Source: http://www.sibson.com/publications-and-resources/rd-calendar/
Timestamp: 2013-05-23 12:52:26
Document Index: 44101609

Matched Legal Cases: ['§54', '§2590', '§147', '§54', '§2590', '§147', '§1001', '§54', '§2590', '§147', '§1001', '§54', '§2590', '§147', '§54', '§2590', '§147', '§164', '§164', '§423', '§423', '§423', '§1395', '§102', '§2520', '§102', '§2520', '§104', '§2520', '§2520', '§2520', '§104', '§2520', '§105', '§101', '§2520', '§101', '§104', '§408', '§2550', '§101', '§2520', '§404', '§2550', '§404', '§2550', '§404', '§2550', '§404', '§404', '§2550', '§404', '§404', '§404', '§2550', '§404', '§104', '§2520', '§713', '§701', '§701', '§101', '§2520', '§6041', '§3405', '§35', '§31', '§401', '§402', '§1', '§403', '§457', '§401', '§6057', '§401', '§1', '§401', '§3401', '§9002', '§6051', '§501', '§4980', '§103', '§2520', '§4065', '§6058', '§6057', '§105', '§301', '§205', '§411', '§1', '§204', '§54', '§205', '§417', '§1', '§205', '§417', '§1', '§101', '§436', '§411', '§203', '§2530', '§101', '§401', '§401', '§404', '§1', '§2550', '§401', '§414', '§404', '§2550', '§404', '§606', '§4980', '§2590', '§2590', '§2590', '§54', '§701', '§9801', '§701', '§9801', '§701', '§9801', '§2590', '§701', '§9801', '§2590', '§711', '§2520', '§714', '§9813', '§4006', '§4006', '§4006', '§4006', '§4043', '§4043', '§4043', '§4043', '§4010', '§4010', '§430', '§302', '§4043', '§4062', '§4062']

Reporting & Disclosure for Benefit Plans | Sibson Consulting
2013 Reporting & Disclosure Calendar for Benefit Plans | Sibson Consulting
Home Publications and Resources 2013 Reporting & Disclosure for Benefit Plans
2013 Reporting & Disclosure Calendar for Benefit Plans
Sibson Consulting's 2013 Reporting & Disclosure Calendar for Benefit Plans summarizes compliance requirements for qualified, single employer benefit plans. To see a brief description of each requirement and information about such details as the plan(s) affected, filing requirements and due dates, click on any item in the gray bars below. (To close a pop-up box, click on the gray title bar.)
An easy-to-print PDF version of the 2013 Reporting & Disclosure Calendar for Benefit Plans is also available on this website.
A paper version of the 2013 Reporting & Disclosure Calendar for Benefit Plans is also available. The content is identical to these online resources, but is presented differently. Please fill out the request form to receive that poster-size publication.
Requirements Introduced by the Affordable Care Act (ACA)1 Disclosure of "Grandfather" Status
Disclosure of "Grandfather" Status2 — 26 Code of Federal Regulations (CFR) §54.9815-1251T(a)(2), 29 CFR §2590.715-1251(a)(2) & 45 CFR §147.140(a)(2)
A grandfathered plan must include a statement to that effect in any materials describing benefits provided under plan to alert participants and beneficiaries that certain consumer protections may not apply. Model language is available from DOL.
Sent to participants and to beneficiaries receiving benefits. No filing requirement
Effective for first plan year beginning on or after 9/23/10
Source: Sibson Consulting's 2013 Reporting & Disclosure Calendar for Benefit Plans. Copyright © 2012 by The Segal Group, Inc., the parent of The Segal Company. All rights reserved.
Disclosure of Patient Protections: Choice of Providers — 26 CFR §54.9815-2719AT(a)(4), 29 CFR §2590.715-2719A(a)(4) & 45 CFR §147.138(a)(4)
A non-grandfathered plan that requires designation of a primary care provider (PCP) must provide notice of right to choose a PCP, pediatrician or network provider specializing in obstetrical or gynecological care. Notice must be included with summary plan description (SPD) or other description of benefits. Model language is available from DOL.
Early Retiree Reinsurance Program (ERRP)3 Notice
Notice that plan is participating in ERRP. A required form notice is available from Department of Health & Human Services (HHS).
Group health plans that are participating in ERRP
Sent to participants and dependents receiving benefits under plan, not limited to early retirees. No filing requirement
As soon as possible after plan sponsor receives first ERRP reimbursement. May be sent before reimbursement is received (e.g., in plan’s enrollment materials)
3 ERRP provides reimbursement to participating employment-based plans for a portion of costs of health benefits for early retirees and early retirees' spouses, surviving spouses and dependents. Program was authorized in ACA. Source: Sibson Consulting's 2013 Reporting & Disclosure Calendar for Benefit Plans. Copyright © 2012 by The Segal Group, Inc., the parent of The Segal Company. All rights reserved.
Notice of Waiver of Annual Limit Requirement
Notice of Waiver of Annual Limit Requirement4
Group health plans that received a waiver or extension of a waiver of annual limit restrictions under ACA must provide a notice informing each participant that plan does not meet restricted annual limits for essential benefits because it has received a waiver of requirement.	Notice must include dollar amount of annual limit and benefits to which it applies. It must be prominently displayed in clear, conspicuous 14-point bold type on front of materials. Model notice language available from HHS must be used. Notice for stand-alone Health Reimbursement Arrangement (HRA). These plans also must submit an annual limit update, which is expected to include information requested on waiver extension form, but no guidance has been issued.
Group health plans that received a waiver or extension
Sent to participants. Annual limit update submitted electronically to Centers for Medicare & Medicaid Services (CMS)
Participant notice and annual limit update sent by plan sponsor.
Participant notice by start of plan year. Annual limit update by 12/31
4 Prior to 9/22/11, plan sponsors could apply for a waiver of annual limit maximums on essential benefits if maximums would cause a significant increase in premiums or decrease in benefits.
Summary of Benefits and Coverage (SBC) — ACA §1001(5) & 26 CFR §54.9815-2715, 29 CFR §2590.715-2715 & 45 CFR §147.200
Plans must provide a summary, not to exceed four pages, of plan benefits coverage and cost-sharing arrangements, including exceptions, reductions, limitations and continuation of coverage information. This notice must be provided in addition to SPD requirement.
For plans with open enrollment, first open enrollment period on or after 9/23/12. If no open enrollment, first day of plan year that begins on or after 9/23/12. Thereafter, annually at reenrollment, prior to enrollment for new enrollees and within seven business days of a request from a participant or beneficiary
Notice of Plan Changes — ACA §1001(5) & 26 CFR §54.9815-2715(b), 29 CFR §2590.715-2715(b) & 45 CFR §147.200(b)
Plans must provide notice of any material modification in SBC.
If a health plan makes any material modification in any terms of plan that would affect content of SBC that occurs other than in connection with a renewal or reissuance of coverage, plan or issuer must provide notice of modification not later than 60 days prior to date on which modification will become effective.
Notice of Rescission — 26 CFR §54.9815-2712T, 29 CFR §2590.715-2712 & 45 CFR §147.128
Plan must provide advance written notice of retroactive termination of coverage due to fraud or intentional misrepresentation of material facts by participant.
Written notice must be provided at least 30 days before coverage may be rescinded.
Department of Health and Human Services (HHS) Requirements Health Insurance Portability and Accountability Act (HIPAA) Notice of Privacy Practices for Protected Health Information (PHI)
Health Insurance Portability and Accountability Act (HIPAA) Notice of Privacy Practices for Protected Health Information (PHI) — HHS Reg. §164.520
Notice to participants describing their rights, plan’s legal duties with respect to PHI and plan’s uses and disclosures of PHI
At enrollment and within 60 days of a material revision to notice. Every three years, plan must notify covered individuals that a Notice of Privacy Practices is available and how to obtain it.
Breach Notification for Unsecured PHI under HITECH Act5 — HHS Reg. §164.400 et sequentia
Notice to participants with respect to unauthorized acquisition, access, use or disclosure of unsecured PHI. Notice must include description of what happened, description of information involved, steps individuals should take to protect themselves from potential harm resulting from breach, brief description of investigation and mitigation steps, and contact information.
Sent to each affected individual by first-class mail at individual’s last known address. E-mail permitted only if individual specifically authorizes. Filed with HHS and prominent media outlets for breaches involving more than 500 individuals (contemporaneous with participant notice). Filed with HHS annually for breaches involving fewer than 500 individuals
Within 60 days of discovery of breach
5 The HITECH Act, enacted as part of the American Recovery and Reinvestment Act of 2009, imposes notification requirements on covered entities, business associates, vendors of personal health records and related entities in the event of certain security breaches relating to PHI. Source: Sibson Consulting's 2013 Reporting & Disclosure Calendar for Benefit Plans. Copyright © 2012 by The Segal Group, Inc., the parent of The Segal Company. All rights reserved.
Notice of Creditable Coverage — 42 United States Code (USC) 1395w-113(b)(6) & Public Health Service Act (PHSA) Reg. §§423.56 & 423.884
Written notice stating whether a group health plan’s prescription drug coverage is, on average, at least as good as standard prescription drug coverage under Medicare Part D. Model forms are available from Centers for Medicare & Medicaid Services (CMS).
Sent to participants and to beneficiaries eligible for Part D. No filing requirement
Notice must be provided (1) prior to annual Part D open enrollment period (10/15/13–12/7/13); (2) prior to individual’s initial enrollment period for Part D; (3) prior to effective date of coverage for any Part D-eligible individual who joins plan; (4) when plan no longer offers drug coverage or when coverage changes so it is no longer creditable; and (5) upon request by individual. If plan provides notice to all participants annually, CMS will consider #1 and #2 to be met. “Prior to” means within past 12 months.
Creditable Coverage Disclosure Notice to Centers for Medicare & Medicaid Services
Creditable Coverage Disclosure Notice to Centers for Medicare & Medicaid Services (CMS)  42 USC 1395w-113(b)(6) & PHSA Reg. §423.56(e)
Written disclosure to CMS stating whether a group health plan's prescription drug coverage is, on average, at least as good as standard prescription drug coverage under Medicare Part D
No participant-reporting requirement. Filed with CMS through online form
60 days after beginning of plan year. Also, within 30 days of termination of a plan’s prescription drug coverage or after a change in creditable status of plan
Application for Retiree Drug Subsidy (RDS) & Attestation of Actuarial Equivalence 42 USC 1395w-132 & PHSA Reg. §423.884
RDS is available to group health plans that have retiree drug coverage that is actuarially equivalent to Medicare Part D coverage. Subsidy is available for each retiree (or spouse or dependent) who is eligible for, but not enrolled in Part D. Application and attestation must be complete by deadline below. List of retirees for whom plan may receive a subsidy must also be submitted in a timely manner to complete application. Additional cost submissions are required to receive subsidy payment along with a final reconciliation due 15 months after end of RDS plan year.
Group health plans that provide retiree drug coverage and are applying for RDS under Medicare Modernization Act of 20036
No participant-reporting requirement. Filed with CMS through online RDS system.
Subsidy application, initial retiree list and attestation must be submitted annually, at least 90 days prior to start of plan year (e.g., for plan years beginning 4/1, new application and new attestation must be completed by 1/1). Attestation must also be provided no later than 90 days before a material change to drug coverage that potentially causes plan to no longer be actuarially equivalent.
6 Medicare Modernization Act of 2003 is an abbreviation used by CMS for Medicare Prescription Drug, Improvement and Modernization Act of 2003. Source: Sibson Consulting's 2013 Reporting & Disclosure Calendar for Benefit Plans. Copyright © 2012 by The Segal Group, Inc., the parent of The Segal Company. All rights reserved.
Medicare Secondary Payer (MSP) Data Reporting Requirements under Medicare, Medicaid and State Children’s Health Insurance Program (CHIP) Extension Act of 2007  42 USC §1395y(b)(7)
Report information about certain participants and beneficiaries who are also Medicare enrollees for purpose of enforcing MSP rules. Penalty is $1,000 for each day of noncompliance. Effective 10/3/11 for HRA coverage that reflects an annual benefit level of $5,000 or more. See www.cms.gov/MandatoryInsRep/ and http://www.cms.gov/Medicare/Coordination-of-Benefits/MandatoryInsRep/Downloads/HRACoverage.pdf
No participant-reporting requirement. Filed with CMS
DEPARTMENT OF LABOR (DOL) REQUIREMENTS Summary Plan Description (SPD)
Summary Plan Description (SPD) — Employee Retirement Income Security Act (ERISA) §§102 & 104(b), DOL Reg. §§2520.102-2,3 & 2520.104b-2
Summary of plan provisions and certain standard language as required by ERISA
Sent to participants, retirees and beneficiaries. No filing requirement. See "Plan Documents" below
Summary of Material Modifications (SMM) — ERISA §§102 & 104(b)(1) & DOL Reg. §2520.104b-3
Summary of changes in any information required in SPD
Sent to participants, retirees and beneficiaries, with certain exceptions for updates. No filing requirement. See "Plan Documents" below
Summary Annual Report — ERISA §104(b)(3) & DOL Reg. §2520.104b-10
Narrative summary of financial information reported on Form 5500 (see “Form 5500 Series” below) and statement of right to receive annual report. Model notice language is provided in DOL Reg. §2520.104b-10.
Employee benefit plans subject to Title I of ERISA, except for defined benefit (DB) plans subject to Annual Funding Notice requirement and except as exempted in DOL Reg. §2520.104b-10(g)
Generally, later of nine months after plan year ends or, where an extension of time for filing Form 5500 has been granted by Internal Revenue Service (IRS), two months after Form 5500 is due
Plan Documents — ERISA §104(b)(2) & (4) & DOL Reg. §2520.104b-1(b)(3)
Maintain and provide copies upon request of plan and trust instruments, most recent annual report, SPD, any SMMs, any collective bargaining agreements and all contracts or other instruments under which plan is established or operated
Copies sent to participants and beneficiaries upon request. No filing requirement, but must be maintained at main office of plan administrator
Plan administrator must make available for inspection at principal office of administrator. Copies must be furnished within 30 days after a written request.
Periodic Benefit Statements — ERISA §105(a)
Statement informing participants of their accrued benefit at normal retirement age and, if not vested, when vesting will occur. Must describe any permitted disparity or floor-offset provision. For individual account plans, must also note value of each investment. DOL to provide a model. See Field Assistance Bulletins 2006-3 and 2007-03
DC plans with participant-directed investments: Within 45 days after close of each quarter. DC plans without participant-directed investments: Annually on or before date Form 5500 is filed by plan (but in no event later than date, including extensions, on which Form 5500 is required to be filed by plan) for plan year to which statement relates. DB plans: Every three years, or provide annual notice of availability of benefit statement. A statement can be requested once each year. Under current guidance, statements are generally due within 45 days after close of plan year.
Annual Funding Notice — ERISA §101(f)
Required notice that must contain certain identifying and funding information. Required information includes: Funding Target Attainment Percentage (FTAP) for current and two preceding plan years; total assets (with credit balances) and liabilities for those three years; number of plan participants who are receiving benefits, are terminated vested participants or are active participants; a statement of funding policy and asset allocation; and other information. A model notice is available from DOL. See Field Assistance Bulletin 2009-01 and DOL Prop. Reg. §2520.101-5. Section 40211(b) of MAP-21 requires information on effect of segment rate stabilization on plan funding to be added to annual funding notice and instructs DOL to revise its model notice accordingly.
Sent to participants, beneficiaries and participating unions. Filed with Pension Benefit Guaranty Corporation (PBGC)
Within 120 days after close of plan year; if 100 or fewer participants, at time of annual report
Notice of Failure to Meet Minimum-Funding Standard
Notice of Failure to Meet Minimum-Funding Standard — ERISA §101(d)
For employers that fail to make a required payment to meet minimum-funding standards
DB plans and DC plans subject to funding requirement
Intranet Posting of Defined Benefit Plan Actuarial Information
Intranet Posting of Defined Benefit Plan Actuarial Information — ERISA §104(b)(5)
If a DB plan sponsor (or plan administrator on behalf of sponsor) maintains an intranet site (not public) for communicating with employees or participants, sponsor (or plan administrator) must post “identification and basic plan information and actuarial information” as filed in plan’s Form 5500 on that site.
Unknown (guidance not yet issued). Based on deadline applicable to DOL for posting full Form 5500 on DOL website, within 90 days of Form 5500 filing date
Notice of Availability of Investment Advice — ERISA §§408(b)(14) & 408(g)(1) & DOL Reg. §2550.408g-1
Required notice to participants and beneficiaries in DC plans with participant-directed investments regarding availability of any investment advice services. Absent notice and compliance with other requirements, any transaction involving provision of investment advice may be a prohibited transaction. Model notice language is provided as appendix to regulations.
Blackout Period Notification — ERISA §101(i) & DOL Reg. §2520.101-3
Advance notice of a period of more than three consecutive business days during which normal rights to direct investment of assets in accounts or obtain plan loans or distributions are restricted
Sent to participants and to beneficiaries affected by blackout period. No filing requirement
At least 30 days, but not more than 60 days, before beginning of a blackout period. Notice period can be shorter if a plan fiduciary determines that, due to events beyond plan administrator’s control (e.g., a system outage), 30-day notice is not possible.
Disclosure of Plan Fees and Expenses — ERISA §404(a) & DOL Reg. §2550.404a-5
Required annual disclosure of specified plan information and specified investment-related information, quarterly statements of fees deducted from individual accounts and disclosure upon request for certain specified investment-related information. Required annual investment information must be in form of a chart as specified in regulations. A model disclosure chart is available as an appendix to regulations.
Sent to participants, including employees who are eligible to participate, but who have not actually enrolled, and to plan beneficiaries. No filing requirement
Generally, required annual information must be provided on or before date participant or beneficiary can first direct investments and annually thereafter. Initial annual disclosure of plan and investment-related information (including associated fees and expenses) for calendar-year plans had to be furnished by 8/30/12 (60 days after later of 7/1/12 or first day of first plan year beginning after 11/1/11). First quarterly statement had to be furnished no later than 45 days after end of quarter during which initial disclosures were first required (11/14/12 for calendar-year plans).
Section 404(c) Disclosures — ERISA §404(a) & (c) & DOL Reg. §2550.404c-1
Regulations under ERISA §404(c) require notice if plans want to limit fiduciary liability for participant and beneficiary investment decisions. DOL’s new participant and fee regulations under §2550.404a-5 require all plans with participant direction to provide information that previously only §404(c) plans had to provide (see prior item, “Disclosure of Plan Fees and Expenses”). As a result, a §404(c) plan must make expanded §2550.404a-5 disclosures. In addition, a §404(c) plan, as before, must provide a participant with an explanation that plan is intended to be a §404(c) plan and thus fiduciaries may be relieved of liability for losses resulting from participant’s investment instructions.
DC plans with participant-directed investments that want protection under §404(c)
§2550.404a-5 disclosures are required as provided in “Disclosure of Plan Fees and Expenses,” above. Notice of intent to be a §404(c) plan must be provided before participant’s self-direction.
Summary of Material Reduction in Covered Services or Benefits  ERISA §104(b) & DOL Reg. §2520.104b-3(d)
Summary description of modification or change that would be considered by average plan participant to be an important reduction in covered services or benefits
Not later than 60 days after adoption of modification or change, or at regular intervals of not more than 90 days
Women’s Health and Cancer Rights Act (WHCRA) Notices  ERISA §713
Description of benefits under WHCRA and any deductibles and coinsurance limits applicable to such benefits
Upon enrollment in plan and annually thereafter. DOL has published sample language for both enrollment notice and annual notice.
Children's Health Insurance Program Reauthorization Act of 2009 (CHIPRA) Disclosure of Plan Benefits
Children’s Health Insurance Program Reauthorization Act of 2009 (CHIPRA) Disclosure of Plan Benefits — ERISA §701(f)(3)(B)(ii)
Required disclosure, upon request, of information about plan benefits to state Medicaid or CHIP to allow states to evaluate an employment-based plan to determine whether premium reimbursement is a cost-effective way to provide medical or child health assistance to an individual
No participant-reporting requirement. Filed with requesting state
If requested by state Medicaid or CHIP program, provide within 30 days of date that request was sent to plan.
CHIPRA Notice to Employees — ERISA §701(f)(3)(B)(i)
Employers that maintain a group health plan in a state that provides premium assistance under Medicaid or CHIP must notify all employees of potential opportunities for premium assistance in state in which employee resides. Model notice is available from DOL.
Form M-1  ERISA §101(g) & DOL Reg. §2520.101-2
Annual report describing compliance with federal health legislation, including HIPAA, WHCRA, Mental Health Parity Act and Newborns’ and Mothers’ Health Protection Act
No participant-reporting requirement. Filed with Employee Benefits Security Administration (EBSA)
INTERNAL REVENUE SERVICE (IRS) REQUIREMENTS Form 1099 MISC (Report of Miscellaneous Income)
Form 1099 MISC (Report of Miscellaneous Income) — Internal Revenue Code (IRC) §6041
Use if plan makes direct payments of $600 or more for services, rent, medical providers, death benefit payments from DC plans. See www.irs.gov/pub/irs-drop/n-10-51.pdf
Retirement and welfare benefit plans
Send to recipients before 2/1 and to IRS before 3/1 of calendar year following distribution (4/1 if filing electronically). File with Form 1096 (if paper filing).
Notice and Reminder of Election Regarding Withholding from Annuity and Pension Plan Payment
Notice and Reminder of Election Regarding Withholding from Annuity and Pension Plan Payments — IRC §3405(e)(10) & Treas. Reg. §35.3405-1T, Part D
Notice regarding a recipient’s right to elect out of income tax withholding from periodic payments. Absent an election out of withholding, withholding is required. Model notice and election forms provided in Treas. Reg. §31.3405-1T, Part D, Q&A 21-22. (Different withholding requirements apply for non-periodic payments, eligible rollover amounts and to individuals living abroad.)
Sent to participants and to beneficiaries applying for periodic distributions. No filing requirement; amount withheld is remitted to IRS
Report of single-sum total distribution as well as periodic annuities, pension payments, other non-total distributions, distribution of excess deferrals or excess contributions from certain plans (e.g., §401(k) plans)
Sent to participants and to retirees and beneficiaries receiving benefits. Filed with IRS (magnetic media required for 250 or more forms)
Send to participants before 2/1 and to IRS before 3/1 of calendar year following distribution (4/1 if filing electronically). File with Form 1096 (if paper filing).
Explanation of Rollover and Certain Tax Options  IRC §402(f) & Treas. Reg. §1.402(f)-1
Notice to recipient of a distribution eligible for rollover to an eligible retirement plan (i.e., an IRA, §403(b), governmental §457(b) or §401(a) qualified plan) explaining rules for rollovers and mandatory withholding on amounts not rolled over. A model notice is available from IRS.
Sent to participants and to beneficiaries who will receive or can elect to receive an eligible rollover distribution. No filing requirement
Not less than 30 or more than 180 days prior to initial payment starting date
Form 8955-SSA (Annual Registration Statement Identifying Separated Participants with Deferred Vested Benefits)  IRC §6057
Form 8955-SSA replaces Form 5500 Schedule SSA. New form is filed with IRS, not DOL. See www.irs.gov/pub/irs-drop/a-11-21.pdf
Filed with IRS. See “Notice to Separated Participants with Deferred Vested Benefits” below for related notice to participants
Due date for Form 8955-SSA is last day of seventh month following close of plan year. Extensions may be requested. See “Form 5558 (Application for Extension of Time)” below
Notice of Intent to Use Safe-Harbor Formula
Notice of Intent to Use Safe-Harbor Formula  IRC §401(k)(12) & Treas. Reg. §1.401(k)-3(d)
Notice to participants describing their rights and obligations under a §401(k) plan, including a description of safe-harbor matching or safe-harbor nonelective employer contribution formula, how and when to make deferral elections and other required information
Sent to participants and all employees eligible to participate in plan. No filing requirement
Initial notice for new plan or newly eligible employees: Not more than 90 days before and no later than eligibility date. Annual notice: Not less than 30 days or more than 90 days before beginning of plan year
Form W-2 (Wage and Tax Statement) — IRC §3401, ACA §9002 & IRC §6051(a)(14)
For reporting wages, sick pay, group legal services contributions or benefits, supplemental unemployment benefits, premiums for group-term life insurance above $50,000, employer contributions to medical savings accounts, payments under adoption assistance plans and other taxable benefits. ACA requires employers to report cost of coverage under an employer-sponsored group health plan on each employee’s Form W-2, beginning with Form W-2 distributed in January 2013 reflecting coverage provided during 2012. Cost of coverage includes medical and prescription drug coverage and health flexible spending account (FSA) value for plan year in excess of employee’s cafeteria plan salary reduction, but dental, vision and HRA contributions are not required to be reported. Amounts contributed to a multiemployer plan would also not be reported.
Welfare benefit plans, employers
Sent to participants on written request. Filed with Social Security Administration (SSA) (magnetic media required for 250 or more forms)
Send to participants before 2/1 and to SSA before 3/1 of calendar year following distribution. File with Form W-3.
Form 990 & Form 990EZ (Annual Return of Organization Exempt from Income Tax)  IRC §501(c)
Use Form 990EZ if annual gross receipts were less than $100,000 and total year-end assets were less than $250,000.
Form 8928 (Return of Certain Excise Taxes Under Chapter 43 of IRC)  IRC §§4980B & 4980D
Group health plans may be subject to excise taxes for failure to comply with certain requirements related to administration of health benefits, including Consolidated Omnibus Budget Reconciliation Act (COBRA) and HIPAA portability and nondiscrimination. ACA mandates also are subject to applicable excise taxes. Group health plans must self-report compliance failures on Form 8928 and pay related excise taxes.
No participant-reporting required. Filed with IRS
JOINT DOL/IRS REQUIREMENTS Form 5500 Series (Annual Return/Report of Employee Benefit Plan) and Schedules
Form 5500 Series (Annual Return/Report of Employee Benefit Plan) and Schedules7 — ERISA §§103-104, DOL Reg. §2520.103, Pension Benefit Guaranty Corporation (PBGC) Reg. §4065 & IRC §6058
Annual report filed by employee benefit plans subject to ERISA and IRC for purposes of providing plan information to DOL, IRS and PBGC. Filing requirements vary with type and size of plan. A short form is available for plans with fewer than 100 participants as of first day of plan year that are exempt from financial audit requirements, are fully invested in certain secure investments and hold no employer stock. Only certain schedules are required to be filed with Form 5500-SF.
All employee benefit plans (exceptions for certain welfare arrangements of non-multiemployer plans, certain apprenticeship plans and certain dependent care assistance plans).
Sent to participants and beneficiaries on written request. Filed with DOL. Electronic filing is required.
Within seven months after end of plan year unless extension is received by filing Form 5558 before due date. See “Form 5558 (Application for Extension of Time) below.” For corporations and controlled groups, where plan year and taxable year are same, deadline is extended to corporate return due date. If filing for a Direct Filing Entity (DFE), 9½ months after close of DFE’s year, no extension is permitted. There are various IRS and DOL penalties for failure to file on time.
7 Schedules can include: Schedule A – Insurance Information; Schedule C – Service Provider Information; Schedule D – Direct Filing Entities (DFEs)/Participating Plan Information (filed by plans that participate or invest in a DFE); Schedule G – Financial Transaction Schedules (filed by plans that answer “yes” to lines 4b, 4c and/or 4d of Schedule H); Schedule H – Financial Information (filed by large plans); Schedule I – Financial Information (filed by small plans – fewer than 100 participants); Schedule R – Retirement Plan Information (filed by DB plans and, with certain exceptions, DC plans); and Schedule SB – Single Employer Actuarial Information (filed by single-employer DB plans). Source: Sibson Consulting's 2013 Reporting & Disclosure Calendar for Benefit Plans. Copyright © 2012 by The Segal Group, Inc., the parent of The Segal Company. All rights reserved.
To request extension of time in which to file Form 5500 or Form 8955-SSA or both (maximum 2½ months)
Notice to Separated Participants with Deferred Vested Benefits — IRC §6057(e), ERISA §105(c) & Treas. Reg. §301.6057-1(e)
Notice to each separated participant providing information about participant’s deferred vested benefit as filed on Form 8955-SSA. IRS guidance in form of answers to frequently asked questions (FAQs) permits notice requirement to be satisfied by information timely provided in other documents.
Sent to separated participants with deferred vested benefits. No filing requirement
No later than date on which related Form 8955-SSA is required to be filed (including extensions). See “Form 8955-SSA” above
Notice of Right to Defer Distribution and Consequences of Failure to Defer Distribution — ERISA §205(g), IRC §411(a)(11), Notice 2007-7 & Treas. Prop. Reg. §1.411(a)-11
Notice explaining right to defer distribution and consequences of failing to defer distribution, including, for DB plans, a description of how much larger benefits will be if commencement of distributions is deferred or, for DC plans, a description of available investment options (including fees) and portion of SPD that contains special rules that might materially affect a participant’s decision. See http://www.irs.gov/pub/irs-drop/n-07-07.pdf and http://edocket.access.gpo.gov/2008/E8-23918.htm
Not less than 30 nor more than 180 days before annuity starting date, unless right to 30-day notice is waived, in which case due date cannot be less than seven days before distribution date, provided certain requirements are met. Reasonable compliance standard until final regulations are issued
Notice of Reduction in Future Accruals  ERISA §204(h), IRC 4980F & Treas. Reg. §54.4980F-1
Notice of amendment significantly reducing rate of future accruals, including reductions in early retirement benefits or retirement-type subsidies
Sent to participants and to alternate payees expected to be affected and to unions representing affected participants. No filing requirement
Explanation of Qualified Joint and Survivor Annuity (QJSA) & Qualified Optional Survivor Annuity (QOSA)  ERISA §205(c), IRC §417(a)(3) & Treas. Reg. §§1.401(a)-11, 1.401(a)-20, 1.417(a)(3)-1 & 1.417(e)-1
Notice explaining terms and conditions of QJSA and QOSA, right to waive, right to revoke waiver, spousal consent requirement, consequences of failing to defer commencement of benefits and explanation and relative value of other optional benefit forms
DB plans, DC plans subject to funding rules and certain other DC plans.
Not less than 30 nor more than 180 days before annuity starting date, unless right to 30-day notice is waived, in which case due date cannot be less than seven days before distribution date, provided certain requirements are met
Explanation of Qualified Preretirement Survivor Annuity (QPSA)  ERISA §205(c), IRC §417(a)(3) & Treas. Reg. §§1.401(a)-11, 1.401(a)-20,1.417(a)(3)-1 & 1.417(e)-1
Notice explaining terms and conditions of QPSA, right to waive, right to revoke waiver, spousal consent requirement
Generally, during period from beginning of plan year in which employee turns age 32 to end of plan year in which employee turns age 34. Special rules apply for participants who commence participation after 34 or separate from service before 35. If a plan fully subsidizes QPSA and does not allow a participant to waive it or to select a nonspouse beneficiary, plan need not provide this notice.
Notice of Benefit Limitations and Restrictions  ERISA §§101(j), 206(g) & 502(c)(4) & IRC §436 & Notice 2012-46
Notice that plan has become subject to benefit restrictions on contingent benefits, benefit payments or benefit accruals, as applicable, when plan’s adjusted funding target attainment percentage (AFTAP) is less than specific percentages
Within 30 days after plan is subject to benefit limitations relating to unpredictable contingent event benefits and prohibited payments. For benefit limitation relating to cessation of benefit accruals, within 30 days after earlier of valuation date for plan year for which plan’s AFTAP is less than 60% or date such percentage is presumed to be less than 60%
Suspension of Benefits Notice  IRC §411(a)(3)(B), ERISA §203(a)(3) & DOL Reg. §2530.203-3
Notice of suspension of benefits during certain periods of employment or re-employment after date on which retirement benefit payments commenced or would have commenced
Sent to participants, actives over normal retirement age and working retirees. No filing requirement
During first month in which benefit is suspended. Information also required in SPD
Notice of Right to Divest Employer Securities — ERISA §§101(m) & 204(j) & IRC §401(a)(35)
Notification to participants in DC plans whose account balances are invested in publicly traded stock of their employer of right to diversify into alternative investments and importance of diversification. A model notice is available from IRS. See Notice 2006-107
DC plans with publicly traded employer securities
No later than 30 days of date participant is first eligible to exercise right of diversification.
Notice of Qualified Automatic Contribution Arrangement (QACA) & Eligible Automatic Contribution Arrangement (EACA)
Notice of Qualified Automatic Contribution Arrangement (QACA) & Eligible Automatic Contribution Arrangement (EACA) — IRC §§401(k)(13)(E) & 414(w)(4), ERISA §404(c)(5), Treas. Reg. §1.401(k)-3(k)(4) & DOL Reg. §2550.404c-5(d)
Notice describes rights and obligations under §401(k) plan with automatic enrollment arrangement, including right to elect not to have salary deferrals made on employee’s behalf, right to elect a different percentage and how contributions will be invested in absence of an investment election. A model notice is available from IRS.
Within a reasonable period before each plan year (or eligibility for enrollment for new hires). A period of at least 30 days, but not more than 90 days, before beginning of plan year is deemed to be reasonable. Employees hired mid-year must be given notice a reasonable time prior to first payroll deduction.
Notice of Qualified Default Investment Alternative (QDIA) — IRC §414(w), ERISA §404(c)(5) & DOL Reg. §2550.404c-5(d)
Notice describes right to direct investments, how accounts will be invested in the absence of participant direction and opportunity to invest outside QDIA in a broad range of investment alternatives. Notice may be combined with QACA, EACA or other ERISA §404(c) notices. A model notice is available from IRS.
Initial notice at least 30 days before date of plan eligibility or first investment in QDIA. May be as late as date of plan eligibility if plan is EACA. Thereafter, annual notice at least 30 days before start of next plan year.
Notice of Continuation of Health Coverage under Consolidated Omnibus Budget Reconciliation Act (COBRA)  ERISA §606, IRC §4980B(f)(6) & DOL Reg. §2590.606-1,4
Notice to participants and spouses upon initial enrollment of their right to continue self-paid health coverage, and notice to qualified beneficiaries after a qualifying event. Also, notice to COBRA participants of change in premium, when applicable
General Notice (or Initial Notice) — generally within 90 days of when coverage begins (participants and spouses only); Election Notice (or Notice of Qualifying Event) to specific qualified beneficiary — within 14 days after plan administrator is notified of a qualifying event in relation to that qualified beneficiary or other time frame provided under terms of plan; Premium Change Notice — prior to its effective date
Notice of Unavailability of Continuation Coverage under COBRA  DOL Reg. §2590.606-4(c)
Notice to qualified beneficiaries that have sent a qualifying event notice to plan administrator of reasons why they are not entitled to COBRA coverage
Sent to qualified beneficiaries. No filing requirement
Plan administrator WHEN DUE?
Notice of Termination of Continuation Coverage  DOL Reg. §2590.606-4(d)
Notice to qualified beneficiaries that their COBRA coverage is terminating early (i.e., before end of maximum coverage period)
As soon as practicable following administrator’s determination that continuation coverage shall terminate early. May be combined with a HIPAA certificate of creditable coverage.
Notice of Insufficient Payment of COBRA Premium  Treas. Reg. §54.4980B-8, Q&A5(d)
Notice to qualified beneficiary that payment for COBRA continuation coverage was less (but not “significantly less”) than correct amount
HIPAA Certificate of Creditable Coverage  ERISA §701 & IRC §9801
Notice to former participants and covered dependents detailing length of time during which they were covered under plan. A model certificate is available.
Sent to former participants and covered dependents. No filing requirement
Upon loss of health coverage and no later than deadline for giving COBRA election notice. When COBRA ends, within a reasonable time after plan learns that COBRA has ceased. Certificate must be given upon request if request is made within 24 months after coverage ends.
Notice of Special Enrollment Rights  ERISA §701 & IRC §9801
Notice to participants of HIPAA special enrollment rights upon acquiring a new dependent or loss of other coverage. Model language is available from DOL.
On or before participant is offered opportunity to enroll in group health plan
General Notice of Preexisting Condition Exclusion  ERISA §701, IRC §9801 & DOL Reg. §2590.701-3(c)
Written notice of existence and terms of any preexisting condition exclusion and of rights of individuals to demonstrate creditable coverage, including rights of individuals to request a certificate of creditable coverage from a prior health plan or health insurer. Also a statement that current plan will assist in obtaining a certificate from any prior plan or insurer, if necessary
Sent to participants and to covered dependents where plan contains a preexisting condition exclusion. No filing requirement
With enrollment materials or, if no enrollment materials are distributed, by earliest date following request for enrollment
Individual Notice of Period of Preexisting Condition Exclusion  ERISA §701, IRC §9801 & DOL Reg. §2590.701-3(e)
Written notice of determination regarding length of preexisting condition exclusion period that applies to an individual, including basis of determination, an explanation of opportunity to present additional evidence of creditable coverage and remaining preexisting condition exclusion period that will apply to individual
Sent to participants and to covered dependents upon whom a preexisting condition exclusion is imposed. No filing requirement
Within a reasonable time following determination that a preexisting condition exclusion will be imposed
Notice of Coverage Relating to Hospital Length of Stay in Connection with Childbirth  ERISA §711(d) & DOL Reg. §2520.102-3(u)
Notice to participants in SPD that describes any requirements under both federal and state law regarding minimum length of a hospital stay in connection with childbirth
Michelle’s Law  ERISA §714 and IRC §9813
Requires extended coverage for post-secondary education students on medical leave
Group health plans that determine eligibility for coverage based on student status. After ACA, generally applicable only to plans that cover dependents 26 years of age or older on the basis of student status
Effective for plan years beginning on or after 10/9/09 and to medical leaves beginning during that year, whenever notice of student status certification is provided. Only applicable to plans that use student status to determine eligibility.
PENSION BENEFIT GUARANTY CORPORATION (PBGC) REQUIREMENTS PBGC Estimated Flat-Rate Premium Payment Filing
PBGC Estimated Flat-Rate Premium Payment Filing — ERISA §§4006 & 4007 & PBGC Reg. §§4006 & 4007
Form used to file estimated flat-rate PBGC premiums
DB plans with 500 or more participants on preceding year’s comprehensive premium filing (CPF)
No participant-reporting requirement. Filed with PBGC. Electronic filing is mandatory absent a special exemption.
End of second month of plan year. Only flat-rate portion is due by this deadline. If all information needed to file CPF for year is known by this deadline, CPF should be filed instead.
Comprehensive Premium Filing
Comprehensive Premium Filing  ERISA §§4006 & 4007 & PBGC Reg. §§4006 & 4007
For variable rate premium payment and to reconcile estimated flat-rate premium payment filing
No participant-reporting requirement. Filed with PBGC. Electronic filing is mandatory, absent a special exemption.
Generally, 9½ months after close of plan year. Different deadlines apply to small plans (fewer than 100 participants) and to new plans (for first and second year).
PBGC Form 10-Advance (Advance Notice of Reportable Events) — ERISA §4043 & PBGC Reg. §4043 Subparts A & C
Report of change or liquidation in sponsor or controlled group member, bankruptcy, transfer of benefit liabilities, extraordinary dividend or stock redemption, application for minimum-funding waiver or loan default
DB plans sponsored by non-public companies that have single-employer plans in controlled group with unfunded benefits exceeding $50 million
No participant reporting requirement. Filed with PBGC
In general, employer must notify PBGC 30 days before effective date of reportable event. PBGC has extended 30-day deadline for certain events in certain specified circumstances. PBGC has waived advance reporting for certain reportable events in certain circumstances.
PBGC Form 10 (Post-Event Notice of Reportable Events) — ERISA §4043 & PBGC Reg. §4043 Subparts A & B
Report of active participant reduction, failure to make minimum-funding payments, inability to pay benefits when due, distribution to a substantial owner, transfer of benefit liabilities, change or liquidation of sponsor or controlled group member, bankruptcy, extraordinary dividend or stock redemption, application for minimum-funding waiver, loan default unless waived by regulation and any additional events added by regulation
No participant-reporting requirement. Filed with PBGC
Contributing sponsor and plan administrator
Generally, within 30 days after plan administrator or contributing sponsor knows or has reason to know a reportable event has occurred. This deadline is extended for some events and for certain types of information in certain specified circumstances. PBGC has waived post-event reporting in certain circumstances.
PBGC Financial and Actuarial Information Reporting — ERISA §4010 & PBGC Reg. §4010
Annual financial and actuarial information notice of plan’s funding status and limits on PBGC’s guarantee. Required if prior year’s FTAP of any plan in controlled group is less than 80%.
Large DB plans that, generally, have more than $15 million in unfunded vested benefits in all single-employer plans of controlled group members
Contributing sponsor and each member of contributing sponsor’s controlled groups. One report on behalf of entire controlled group
On or before 105th day after end of filer’s fiscal year (or calendar year, if controlled group members have different fiscal years). Electronic filing required in most circumstances.
PBGC Form 200 (Notice of Failure to Make Required Contributions) — IRC §430(k)(4), ERISA §302(f)(4) & PBGC Reg. §4043-81
Notifications of plan sponsor’s failure to pay quarterly contributions to a DB plan where total unpaid balance for all quarters reaches $1 million
Sponsor. If a contributing sponsor is a member of a “parent-subsidiary” controlled group, parent of such group must file Form 200.
Due date is no later than 10 days after due date for any required payment for which payment was not made when due.
Substantial Cessation of Operations Notice — ERISA §4062(e) & 4063 & PBGC Reg. §4062.8
Notice to advise PBGC of certain cessations of operations at a facility in any location if, as a result of such cessation, more than 20% of total number of employees who are participants under plan are separated from employment
60 days after an employer ceases operations at a facility in any location and, as a result of such cessation, more than 20% of total number of its employees who are participants under plan are separated from employment
This Reporting & Disclosure Calendar for Benefit Plans, which was posted in December 2012, is intended to indicate general reporting and disclosure requirements applicable to pension and welfare benefit plans on an annual basis. It does not cover all special requirements that may apply in a particular year due to an extraordinary event (e.g., plan termination) or that may apply only to a particular class of participants (e.g., highly compensated employees or nonresident aliens). As with all matters involving legal interpretation, plan sponsors should rely on their attorneys for legal advice on questions of specific application to their plans.
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