Contribution processing
Receive payroll data, validate required fields and totals, identify exceptions, route them for resolution, post approved transactions, and reconcile.
OPERATIONS BEFORE HYPE
Designed around the work that moves a plan forward.
Features matter when they support a real operating process. These workflow examples illustrate the product direction and provide a starting point for validating what a TPA needs first.
ILLUSTRATIVE WORKFLOW MAPS
Follow the process, including the exceptions.
Plan administration
Capture plan configuration, track key participant events, manage required data, and organize review steps and supporting records.
Nondiscrimination testing & Form 5500 prep
Screen ADP/ACP, 410(b), top-heavy, 402(g) and 415(c) results mid-year or at year end, document decisions, and prepare Form 5500 inputs for qualified staff review.
Recordkeeping & reconciliation
Track participant-level activity and compare imported values, posted transactions, and expected totals using defined controls.
Billing & proposal preparation
Connect plan and service data to fee preparation, review, proposal creation, and customer-facing documentation.
Employer & participant service
Provide an organized path to information and service actions, with access appropriate to each user’s role.
These are workflow concepts and intended capabilities. They are not screenshots of a production system or a representation that every step is currently available. Pilot scope must be confirmed against the working product.
WORKFLOW LIBRARY
Long-form guides for each stage of the process.
401(k) exception tracking
Detect discrepancies, work them in one queue with linked records, and close each with resolution notes for the audit trail.
Read the guide →Automating 401(k) payroll validation
Receive payroll CSV files, validate them against the census and plan rules, route exceptions, and post only clean batches.
Read the guide →Running a compliance deadline calendar
Track regulatory deadlines per plan across plan years, assign owners, and link each deadline to the project task that meets it.
Read the guide →Nondiscrimination testing workflow
Prepare the census, run ADP/ACP, coverage, top-heavy and limit tests, process corrections, and deliver a reviewed report.
Read the guide →Reconciling pooled trust ledgers
Tie source totals to posted ledger activity, settle ACH clearing files, and resolve out-of-balance items with an audit trail.
Read the guide →TPA billing and fee proposals
Price plans from base, per-participant and asset-based fees, issue proposals, invoice quarterly, and track collections.
Read the guide →EXCEPTION-FIRST DESIGN
Happy paths are not enough.
For retirement operations, the important questions often appear when something does not match. A credible workflow should define what happens when a file is incomplete, a total differs, a participant record cannot be matched, or an authorized reviewer rejects a proposed action.
Questions every workflow should answer
- What is the source of truth?
- How are errors identified and assigned?
- Who can correct, approve, or release the item?
- Can the action be traced back to source data?
- How is the final result reconciled and reported?
What a pilot should prove
- Representative normal and exception cases pass.
- Outputs match agreed expected results.
- Users understand the review and approval path.
- Audit evidence is sufficient for the agreed process.
- Operational effort and unresolved risks are measured.