Form 5500

Who has to file, what a Schedule A is, and why the penalty for not filing is the one worth taking seriously.

Who files

A hundred participants, counted at the start of the plan year.

An ERISA welfare plan with a hundred or more participants at the beginning of the plan year files a Form 5500. Below that, a plan that is fully insured or unfunded is generally exempt.

Participants means employees enrolled, plus COBRA beneficiaries and retirees on the plan. It does not mean covered lives — spouses and children are not counted separately, which is the single most common miscount in both directions.

The count is per plan

This is where the wrap document earns its money. Without one, medical, dental, vision, life and disability are each arguably a separate plan, each with its own participant count and its own potential filing.

With a wrap document they are one plan with one number and one return. Fewer filings, and a materially smaller surface for a late-filing penalty.

Wrap documents

The filing

What goes in it, and when.

Due the last day of the seventh month after the plan year ends — 31 July for a calendar-year plan. Form 5558 buys an automatic extension to mid-October, and it must be filed before the original deadline, not after.

1

The form itself

Plan name, number, sponsor, administrator, participant count, and the benefits provided. Filed electronically through EFAST2 — there is no paper route.

2

Schedule A

One for each insurance contract. Premiums, commissions and fees, supplied by the carrier. Carriers are obliged to provide it and routinely provide it late, which is the usual reason a return misses its date.

3

Schedule C

Large plans only. Service providers who received reportable compensation. Relevant where a plan is self-funded or holds assets in trust.

4

Summary Annual Report

A plain-language summary distributed to participants within nine months of the plan year end, or two months after an extended filing. Frequently forgotten, and separately enforceable.

The penalty, and the way out of it

The Department of Labor assesses a penalty for each day a return is late, indexed annually and currently running well above two thousand dollars a day. There is no cap. The IRS can assess its own separate per-day penalty on top. Because it accrues from the original due date, a plan that stopped filing four years ago is not looking at four penalties — it is looking at roughly fifteen hundred days of them.

The Delinquent Filer Voluntary Compliance Program exists precisely for this. File the missing returns voluntarily, before the Department contacts you, and the penalty is reduced to a fixed amount per return with an annual cap that is a small fraction of the exposure. The programme is only available while the failure is genuinely voluntary. Once a letter arrives, it is closed.

If you suspect a return has been missed, the arithmetic strongly favours dealing with it this month rather than next. We can establish what was due, prepare the filings and take them through the programme.

Ask us to check your filing history

Request a review

Send the renewal, and we will tell you what we would change

No fee, and no obligation to move the business. Most employers who contact us are simply trying to work out whether the number in front of them is a fair one.

We reply to enquiries within one business day. We do not sell or share contact details.

Waugh Agency has advised employers on health and welfare benefits since 1985. Our full site — including Medicare, individual and travel coverage — is at waughagency.com.