Locating Lost or Missing 401k Plan Participants
Many employers discover that finding missing participants can be next to impossible. However, employers are required to take all reasonable means to locate a participant to fulfill their fiduciary obligations under ERISA with respect to: (1) locating a missing participant of a terminated defined contribution plan; and (2) distributing an account balance when efforts to communicate with a missing participant fail to secure a distribution election.
There are a number of strategies and options available.
Confirm the Address: Use certified mail to confirm the validity of the participant's last known address.
Beneficiaries: When someone participates in a 401k plan, they have to name beneficiaries to the assets within the account. Contact these beneficiaries to see if they have a current mailing address for the participant.
Emergency Contact: Look at the person's job application or other employee records for a contact the case of an emergency.
Employer Records: Check all employer records and other benefit plan related documents for alternate addresses for the participant.
Internet Search: Complete an Internet search including popular social network sites.
The National Registry: This is a website where plan sponsors, plan administrator, custodians, or other plan service providers can register the names of missing plan participants who have unclaimed retirement funds. Individuals who think they may have old 401k accounts simply enter their social security number and the database is searched for any nationwide matches. If there are any matches, the person shown who the employer(s) is that has retirement money and is also asked to provide your current contact information so that this employer may contact them and make arrangements for distribution.
SSA Letter Forwarding Program: Use a letter-forwarding service offered by the Social Security Administration (SSA). There is a cost. Click here for more information.
Locator Service: Using a private locator service will frequently be successful.
IRS Letter Forwarding Program: Until August 31, 2012, one option available to a sponsor was the IRS's Letter Forwarding Program. This program is no longer available. You can read more about the program cancellation here.
Here are some additional resources:
Summary: Given the availability of a number of alternative resources, as a practical matter, the elimination of the IRS's letter-forwarding program should not adversely affect plan administration or operations.
Source: Buck Consultants , September 2012
Summary: Many VCP submissions designate the IRS letter forwarding program as one of the methods that will be used to locate former participants. As a result, the IRS may contact the plan administrator to revise the proposed correction method in a pending VCP submission, particularly if no alternative method of locating former participants has been proposed. Alternative methods will have to be proposed in all new VCP submissions.
Source: Bryan Cave LLP, September 2012