Client Overview

A privately held employer in Northwest Ohio with 100–120 employees and a well-established internal HR department partnered with WorkSpring to ensure compliance with federal benefits regulations. While their HR team was experienced in managing employee relations, benefits, recruiting, and compensation, they turned to WorkSpring for expert assistance with Form 5500 filings—a crucial aspect of annual benefits compliance.

The Challenge

During a WorkSpring-led HR audit, it was recommended that the organization complete a benefits compliance review to ensure alignment with Department of Labor (DOL), ERISA, and IRS regulations. A key concern emerged: Form 5500 filings for their welfare benefit plans.

Historically, the organization had not been required to file because their enrolled employee count had remained under the 100-participant threshold. However, recent enrollment increases pushed them over that limit—triggering new compliance requirements.

Key Issues Identified:

• Welfare plan enrollment exceeded the 100-count threshold in the previous year.
• No Form 5500 had been filed for that year yet, possibly exposing the organization to penalties.
• There was uncertainty around required documentation, deadlines, and potential back-filing obligations.

Our Solution

WorkSpring collaborated directly with the HR department and the organization’s benefits broker to evaluate filing obligations and ensure compliance moving forward.

Our support included:

• Reviewing enrollment numbers for current and past plan years.
• Verifying availability of Schedule A documents from carriers to assess filing requirements.
• Confirming that Form 5500 was required for the prior plan year, but not retroactively beyond that.
• Advising on deadline protocols: 7 months post plan year-end (July 31), with an optional extension to October 15.
• Educating the HR team on late-filing options through the Delinquent Filers Voluntary Compliance Program (DFVCP) to reduce penalty exposure.

The Results

Thanks to this proactive partnership:

• The organization successfully filed the necessary Form 5500 for the previous plan year, aligning with federal regulations.
• They gained a clearer understanding of thresholds, required documentation, and filing timelines.
• Future compliance risks were mitigated.
• The company is now equipped to stay compliant annually, avoiding costly penalties and upholding employee trust.

Why It Matters

Form 5500 compliance isn’t just a checkbox—it’s a legal and financial safeguard. For growing organizations, it can be easy to overlook the 100-participant rule or assume brokers are handling every filing. WorkSpring helps companies avoid surprises, reduce risk, and protect employee benefits with clear guidance and hands-on support.

Bonus: Correcting missed filings through the DFVCP can save thousands of dollars in penalties compared to being caught later during an audit.

Ready to Build or Strengthen Your HR Foundation?

Whether you're building HR processes from the ground up or need help aligning your benefits compliance strategy with business goals, WorkSpring can help.

Contact us at: workspring.org/hr-solutions/contact-us