What Employers Should Double-Check in Their Benefits Setup Before Q2 Hits
The first few months of the year can feel like a recovery period after Open Enrollment, but this time is also one of the best opportunities to tighten up your benefits administration before small issues turn into bigger problems.
A quick early-year review helps ensure your plans are operating the way you intended, employees are receiving the right information, and all compliance tasks are on track. Here’s a practical checklist to walk through before Q2 arrives.
1. Confirm Contribution Limits & Plan Settings Are Accurate
Even minor configuration errors can impact payroll, employee deductions, and reimbursement timelines.
Double-check:
Annual FSA, HSA, and HRA limits
Employer match or contribution settings
Carryover or grace period rules
Dependent care settings and eligibility
Effective dates and new hire waiting periods
If your system handles multiple spending accounts, make sure limits and rollovers match your current plan documents and not last year’s settings.
2. Review Eligibility Files for Accuracy
Eligibility errors are one of the most common causes of enrollment issues, ID card delays, and employee frustration.
Look for:
New hires who may not have been added
Terminations not yet processed
Employees with outdated dependents
Status changes (full-time ↔ part-time) that affect eligibility
If you’ve had turnover since OE, this review is essential.
3. Reconcile Carrier Feeds to Prevent Billing & Coverage Issues
Carrier feeds are typically reliable, but they’re not incapable of errors. Early in the year is the safest time to catch mismatches.
Check for:
Employees enrolled in the wrong tier
Missing dependents
Plans accidentally carried over
Incorrect effective dates
Files stuck in “pending” or “error” status
Spotting mismatches now helps avoid billing disputes and frustrated employees later.
4. Update & Organize Your Plan Documents
Plan documents are often updated during renewal, but not always uploaded or linked correctly after OE.
Make sure:
All new Summary Plan Descriptions (SPDs) and benefit summaries are available
Old versions are removed to avoid confusion
Contribution tables match your current plans
Any mid-year amendments are reflected in your system
Clear, accessible documents go a long way in reducing HR support tickets.
5. Refresh Your Onboarding & New Hire Enrollment Process
This is an ideal moment to review how new employees experience your benefits program.
Assess:
Is the enrollment flow easy to understand?
Are instructions clear and current?
Do new hires receive timely reminders?
Are dependents or beneficiaries being captured correctly?
A small update now prevents issues from stacking up as more employees onboard throughout the year.
6. Send Reminders for Spending Accounts (FSA, HSA, HRA)
Employees often start the year with new account balances, but not always with a full understanding of how their accounts work.
Share reminders about:
Eligible expenses
How to use benefit cards
Claim submission requirements
Deadlines for spending or reimbursement
Where to view balances
These touchpoints can dramatically reduce help-desk questions.
7. Check COBRA Notifications & Termination Processes
COBRA compliance is easy to overlook when things get busy.
Confirm:
Terminations are being sent automatically (or on schedule)
Qualifying event notices are accurate
Rates match your current plans
Employees aren’t remaining enrolled after termination
A quick audit helps prevent compliance issues and unexpected coverage expenses.
8. Review Your Employee Communication Plan
Once the rush of OE is over, employees still need guidance throughout the year.
Consider sending:
Benefit reminders
FSA/HSA/HRA education
Tutorials on using the benefits portal
Updates on plan changes or mid-year opportunities
Consistent, simple communication helps employees use their benefits confidently.
How Helix Supports Your Year-Round Benefits Administration
A strong start to the year sets the foundation for a smoother benefits experience, and Helix is here to support every step. Our team provides comprehensive benefits administration services, including eligibility file management, carrier feed monitoring, FSA/HSA/HRA administration, COBRA processing, plan setup reviews, and ongoing employee support. We partner with employers to streamline daily operations, reduce errors, and create a more predictable, reliable benefits process throughout the year.
If your team could use support tightening up your setup before Q2, connect with Helix to ensure your benefits program runs the way it should all year long.