As a plan sponsor, you are contractually required to maintain contact information for both current and terminated employees within your Roster, regardless of whether they are currently eligible to participate in the plan. This information is necessary to perform IRS-mandated compliance testing and so we can distribute required plan documents, notices, and other necessary communications.
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Complete and accurate records can also help us respond to any requests by the Internal Revenue Service (IRS) or Department of Labor (DOL) in the event of a claim by a dismissed employee or an audit of your plan. These scenarios may require records dating back to 6 years.
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If dismissed or inactive employee contact details are missing, we ask that you please add them to your Roster and mark them as "dismissed." Check out this guide for tips on how to find contact info for a participant who no longer works for your company. Please note, dismissed or inactive employees will not receive an enrollment invitation or other proactive communications if they are not otherwise eligible to enroll.
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If a dismissed employee is showing up on your Guideline roster as “active,” you can learn how to update the status of an employee here.

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