Once you have picked a carrier and plan for your Texas group health plan, the carrier will not release coverage until it has three things on file: proof of your workforce and their eligibility, an enrollment record for every employee, and the initial premium payment. This page lists exactly what to gather so your submission does not bounce back for missing paperwork.
What Carriers Require From a New Group
These three items make up the documentation packet nearly every Texas group carrier - BCBS of Texas, UnitedHealthcare, Aetna, Cigna, Sana Benefits, and the other carriers we work with - asks for at submission. The exact form names vary slightly by carrier, but the underlying requirement is the same.
1. State Quarterly Wage Report
Your most recent quarterly wage report filed with the Texas Workforce Commission (TWC). This is the standard proof carriers use to confirm your full-time headcount and payroll.
- Indicate the status of each employee: full-time, part-time, seasonal, or terminated.
- Every full-time employee needs a matching application, waiver, or line on the enrollment spreadsheet.
- Employees working in other states: provide that state’s equivalent quarterly wage/unemployment report.
- No wage report yet (new business)? Submit your Articles of Incorporation, a company letterhead roster of all employees with their full-time/part-time status, and your most recent payroll run instead.
- In business more than three months with no wage report on file? We will confirm the alternate documentation your specific carrier will accept.
- Owner working full-time without a W-2? An Owner’s Certification of Full-Time Employment with supporting documentation is required in place of a wage report entry.
2. Enrollment Spreadsheet or Employee Applications, Including Waivers
Every eligible employee needs a record on file - either enrolled in a plan or formally waived.
- Written waivers are required for anyone declining coverage, including those covered elsewhere (spouse’s plan, Medicare, etc.).
- If you use the Universal Application for an ACA small group, the health statement section should be left blank; medical underwriting does not apply.
- HMO enrollees need a provider/PCP selection recorded on the application or spreadsheet.
3. Binder Payment
The initial premium payment that activates the policy.
- Carriers require Electronic Funds Transfer (EFT) for the initial binder payment.
- Include a voided copy of the group’s corporate check with your submission.
We assemble this packet for you. As your broker, Texas Health Agents confirms the exact documentation list for your chosen carrier, reviews everything before it’s submitted, and follows up on anything missing - at no cost to you. See all Texas group insurance options →
Frequently Asked Questions
Do all carriers require the same documents?
The three categories above - wage/eligibility proof, enrollment records, and binder payment - are consistent across nearly every carrier we place Texas groups with. The specific form names and submission process (paper, portal, or online enrollment tool) vary by carrier. We confirm the exact list for your carrier before you submit anything.
What if my company is too new to have a quarterly wage report on file?
Start-up groups without a quarterly wage report yet can substitute Articles of Incorporation, a letterhead roster of employees with their full-time/part-time status, and a recent payroll run. Most carriers accept this in place of the wage report for businesses under about three months old.
How many employees do I need to submit a new group?
Most Texas carriers require at least two eligible employees, including the owner, for a small group plan. Some level funded and self-funded carriers will write groups starting at two or three lives. See our group insurance overview for plan-type minimums.
Can I submit the enrollment spreadsheet instead of individual applications?
Yes. Most carriers accept a single enrollment spreadsheet covering the whole group in place of individual paper applications, as long as it captures each employee’s plan election or waiver. A template is available through your carrier’s producer portal, or we can supply one.
What happens if paperwork is missing when we submit?
Incomplete submissions are held by the carrier until the missing item is received, which delays your effective date. This is the most common cause of a late group start - this checklist exists to help you avoid it. If you’re working with us as your broker, we review the packet before submission specifically to catch this.
Documentation requirements are set by each carrier and can change without notice. This checklist reflects typical Texas small and mid-size group requirements as of 2026; we will confirm the current list for your specific carrier before submission.