Employer contacts
- Primary plan sponsor contact
- Payroll contact
- Human-resources contact
- Finance or leadership contact
Printable planning worksheet
Plan Administration Handoff Worksheet
Use this high-level worksheet to prepare contacts, recurring handoffs, and coordination questions before a planning conversation.
Keep it high level
Do not include employee census data, Social Security numbers, account details, participant information, or other confidential records in this worksheet or an email inquiry.
1. List the people who own each handoff
External contacts
- Recordkeeper or platform contact
- Administration provider contact
- Advisor or CPA contact, if applicable
- Other vendor contact
Prompt: For each contact, note the role, the preferred communication channel, and who is the backup when that person is unavailable.
2. Describe recurring handoffs
People changes
List the routine handoffs triggered by hiring, termination, leave, or a job-status change.
Payroll changes
List the routine handoffs triggered by a payroll cycle, contribution change, or pay-code update.
Plan communications
List recurring notices, questions, or communications that require internal coordination.
Prompt: For each handoff, identify the starting event, the owner, the next recipient, and how the team confirms completion.
3. Gather high-level references
- Current contact list and escalation path
- Current operating calendar or timeline
- Existing workflow notes or checklists
- High-level list of recurring questions or exceptions
Bring only the information needed to describe the process. Keep confidential source records in the systems approved for them.
4. Prepare the conversation
Clarify ownership
Which team owns each step? Where does ownership become unclear?
Clarify timing
Which handoffs are routine, and which ones become urgent or unpredictable?
Clarify follow-up
How does the team make sure an open question reaches the right person?
Open the Advisor Introduction Kit for a related high-level discussion path, or request a conversation when you are ready to discuss the worksheet.