Timeline
Determining the time frame in which to conduct your Dependent Audit is an important consideration in the planning process. The timeline is designed to be flexible and can be shortened or extended based on the needs and objectives of your company.
Giving your employees a narrow window of 2 or 3 weeks to comply with a request for documentation is not going to go over well. You’ll have a very high non-response and incomplete response rate. In addition, you’ll spark unnecessary concern and displeasure from participants. While you don’t want to give too much time – else your request will get lost in the shuffle, we typically recommend 45 to 60 days. This allows for ample time for employees that have to obtain copies of vital records to request and retrieve them from the appropriate issuing agency.
We have found the below guidelines work best when conducting this type of audit.
Amnesty Phase (optional) – 21-30 days
Verification Phase – 30-45 days
Unpublished Grace Period – 20 days
A Comprehensive Dependent Audit that includes an optional Amnesty Phase will cover a six month time period from beginning to completion. The closeout processes will be a direct result of the audit response rate. Most of our clients opt to run Amnesty with Verification to allow for a shorter audit process.
We have found working within the above guidelines works best. The goal is to have employees comply and provide sufficient time to gather proper documentation.
There are multiple options to consider when conducting a Dependent Audit. To meet aggressive timelines, the Amnesty Phase can be combined with the Verification Phase to shorten the overall process or you may choose to eliminate the Amnesty Phase completely as a distinct project phase – although this is not recommended.
The key is being reasonable. A rush to get the project completed can often lead to trouble and end up taking far more time in terms of total effort and duration.
