits, privacy review notes, and vendor handoff boundaries.
Audit File Index and Records
Use this to maintain a structured index of records, owners, storage locations, and review history.
Education Resource, FAQ, and Attendance Evidence
Use this to retain employee education materials, attendance support, and FAQ version history.
Support Routing and Plan Shopping Support Record
Use this to document support routing, plan-shopping boundaries, and employee assistance records.
Payment Instructions and Failed Payment Escalation Process
Use this to preserve payment instructions, failed-payment routing, escalation notes, and resolution evidence.
Reimbursement Guide and Support Log
Use this to document reimbursement instructions, proof support, issue handling, and substantiation boundaries.
Renewal Memo and Updated Notices
Use this to retain renewal decisions, updated notice support, change notes, and next-year assumptions.