HRB Compliance File Index
Provide a central index for compliance files, plan documents, notices, substantiation, affordability/ALE files, COBRA/MSP review notes, support records, and retained evidence.
Purpose
Provide a central index for compliance files, plan documents, notices, substantiation, affordability/ALE files, COBRA/MSP review notes, support records, and retained evidence.
When to use
Use when assembling a compliance file, preparing for audit readiness, checking missing evidence, or handing work between owners.
Who should use this
Compliance reviewer, evidence owner, HR, advisor, employer sponsor, or operations lead.
Review boundary
This index organizes evidence. It does not create or replace plan documents, legal review, tax review, or compliance determinations.
Resource sections
Plan documents
- Identify current plan document, adoption record, amendments, and version notes.
- Record owner and reviewer.
- Link to the plan document checklist.
SPD/SMM and delivery
- Index SPD/SMM versions, audience, delivery method, and delivery proof.
- Record source/version notes.
- Route ERISA delivery questions to qualified review.
Notices and delivery logs
- Index notice templates, source notes, delivery logs, and exceptions.
- Record review owner and evidence location.
- Keep required notices separate from education materials.
Substantiation and reimbursement evidence
- Index proof standards, reimbursement records, denial/correction notes, and evidence locations.
- Name the owner and reviewer.
- Route tax or plan-term questions.
ALE/affordability files
- Index ALE/FTE, affordability, contribution, class, and reporting review files.
- Record source/version notes.
- Route mandate or penalty exposure issues.
COBRA/MSP/HIPAA review notes
- Index COBRA, Medicare/MSP, HIPAA/privacy, and special review records.
- Keep personal details out of the index.
- Identify qualified review path.
Claims and appeals
- Index claims procedure, denial/approval records, appeal records, and decision notices.
- Record retention location.
- Route procedure questions to plan and qualified review.
Vendor/scope records
- Index SOW, platform scope, handoff records, exception paths, and vendor evidence outputs.
- Record owner and reviewer.
- Link to technology or platform diagnostics.
Employee support evidence
- Index support model, escalation records, communication templates, and employee experience evidence.
- Respect privacy boundaries.
- Route sensitive support issues.
Evidence location map
- Record where each file area lives.
- Flag missing owners, stale versions, or open issues.
- Retain the index export or print.
Evidence to retain
- Compliance file index - Retain with the audit file, evidence map, or review record as applicable.
- Evidence location map - Retain with the audit file, evidence map, or review record as applicable.
- Source/version notes - Retain with the audit file, evidence map, or review record as applicable.
- Review notes - Retain with the audit file, evidence map, or review record as applicable.
- Open issue list - Retain with the audit file, evidence map, or review record as applicable.
- Update history - Retain with the audit file, evidence map, or review record as applicable.
Evidence is not saved in this static version. Assign an owner, repeat the process consistently, review exceptions, explain the rationale, and retain copies in the employer file or local project record.
Print, Copy, or Export This Resource
No database records or server-side files are created. Use these browser-only actions to retain a local copy.
This index organizes evidence. It does not create or replace plan documents, legal review, tax review, or compliance determinations.