Process
How BenefitLeakIQ Works
Two files from your HRIS. No system access. No credentials. No IT involvement. We cross-reference enrollment against payroll and deliver a detailed findings report in 5–7 business days.
What We Need
Two files. That's it.
Every HRIS platform can export these two standard reports. CSV or Excel format. No special configuration required.
Benefits Enrollment Export
A current snapshot of all employees enrolled in benefits plans — medical, dental, vision, life, disability, FSA/HSA, and 401(k). Includes dependents, coverage tiers, election amounts, and effective dates.
- Employee ID & name
- Plan name & coverage tier
- Enrolled dependents
- Election amounts
- Effective / termination dates
Payroll Register Export
A recent payroll register showing all benefit-related deductions and employer contributions. One to two pay periods is sufficient. We cross-reference this against the enrollment file to identify mismatches.
- Employee ID & name
- Gross / net pay
- Benefit deduction amounts
- Employer contribution amounts
- Pay period dates
No system access. No credentials. No IT involvement.
Your team exports two files from the platform you already use. We handle the rest.
Audit Scope
Six categories, examined in depth
Each audit covers every category below. The findings report details affected employees, dollar amounts, and recommended remediation.
Ghost Enrollees
Benefits still active for departed employees
Employees who have already left the company but remain enrolled on benefits plans — premiums still being paid by the employer every month. HRIS platforms process terminations, but benefits carriers aren't always notified in sync. The gap compounds silently.
What we check
- Active enrollment records for employees with no corresponding payroll activity
- Termination dates that precede the current benefits enrollment period
- Carrier invoice line items for employees not on active payroll
Ineligible Dependents
Ex-spouses, over-age children on plans
Dependents who no longer qualify for coverage — ex-spouses after divorce, children who aged out, domestic partners after separation. Plan documents define eligibility, but HRIS platforms don't cross-reference life events against those rules automatically.
What we check
- Dependent age against plan eligibility thresholds
- Spousal coverage status cross-referenced with available life-event records
- Domestic partner eligibility under current plan documents
Deduction / Payroll Sync Errors
Mismatches between elections and deductions
What employees elected during open enrollment doesn't match what's actually being deducted from payroll. Tier changes, mid-year qualifying events, and manual overrides create drift between the benefits system and the payroll system.
What we check
- Elected coverage tier vs. actual payroll deduction amount
- Mid-year qualifying event changes reflected in deductions
- Pre-tax vs. post-tax classification accuracy
FSA / HSA Contribution Mismatches
Incorrect employer seed/match amounts
Employer seed contributions and match amounts disbursed incorrectly against employee elections or IRS annual limits. HSA catch-up eligibility errors and mid-year plan change miscalculations compound across the workforce.
What we check
- Employer seed/match amounts vs. plan document terms
- Annual contribution totals against IRS limits
- HSA eligibility for employees on HDHP plans
401(k) Over-Match Errors
Match calculated against wrong data
Company matching contributions calculated against incorrect election percentages, outdated salary data, or plan document terms that don't match what the payroll system is executing.
What we check
- Match formula execution against plan document specifications
- Compensation basis used for match calculations
- True-up calculation accuracy for mid-year salary changes
ACA Threshold Miscalculation
Incorrect FTE headcount calculations
Incorrect full-time equivalent headcount calculations causing overpayment on mandatory coverage offerings or creating hidden penalty exposure under ACA reporting requirements.
What we check
- Full-time equivalent headcount methodology
- Variable-hour employee measurement periods
- Affordability safe harbor calculations
Timeline
5–7 business days from receipt of both files
Once we receive both the benefits enrollment export and the payroll register export, we begin the audit immediately. Most reports are delivered within five business days.
Files received
Audit in progress
Quality review
Report delivered
Important
BenefitLeakIQ is advisory only
The report is the deliverable. We identify overpayments, quantify the dollar impact, and provide actionable remediation guidance. We do not make changes to your benefits plans, payroll systems, or carrier enrollments. Your team decides what to act on and when.
Ready to find what your HRIS is missing?
Get a free estimate based on your company size and HRIS platform.