Form 5500 Prospect Radar: Benefits Broker Leads by Renewal Date

Form 5500 Prospect Radar turns the public US Department of Labor EFAST2 Form 5500 filings into two benefits prospecting reports, ordered by renewal month from the insurance policy renewal date each plan filed. It is a one-off purchase: no subscription and no annual commitment.

What you get, and what it really costs

There are two reports:

• Territory renewal report, $29 base fee. Every Form 5500 plan in the filing snapshot whose sponsor address is in your states, narrowed by participant count, plan type, carrier, NAICS or renewal month, and ordered by the renewal month on the filed policy.
• Broker book report, $39 base fee. Every plan in the filing snapshot that names a given broker or advisor in Schedule A Part 1, with the plan detail and the commission that broker was paid.

Both include the first 200 matching rows in the base fee, then $0.05 per row after that. Starting a run costs nothing: the base fee is charged after the query runs, not when the run starts. The Pricing tab on this listing carries the live figure for all three, and that is what a run is charged against.

A multi-state territory can run past 200 rows, and then the base fee is not the whole price: the six-state demo below matched 1,348 plans. Run with dryRun on and the Actor returns the matching count, the total price for that count, and up to 5 sample rows, free and before any charge (capped at 10 dry runs per account per day). The count and the price reflect every filter you set; the sample rows are drawn from the state-level match, so they will not all match your narrower filters. On that demo pull the price is the $29 base fee plus 1,148 overflow rows at $0.05, so $86.40. A paid run whose filters match no plans charges nothing and says so in its status line.

Which snapshot you are quoted on. The Actor serves its own stored copy of the DOL files, and every sample row and report row carries that copy's snapshotDate. The dry-run count and price are computed on that copy, and the dry run's status line names the date and the copy's age. A paid run that delivers rows names the date too, unless the copy was 7 days old or less when the run began. When the copy is older than 7 days and your base fee covers a refresh, the paid run downloads the latest DOL files before it counts, so the count and the price can differ from the preview. Set the run's max charge to the quoted price if you want a hard cap. If that download fails, the run serves the stored copy at the normal price and says so in its status message. There is no age cutoff, so an old copy still produces a report. On 2026-09-10 the stored copy was dated 2026-07-06 (read from a dry run that day).

What the renewal date actually is

The date is Schedule A INS_POLICY_TO_DATE, carried through as filed, not a live feed and not a modeled estimate. Many plans file more than one policy: of the 1,184 demo rows below that carry a carrier entry, 1,016 name more than one. When a plan's policies end in different months the report keeps the earliest month, because that is the first date in the year the account comes up. In that demo, 24 plans filed policies ending in more than one month, and every one of them lands in the October block (15 of its 40 rows) or the November block (9 of 22). Reading the last date instead would push 22 of them into a later month. A plan whose filing carries no dated policy falls back to its plan year end (165 of the 1,348 demo rows, 164 of those with carriers empty); the other 1,183 rows take their date from a filed policy. On the full 2024 EFAST2 files INS_POLICY_TO_DATE is populated on 99.8% of Schedule A policy rows (our own count over the complete year file), so a plan that carries insurance almost always carries its own filed renewal date.

Renewals bunch at year end. On the full 2024 Schedule A file, December carries 69.2% of the filed policy renewal dates and June, the next largest month, carries 6.8% (our own count over the complete year file). So a territory list is December-heavy, and the off-cycle months are the short lists. The carrier, premium and carrier-reported commission columns show who already holds the account and what the plan pays for it.

Output

Both reports share one flat row shape:

sponsorName, ein, planNumber, planName, sponsorStreet, sponsorCity, sponsorState, sponsorZip, sponsorPhone, policyRenewalDate, renewalMonth, planYearEnd, activeParticipants, totalParticipants, assetsEoy, businessCode, carriers[{carrierName, premium, commission, policyStart, policyEnd}], brokerName, brokerCity, brokerState, brokerCommission, ackId, filingYear, snapshotDate, billing, source

The two reports fill different columns:

• Territory renewal report fills the sponsor, plan, participant, renewal-date and carriers columns. Each carrier entry carries the premium and the commission that carrier reported. The four broker columns (brokerName, brokerCity, brokerState, brokerCommission) are null on every territory row.
• Broker book report fills the broker columns, including the commission that named broker was paid, alongside the sponsor, plan and renewal-date columns. It leaves carriers empty and assetsEoy and filingYear null.

The territory report does not name the broker of record. For broker names, run the broker book report, once per broker name.

You can download either dataset in JSON, HTML, CSV or Excel.

Worked example

This input produced the public demo dataset below: welfare plans in the six New England states with at least 250 participants, renewing in October, November or December. dryRun is false here, which is the setting that charges you; set it to true and the same filters return the count and the price for free.

{
  "mode": "territory-report",
  "states": ["CT", "MA", "ME", "NH", "RI", "VT"],
  "participantMin": 250,
  "planType": "welfare",
  "renewalMonths": [10, 11, 12],
  "dryRun": false
}

One of the 1,348 rows it returned, verbatim from that public dataset:

{
  "rowType": "territory-report",
  "sponsorName": "NEFCO HOLDING COMPANY I INC GHP",
  "ein": "061035230",
  "planNumber": "505",
  "planName": "NEFCO HOLDING COMPANY I INC GHP",
  "sponsorStreet": "411 BURNHAM STREET",
  "sponsorCity": "EAST HARTFORD",
  "sponsorState": "CT",
  "sponsorZip": "06108",
  "sponsorPhone": "8602909044",
  "policyRenewalDate": "2022-10-31",
  "renewalMonth": 10,
  "planYearEnd": "2022-10-31",
  "activeParticipants": 518,
  "totalParticipants": null,
  "assetsEoy": null,
  "businessCode": "423990",
  "carriers": [
    {
      "carrierName": "EQUITABLE FINANCIAL LIFE INSURANCE COMPANY",
      "premium": 38066,
      "commission": 2883,
      "policyStart": "2021-11-01",
      "policyEnd": "2022-10-31"
    }
  ],
  "brokerName": null,
  "brokerCity": null,
  "brokerState": null,
  "brokerCommission": null,
  "ackId": "20250604121333NAL0008397683001",
  "filingYear": 2024,
  "snapshotDate": "2026-08-09",
  "billing": "included",
  "source": "US DOL EFAST2 Form 5500 bulk data (Schedule A), askebsa.dol.gov"
}

The broker columns are null because this is a territory row. assetsEoy is null on every row version 1 produces: that figure lives on Schedule H/I, which version 1 does not read. totalParticipants is null too, so the 250 floor was applied to activeParticipants, which is 518.

Demo dataset

A public demo of a real territory report is at https://api.apify.com/v2/datasets/HEtRPxMJI6guTTnMG/items?format=json&clean=true. No account or run is needed to read it.

It is one six-state New England pull: sponsors in CT, MA, ME, NH, RI and VT, welfare plans with at least 250 participants, renewing in October, November or December. It returned 1,348 plans, split MA 659, CT 341, NH 104, ME 89, RI 81 and VT 74, priced at the $86.40 derived above.

The cheapest self-serve welfare-side comparable we found is Judy Diamond's American Directory of Group Insurance, which sells per state on a 12-month commitment at a published $300 to $780 per state-year (their order page, read 2026-07-06). Six states at that published range works out to $1,800 to $4,680 a year, though we have not checked which tier each of these six states falls in.

Field population measured on the demo's own 1,348 rows: every row carries a renewal date (1,183 from a filed policy date, 165 from the plan-year-end fallback above), 1,184 rows carry at least one carrier entry, and all 5,473 carrier entries carry a carrier name. Active participants are present on 1,347 rows and a sponsor phone on 1,341. The four broker columns are null on all 1,348, as they are on every territory row, and assetsEoy is null on all 1,348 as well.

Measured across the full 2024 files rather than the demo: filed policy renewal date 99.8% of 330,263 Schedule A policy rows, sponsor phone 99.2% of 221,777 plans, carrier name 100% of policy rows, Schedule A commission total nonzero on 69.9%. Broker-book coverage, measured on the 445,032 Schedule A Part 1 rows: broker name 99.7%, broker commission present on 89.1% and nonzero on 79.6%.

How to read the sort order

Rows sort by renewal month, not by calendar date, because a producer works the anniversary: an account whose policy ran to October 31 is an October account every year. So the October block comes first, and the filed years inside it vary. In this demo the filed renewal dates land in 2025 (686 rows) and 2024 (654 rows), with 8 rows carrying an older date.

The demo filtered to October, November and December, and the blocks came out at 40 rows in October, 22 in November and 1,286 in December.

Every row carries a snapshotDate, and it is 2026-08-09 on all 1,348 demo rows. This demo came from a local run of the report code (lab ledger, 2026-08-10) over the DOL bulk files as published 2026-07-28 (our own check of the DOL file listing, 2026-08-09). The Actor's stored copy is separate and keeps its own date, 2026-07-06 when read on 2026-09-10, until a paid run refreshes it.

How the snapshot is built

The report merges the two most recent filing years and keeps a single filing per plan, the latest date received with ties broken by the highest filing id, so an off-calendar filer that only shows up in the newer year is not silently dropped. EFAST2 data lags the plan year by 7 to 9.5 months: Form 5500 is due the last day of the seventh month after the plan year ends (IRS Form 5500 Corner, read 2026-09-10), and Form 5558 extends that to the 15th day of the third month after the normal due date (Form 5558, rev. January 2025). So what you get is each plan's most recently filed year and the renewal calendar built from the policies on it. A few late-arriving filings can move across a snapshot boundary.

How to use it

1. Set mode to territory-report or broker-book-report.
2. For a territory report, list your states (up to 10) and optionally narrow by renewalMonths, participantMin/participantMax, planType, carrierName, counties or naicsPrefixes.
3. For a broker book report, set brokerName.
4. Keep dryRun on, which the input form pre-checks, to see the count, the total price and up to 5 sample rows for free, then turn it off to run the report.
5. Set the run's max charge to at least the base fee before the real run.

Check your max charge before you buy. Apify caps a run's max charge at your account's monthly usage limit, so if that cap lands below this Actor's base fee, the run delivers nothing, charges nothing, and logs that the max charge was too low. We measured this on our own account (2026-08-09): a run that requested a $200 max charge was recorded at $5, returned 0 rows and charged $0. On a free Apify plan the monthly usage limit is $5 (Apify pricing page, read 2026-09-10), which is below both base fees, so a free plan cannot complete a paid report here no matter how the filters are set. On a paid plan you can raise the limit: the Console Billing page has a Limits tab where you can adjust the usage limit and enable overage (Apify billing docs, read 2026-09-10). The Starter plan comes with $19 of prepaid usage a month (Apify pricing page, read 2026-09-10), so a Starter account needs its limit set above the report price before the paid run.

If your max charge covers the base fee but not the full overflow, the report charges the base fee once, delivers the 200 included rows plus as much overflow as your budget allows, and adds one uncharged row saying how many rows were withheld. Re-running the same filter within 31 days picks up where it left off and does not charge the base fee again.

Limitations

• Version 1 covers Schedule A, which is group insurance and welfare plans. Schedule C service-provider detail is not in it yet.
• A welfare plan does not have to file the annual report if it covered fewer than 100 participants at the beginning of the plan year and is unfunded, fully insured, or a combination of the two (29 CFR 2520.104-20(a) and (b), read 2026-09-10). A plan that uses that exemption is not in EFAST2 at all, so the participant floor defaults to 100.
• You get the filing as filed. Contacts are not appended or verified, and premiums are not modeled. If you need verified, appended contacts, a subscription directory like Judy Diamond's is a different product.
• The EFAST2 lag is structural: this is a renewal calendar built from the most recently filed year, not a real-time feed.

Support

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