Yes! You can use AI to fill out Signature authorization form - Empower

When adding a new authorized representative, the form explicitly requires a 'Sample signature of new signer'. This is frequently missed because the new individual may not be present when the form is being completed. Without this sample signature, the processing office cannot verify the new person's signature on future documents, rendering the addition invalid and causing the form to be rejected.

Users often select the 'Restrict access' option but then fail to specify the 'Division(s)' or 'Pay center(s)' to which the access should be limited. This creates ambiguity, as the system doesn't know how to apply the restriction, leading to processing delays or incorrect permissions being assigned. To avoid this, always provide specific details in the corresponding fields whenever you choose to restrict access instead of granting 'All' access.

For each representative listed, the user must check either the 'Addition' or 'Deletion' box to indicate the intended action. It's a common oversight to fill in a person's details but forget to check either box, leaving the request ambiguous. This forces the processor to either guess the intent or, more likely, reject the form, requiring a corrected resubmission.

The form requires the signature of a 'Current authorized signer' to validate the requested changes. This field is sometimes left blank or is signed by an individual who is not currently on the list of authorized signers for the plan. An invalid or missing signature makes the entire form void, as there is no proof of authorization, and it will be immediately rejected.

The 'Plan name' and 'Plan number' fields at the top of the form are critical for identifying the correct account. People sometimes overlook these fields, assuming the recipient will know which plan it's for. Submitting a form without these unique identifiers will result in rejection, as the changes cannot be applied to any specific plan.

Since this form is a non-fillable PDF, it is often printed and filled out by hand, leading to illegible handwriting for names, addresses, and numbers. This can cause significant data entry errors, such as misspelling a new signer's name or assigning them to the wrong pay center. To prevent this, it's best to use a tool like Instafill.ai, which can convert flat PDFs into digitally fillable forms, ensuring all entries are clear and legible.

When filling out the address, phone, and email fields for a new authorized signer, individuals sometimes provide their personal contact details instead of their official business information. This can lead to compliance issues and communication breakdowns, as all plan-related correspondence should be directed to a business contact point. Always use the representative's official work email, phone number, and office address.

Next to the 'Current authorized signer’s signature' is a field for the 'Date'. This date is crucial for recordkeeping and establishing a timeline for when the authorization was granted. Omitting the date can cause processing delays or lead to the form being returned for completion, as it lacks a key piece of validation information.

The form has a single line for 'City, State ZIP', which can lead to formatting errors. Users might forget the comma, use the wrong state abbreviation, or enter an incorrect ZIP code. These errors can cause mail to be returned and delay important communications. Using an AI-powered form filler like Instafill.ai can help prevent this by auto-completing and validating address information in the correct format.

This conditional field is often a source of confusion. Users may fill it out unnecessarily when the authorized signer works directly for the plan sponsor, or they may forget to complete it when the signer is a third-party administrator (TPA) or from a different corporate entity. This mistake can lead to incorrect records about the signer's affiliation, so it's important to only fill this field if the signer's direct employer is not the same entity as the plan sponsor.