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Reporting and Disclosure Guide for Employee Benefit Plans - PDF
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1 Reporting and Disclosure Guide for Employee Benefit Plans2 This publication has been developed by the U.S. Department of Labor, Employee Benefits Security Administration (EBSA). To view this and other publications, visit the agency s Website at dol.gov/ebsa. To order publications, or to speak with a benefits advisor, contact EBSA electronically at askebsa.dol.gov. Or call toll free This material will be made available in alternative format to persons with disabilities upon request: Voice phone: (202) TTY: (202) This booklet constitutes a small entity compliance guide for purposes of the Small Business Regulatory Enforcement Fairness Act of 1996.3 Reporting and Disclosure Guide for Employee Benefit Plans U.S. Department of Labor Employee Benefits Security Administration September 20144 5 Introduction This Reporting and Disclosure Guide for Employee Benefit Plans has been prepared by the U.S. Department of Labor s Employee Benefits Security Administration (EBSA) with assistance from the Pension Benefit Guaranty Corporation (PBGC). It is intended to be used as a quick reference tool for certain basic reporting and disclosure requirements under the Employee Retirement Income Security Act of 1974 (ERISA). Not all ERISA reporting and disclosure requirements are reflected in this guide. For example, the guide, as a general matter, does not focus on disclosures required by the Internal Revenue Code or the provisions of ERISA for which the Department of the Treasury and Internal Revenue Service (IRS) have regulatory and interpretive authority. For information on IRS notice and disclosure requirements, please visit the IRS Website at irs.gov/retirement-plans/retirement-plan- Reporting-and-Disclosure. The guide contains, on page 23, a list of EBSA and PBGC resources, including agency Internet sites, where laws, regulations, and other guidance are available on ERISA s reporting and disclosure requirements. Readers should refer to the law, regulations, instructions for any applicable form, or other official guidance issued by EBSA or the PBGC for complete information on ERISA s reporting and disclosure requirements. This guide contains three chapters. The first chapter, beginning on page 2, provides an overview of the most common disclosures that administrators of employee benefit plans are required to furnish to participants, beneficiaries, and certain other individuals under Title I of ERISA. The chapter has three sections: Basic Disclosure Requirements for Pension and Welfare Benefit Plans; Additional Disclosure Requirements for Welfare Benefit Plans That Are Group Health Plans; and Additional Disclosure Requirements for Pension Plans. The second chapter, beginning on page 15, provides an overview of reporting and disclosure requirements for defined benefit pension plans under Title IV of ERISA. The PBGC administers these provisions. The chapter focuses primarily on single-employer plans and has four sections. The first section - Pension Insurance Premiums - applies to covered single-employer and multiemployer defined benefit plans. The last three sections - Standard Terminations, Distress Terminations, and Other Reports - apply only to covered single-employer defined benefit plans. The third chapter, beginning on page 18, provides an overview of the Form 5500 and Form M-1 Annual Reporting requirements. The chapter consists of the following quick reference charts: Pension and Welfare Benefit Plan Form 5500 Quick Reference Chart and Form M-1 Quick Reference Chart. This Department of Labor publication is intended to improve public access to information about the reporting and disclosure rules under ERISA. It has been updated as of September Please be sure to check for current laws and regulations on the reporting and disclosure provisions included in this publication on EBSA s Website at dol.gov/ebsa. 16 Overview of ERISA Title I Basic Disclosure Requirements 1 * Section 1: Basic Disclosure Requirements for Pension and Welfare Benefit Plans Document Type of Information To Whom When Summary Plan Description (SPD) Primary vehicle for informing participants and beneficiaries about their plan and how it operates. Must be written for average participant and be sufficiently comprehensive to apprise covered persons of their benefits, rights, and obligations under the plan. Must accurately reflect the plan s contents as of the date not earlier than 120 days prior to the date the SPD is disclosed. See 29 CFR and for style, format, and content requirements. Participants and those pension plan beneficiaries receiving benefits. (Also see Plan Documents below for persons with the right to obtain SPD upon request). See 29 CFR (c) for provisions on foreign language assistance when a certain portion of plan participants are literate only in the same non-english language. Automatically to participants within 90 days of becoming covered by the plan and to pension plan beneficiaries within 90 days after first receiving benefits. However, a plan has 120 days after becoming subject to ERISA to distribute the SPD. Updated SPD must be furnished every 5 years if changes made to SPD information or plan is amended. Otherwise must be furnished every 10 years. See 29 CFR b-2. Summary of Material Modification (SMM) Describes material modifications to a plan and changes in the information required to be in the SPD. Distribution of updated SPD satisfies this requirement. See 29 CFR b-3. Participants and those pension plan beneficiaries receiving benefits. (Also see Plan Documents below for persons with the right to obtain SMM upon request). Automatically to participants and pension plan beneficiaries receiving benefits; not later than 210 days after the end of the plan year in which the change is adopted. Summary Annual Report (SAR) Narrative summary of the Form See 29 CFR b-10(d) for prescribed format. Participants and those pension plan beneficiaries receiving benefits. For plan years beginning after December 31, 2007, the SAR is no longer required for defined benefit pension plans to which Title IV applies, and which now instead provide the annual funding notice (see below). Automatically to participants and pension plan beneficiaries receiving benefits within 9 months after end of plan year, or 2 months after due date for filing Form 5500 (with approved extension). Notification of Benefit Determination (Claims Notices or Explanation of Benefits ) Information regarding benefit claim determinations. Adverse benefit determinations must include required disclosures (e.g., the specific reason(s) for the denial of a claim, reference to the specific plan provisions on which the benefit determination is based, and a description of the plan s appeal procedures). Claimants (participants and beneficiaries or authorized claims representatives). Requirements vary depending on type of plan and type of benefit claim involved. See 29 CFR for prescribed claims procedures requirements. Plan Documents The plan administrator must furnish copies of certain documents upon written request and must have copies available for examination. The documents include the latest updated SPD, latest Form 5500, trust agreement, and other instruments under which the plan is established or operated. Participants and beneficiaries. Also see 29 CFR a-8 regarding the Department s authority to request documents. Copies must be furnished no later than 30 days after a written request. Plan administrator must make copies available at its principal office and certain other locations as specified in 29 CFR b-1(b). *All footnotes for this chapter are on page 6. 27 Section 2: Additional Disclosure Requirements for Welfare Benefit Plans That Are Group Health Plans 2 Document Type of Information To Whom When Summary of Material Reduction in Covered Services or Benefits Summary of group health plan amendments and changes in information required to be in SPD that constitute a material reduction in covered services or benefits. See 29 CFR b-3(d)(3) for definitions. Participants. Generally within 60 days of adoption of material reduction in group health plan services or benefits. See 29 CFR b-3(d)(2) regarding 90-day alternative rule for furnishing the required information. Initial COBRA Notice 3 Notice of the right to purchase temporary extension of group health coverage when coverage is lost due to a qualifying event. See 29 CFR For more information, visit dol.gov/ebsa/ COBRA.html. A model notice is available at dol.gov/ebsa/ modelgeneralnotice.doc Covered employees and covered spouses. When group health plan coverage commences. COBRA Election Notice 3 Notice to qualified beneficiaries of their right to elect COBRA coverage upon occurrence of qualifying event as well as information about other coverage options available, such as through the Marketplace. See 29 CFR For more information, visit dol.gov/ebsa/ COBRA.html. A model notice is available at dol.gov/ebsa/ modelelectionnotice.doc Covered employees, covered spouses, and dependent children who are qualified beneficiaries. The administrator must generally provide qualified beneficiaries with this notice, generally within 14 days after being notified by the employer or qualified beneficiary of the qualifying event. If the employer is also the plan administrator, the administrator must provide the notice not later than 44 days after: the date on which the qualifying event occurred; or if the plan provides that COBRA continuation coverage starts on the date of loss of coverage, the date of loss of coverage due to a qualifying event. Notice of Unavailability of COBRA Notice that an individual is not entitled to COBRA coverage. See 29 CFR (c). Individuals who provide notice to the administrator of a qualifying event whom the administrator determines are not eligible for COBRA coverage. The administrator must provide this notice generally within 14 days after being notified by the individual of the qualifying event. Notice of Early Termination of COBRA Coverage Notice that a qualified beneficiary s COBRA coverage will terminate earlier than the maximum period of coverage. See 29 CFR (d). Qualified beneficiaries whose COBRA coverage will terminate earlier than the maximum period of coverage. As soon as practicable following the administrator s determination that coverage will terminate. Medical Child Support Order (MCSO) Notice Notification from plan administrator regarding receipt and qualification determination on a MCSO directing the plan to provide health coverage to a participant s noncustodial children. See ERISA 609(a)(5) (A) for prescribed requirements. Participants, any child named in a MCSO, and his or her representative. Administrator, upon receipt of MCSO, must promptly issue notice (including plan s procedures for determining its qualified status). Administrator must also issue separate notice as to whether the MCSO is qualified within a reasonable time after its receipt. 38 Document Type of Information To Whom When National Medical Support (NMS) Notice Notice used by state agency responsible for enforcing health care coverage provisions in a MCSO. See ERISA 609(a) (5) and 29 CFR for prescribed requirements. Depending upon certain conditions, employer must complete and return Part A of the NMS notice to the state agency or transfer Part B of the notice to the plan administrator for a determination on whether the notice is a qualified MCSO. State agencies, employers, plan administrators, participants, custodial parents, children, representatives. Employer must either send Part A to the state agency, or Part B to plan administrator, within 20 days after the date of the notice or sooner, if reasonable. Administrator must promptly notify affected persons of receipt of the notice and the procedures for determining its qualified status. Administrator must within 40 business days after its date or sooner, if reasonable, complete and return Part B to the state agency and must also provide required information to affected persons. Under certain circumstances, the employer may be required to send Part A to the state agency after the plan administrator has processed Part B. Notice of Special Enrollment Rights 4 Notice describing the group health plan s special enrollment rules including the right to special enroll within 30 days of the loss of other coverage or of marriage, birth of a child, adoption, or placement for adoption. See 29 CFR (c) for prescribed requirements as well as a model notice. Employees eligible to enroll in a group health plan. At or before the time an employee is initially offered the opportunity to enroll in the group health plan. Employer CHIPRA Notice Employer (rather than plan) must inform employees of possible premium assistance opportunities available in the state they reside. A model notice is available at dol. gov/ebsa/pdf/chipmodelnotice.pdf. See 75 FR for more prescribed requirements. All employees regardless of enrollment or eligibility status. Notice must be furnished annually. Wellness Program Disclosure 4 Notice given by any group health plan offering a health contingent wellness program in order to obtain a reward. The notice must disclose the availability of a reasonable alternative standard (or possibility of waiver of the otherwise applicable standard). Disclosure must include contact information for obtaining the alternative and a statement that recommendations of an individual s personal physician will be accommodated. See 29 CFR (f)(2)(v) for prescribed requirements as well as model language. Participants and beneficiaries eligible to participate in a health contingent wellness program in order to obtain a reward. In all plan materials that describe the terms of a health contingent wellness program (both activity-only and outcome-based wellness programs). For outcome-based wellness programs, this notice must also be included in any disclosure that an individual did not satisfy an initial outcome-based standard. If the plan materials merely mention that a program is available, without describing its terms, this disclosure is not required. 49 Document Type of Information To Whom When Newborns Act Description of Rights 4 Notice must include a statement describing any requirements under federal or state law that relate to a hospital length of stay in connection with childbirth. If the federal law applies in some areas in which the plan operates and state law applies in other areas, the SPD should describe the federal or state requirements applicable to each area. See 29 CFR (u) for prescribed requirements as well as model language. Participants. Notice must be included in the Summary Plan Description. Michelle s Law Enrollment Notice Must include a description of the Michelle s Law provision for continued coverage during medically necessary leaves of absence. See ERISA section 714(c). Participants and beneficiaries. Notice must be included with any notice regarding a requirement for certification of student status for coverage under the plan. Note: Under the Affordable Care Act, plans cannot deny or restrict coverage for a child under the age of 26 based on student status. Women s Health and Cancer Rights Act (WHCRA) Notices 4 Notice describing required benefits for mastectomy-related reconstructive surgery, prostheses, and treatment of physical complications of mastectomy. Participants. Notice must be furnished upon enrollment and annually. Mental Health Parity and Addiction Equity Act (MHPAEA) Criteria for Medically Necessary Determination Notice Notice must provide beneficiaries the criteria for medically necessary determinations with respect to mental health/substance use disorder benefits. See 29 CFR (d). Any current or potential participant, beneficiary or contracting provider. Notice must be provided upon request. MHPAEA Claims Denial Notice Notice must provide the reason for any denial of reimbursement or payment for services with respect to mental health/ substance use disorder benefits. See 29 CFR (d). Participant or beneficiaries. Notice must be provided upon request or as otherwise required by other laws. MHPAEA Increased Cost Exemption A group health plan claiming MHPAEA s increased cost exemption must furnish a notice of the plan s exemption from the parity requirements. Participants, beneficiaries, EBSA and state regulators. Notice must be provided if using the cost exemption. Grandfathered Plan Disclosure/Notice Notice must disclose that the plan is grandfathered and must include contact information. See 29 CFR Participants and beneficiaries. Notice must be included in any plan materials describing the benefits or health coverage. 510 Document Type of Information To Whom When Summary of Benefits and Coverage (SBC) and Uniform Glossary A template that describes the benefits and coverage under the plan, and a uniform glossary defining statutorily and NAIC recommended terms. See 29 CFR The required SBC template is available at dol.gov/ebsa/pdf/correctedsbctemplate2. pdf and the Uniform Glossary is available at dol.gov/ebsa/pdf/sbcuniformglossary. pdf. The SBC must include an internet address where an individual can review the Uniform Glossary as well as contact information for obtaining a paper copy. Plans (provided by group health insurance issuers). Participants and beneficiaries. SBC must be provided to participants and beneficiaries with enrollment materials and upon renewal or reissuance of coverage. SBC must also be provided to special enrollees no later than the date by which an SPD is required to be provided (90 days from enrollment). The SBC and a copy of the Uniform Glossary must also be provided upon request within 7 days. Summary of Benefits and Coverage: Notice of Modification If a plan makes a material modification in any of the plan terms that would affect the content of the SBC that is not reflected in the most recently provided SBC, the plan must provide notice of such change. This does not apply to changes that occur in connection with a renewal or reissuance. See 29 CFR Participants and beneficiaries. Notice must be provided no later than 60 days prior to the date on which the modification will become effective. Notice Regarding Designation of a Primary Care Provider If a plan requires a participant or beneficiary to designate a primary care provider, the plan must provide notice of the terms of the plan or coverage regarding designation of a primary care provider and participants rights to designate any participating primary care provider who is available to accept the participant; with respect to a child to designate any participating physician who specializes in pediatrics; and that the plan may not require authorization or referral for OB/ GYN care by a participating OB/GYN professional. See 29 CFR A. Model language is available at dol.gov/ ebsa/patientprotectionmodelnotice.doc Participants. Notice must be provided with the Summary Plan Description or any other similar description of benefits. 1 Please refer to the Department s regulations and other guidance for information on the extent to which charges may be assessed to cover the cost of furnishing particular information, statements, or documents to participants and beneficiaries required under Title I of ERISA. See, e.g., 29 CFR b The term group health plan means an employee welfare plan to the extent that the plan provides medical care to employees or their dependents directly or through insurance, reimbursement or otherwise. 3 COBRA generally applies to group health plans of employers who employed 20 or more employees during the prior calendar year. Provisions of COBRA covering state and local government plans are administered by the Department of Health and Human Services. COBRA does not apply to plans sponsored by certain church-related organizations. 4 For more information, see EBSA s Compliance Assistance Guide: Health Benefits Coverage Under Federal Law. 611 Document Type of Information To Whom When Internal Claims and Appeals and External Review Notices Internal Claims and Appeals: Plans must provide notice of adverse benefit determination and notice of final internal adverse benefit determination. See 29 CFR for specific content requirements. Model notices are available at dol.gov/ebsa/iabdmodelnotice2.doc dol.gov/ebsa/iabdmodelnotice1.doc For internal claims and appeals, the notices are provided to claimants. For Federal external review pursuant to the Technical Release, the notices are provided by the IRO to claimants and plan. For internal claims and appeals, timing of the notices vary based on the type of claim. For external review the timing of the notice may vary based on the type of claims and whether the state or the federal process applies. See 29 CFR for more information. External Review: After an external review, the independent review organization (IRO) will issue a notice of final external review decision. See state law or Technical Release for prescribed requirements. Model notice for the federal process under the Technical Release is available at dol.gov/ ebsa/iabdmodelnotice3.doc External Review Process Disclosure Plans must provide a description of the external review process in or attached to the summary plan description, policy, certificate, or other evidence of coverage provided to participants, beneficiaries, or enrollees. See Technical Release for more information. Participants and beneficiaries. The description of external review processes must be provided in the summary plan description or other evidence of coverage provided to enrollees. EBSA Form 700 Certification Form for Eligible Organizations or Notice to the Secretary of Health and Human Services (HHS) EBSA Form 700 is available online at dol.gov/ebsa/pdf/ preventiveserviceseligibleorganization certificationform.pdf Notice to the Secretary of HHS must include the name of the eligible organization and the basis on which it qualifies for an accomodation; its objection based on sincerely held religious beliefs to providing coverage of some or all contraceptive services; the plan name and type; and the name and contact information for any of the plan s third party administrators and health insurance issuers. A model notice is available online at cms.gov/cciio/resources/ Regulations-and-Guidance/index. html#prevention. EBSA Form 700 is provided by the organization or its plan to the plan s health insurance issuer or third party administrator. Notice to the Secretary of HHS should be sent by or U.S. mail to HHS. EBSA Form 700 or notice to the Secretary of HHS must be used when an organization wishes to claim an accommodation with respect to the requirement to cover certain contraceptive services without cost sharing. 712 Document Type of Information To Whom When Employer Notice to Employees of Coverage Options Employers subject to the Fair Labor Standards Act must provide a written notice informing the employee of the existence of the Marketplace, the potential availability of a tax credit and that an employee may lose the employer contribution if the employee purchases a qualified health plan. See Technical Release for prescribed requirements. A model notice is available at dol.gov/ebsa/healthreform/regulations/ coverageoptionsnotice.html Must be provided by the employer to all employees regardless of plan eligibility or part-time or full-time status. Notice must be provided to all new employees. Preexisting Condition Exclusion Notices and Certificates of Creditable Coverage - For plan years beginning on or after January 1, 2014, plans are no longer required to issue the general notice of preexisting condition exclusion and individual notice of period of preexisting condition exclusion. Plans are also no longer required to issue certificates of creditable coverage after December 31, These amendments were made because plans are prohibited from imposing preexisting condition exclusions for plan years beginning on or after January 1, For more information see 79 Fed. Reg (Feb. 24, 2014). 813 Section 3: Additional Disclosure Requirements for Pension Plans Document Type of Information To Whom When Periodic Pension Benefit Statement Content of statements varies depending on the type of plan. In general, all statements must indicate total benefits and total nonforfeitable pension benefits, if any, which have accrued, or earliest date on which benefits become nonforfeitable. Benefit statements for an individual account plan must also provide the value of each investment to which assets in the individual account have been allocated. Benefit statements for individual account plans that permit participant investment direction must also include an explanation of any limitation or restriction on any right of the participant or beneficiary under the plan to direct an investment; an explanation of the importance of a well-balanced and diversified portfolio, including a statement of the risk that holding more than 20 percent of a portfolio in the security of an entity (such as employer securities) may not be adequately diversified; and a notice directing the participant or beneficiary to the Internet website of the Department of Labor for sources of information on individual investing and diversification. See ERISA 105. Participants and beneficiaries In general, at least once each quarter for individual account plans that permit participants to direct their investments; at least once each year, in the case of individual account plans that do not permit participants to direct their investments; and at least once every three years in case of defined benefit plans or, in the alternative, defined benefit plans can satisfy this requirement if at least once each year the administrator provides notice of the availability of the pension benefit statement and the ways to obtain such statement. In addition, the plan administrator of a defined benefit plan must furnish a benefit statement to a participant or beneficiary upon written request, limited to one request during any 12-month period. In addition, the plan administrator of an individual account plan must furnish a benefit statement upon request to a beneficiary that does not receive statements automatically, limited to one request during any 12-month period. Statement of Accrued and Nonforfeitable Benefits Statements of total accrued benefits and total nonforfeitable pension benefits, if any, which have accrued, or the earliest date on which benefits become nonforfeitable. See ERISA 209. Participants The plan administrator shall provide a statement to participants upon request, upon termination of service with the employer, or after the participant has a 1-year break in service. Not more than one statement shall be required in any 12-month period for statements provided upon request. Not more than one statement shall be required with respect to consecutive 1-year breaks in service. 914 Document Type Type of of Information To Whom When Suspension of Benefits Notice Notice that benefit payments are being suspended during certain periods of employment or reemployment. See 29 CFR for prescribed requirements. Employees whose benefits are suspended. During first month or payroll period in which the withholding of benefit payments occurs. Notice of Transfer of Excess Pension Assets to Retiree Health Benefit Account Notification of transfer of defined benefit plan excess assets to retiree health benefit account. See ERISA 101(e) for prescribed requirements. Employer sponsoring pension plan from which transfer is made must give notice to the Secretaries of Labor and the Treasury, each employee organization representing plan participants, and the plan administrator. Plan administrator must notify each participant and beneficiary under the plan. Notices must be given not later than 60 days before the date of the transfer. The employer notice also must be available for inspection in the principal office of the administrator. Domestic Relations Order (DRO) and Qualified Domestic Relations Order (QDRO) Notices Notifications from plan administrator regarding its receipt of a DRO, and upon a determination as to whether the DRO is qualified. For more information see ERISA 206(d)(3) and the EBSA booklet QDROs: The Division of Retirement Benefits Through Qualified Domestic Relations Orders. Participants, and alternate payees (i.e., spouse, former spouse, child, or other dependent of a participant named in a DRO as having a right to receive all or a portion of the participant s plan benefits). Administrator, upon receipt of the DRO, must promptly issue the notice (including the plan s procedures for determining its qualified status). The second notice, regarding whether the DRO is qualified, must be issued within a reasonable period of time after receipt of the DRO. Notice of Significant Reduction in Future Benefit Accruals Notice of plan amendments to defined benefit plans and certain defined contribution plans that provide for a significant reduction in the rate of future benefit accruals or the elimination or significant reduction in an early retirement benefit or retirement-type subsidy. See 26 CFR F-1 for further information. Participants, alternate payees under a QDRO, contributing employers, and certain employee organizations. Except as provided in regulations prescribed by the Secretary of the Treasury, notice must be provided within a reasonable time, generally 45 days, before the effective date of a plan amendment subject to ERISA. See 204(h) of ERISA and IRC 4980F. Notice of Failure to Meet Minimum Funding Standards Notification of failure to make a required installment or other plan contribution to satisfy minimum funding standard within 60 days of contribution due date. (Not applicable to multiemployer plans.) See ERISA 101(d) for more information. Participants, beneficiaries, and alternative payees under QDROs. Must be furnished within a reasonable period of time after the failure. Notice is not required if a funding waiver is requested in a timely manner; if waiver is denied, notice must be provided within 60 days after the denial. Section 404(c) Plan Disclosures Investment-related and certain other disclosures for participant-directed individual account plans described in 29 CFR c-1, including blackout notice for participant-directed individual account plans described in ERISA section 404(c)(1)(A)(ii), as described below. Special rules apply for qualified investment options under ERISA section 404(c)(4)(C). Participants and beneficiaries, as applicable. Certain information should be furnished to participants or beneficiaries before the time when investment instructions are to be made; certain information must be furnished upon request. 1015 Document Type of Information To Whom When Notice of Blackout Period for Individual Account Plans Notification of any period of more than 3 consecutive business days when there is a temporary suspension, limitation or restriction under an individual account plan on directing or diversifying plan assets, obtaining loans, or obtaining distributions. Participants and beneficiaries of individual account plans affected by such blackout periods and issuers of affected employer securities held by the plan. Generally at least 30 days but not more than 60 days advance notice. See ERISA 101(i) and 29 CFR for further information on the notice requirement. Qualified Default Investment Alternative Notice* Advance notice to participants and beneficiaries describing the circumstances under which contributions or other assets will be invested on their behalf in a qualified default investment alternative, the investment objectives of the qualified default investment alternative, and the right of participants and beneficiaries to direct investments out of the qualified default investment alternative. See 29 CFR c-5. See also ERISA 514(e)(3). Participants and beneficiaries on whose behalf an investment in a QDIA may be made. An initial notice must be furnished at least 30 days in advance of the date of plan eligibility, or at least 30 days in advance of the date of any first investment in a qualified default investment alternative on behalf of a participant or beneficiary; or on or before the date of plan eligibility if the participant has the opportunity to make a permissible withdrawal within the first 90 days. Further, there is an annual notice requirement within a reasonable period of time of at least 30 days in advance of each subsequent plan year. See 29 CFR c-5. Automatic Contribution Arrangement Notice* A plan administrator of an automatic contribution arrangement shall provide a notice under ERISA 514(e)(3). Generally, this notice shall inform participants of their rights and obligations under the arrangement. Each participant to whom the arrangement applies. See ERISA 514(e)(3). The plan administrator of an automatic contribution arrangement shall, within a reasonable period before such plan year, provide the notice. See ERISA 514(e)(3). Annual Funding Notice Basic information about the status and financial condition of the defined benefit pension plan, including the plan s funding percentage; assets and liabilities; and a description of the benefits guaranteed by the PBGC. See ERISA 101(f) and Field Assistance Bulletin Participants, beneficiaries receiving benefits, each labor organization representing participants under the plan, each employer that has an obligation to contribute under the plan, and PBGC. Not later than 120 days after the plan year for large plans. Small plans (100 or fewer participants) must furnish the notice no later than the earlier of the date on which the annual report is filed or the latest date the annual report must be filed (including extensions). Multiemployer Plan Summary Report Certain financial information, such as contribution schedules, benefit formulas, number of employers obligated to contribute, number of participants on whose behalf no contributions were made for a specified period of time, number of withdrawing employers, and withdrawal liability. See ERISA 104(d). Each employee organization and to each employer that has an obligation to contribute to the plan. Within 30 days after the due date of the annual report. * Use of the IRS sample Automatic Enrollment Notice posted on the IRS website may be used to satisfy these two notice requirements. See Field Assistance Bulletin , Question 8. 1116 Document Type of Information To Whom When Multiemployer Pension Plan Information Made Available on Request Copies of periodic actuarial reports, quarterly, semi-annual, or annual financial reports, and amortization extension applications. See ERISA 101(k), and 29 CFR Participants, beneficiaries receiving benefits, each labor organization representing participants under the plan, and each employer that has an obligation to contribute to the plan. Within 30 days of written request. Requester not entitled to receive more than one copy of any report or application during any 12-month period. See ERISA 101(k). Multiemployer Plan Notice of Potential Withdrawal Liability Estimated amount of employer s withdrawal liability and how such estimated liability was determined. See ERISA 101(l). Any employer who has an obligation to contribute to the plan. Generally, within 180 days of a written request. Notice of Funding-based Limitation The plan administrator of a single-employer or multiple employer defined benefit plan must provide a notice of specified fundingbased limits on benefit accruals and benefit distributions. See ERISA 101(j). Participants and beneficiaries. Generally, within 30 days after a plan becomes subject to a specified fundingbased limitation, as well as at any other time determined by the Secretary of the Treasury. See IRS Notice Notice of Right to Divest Notice of right to sell company stock and reinvest proceeds into other investments available under the plan. Notice also must describe the importance of diversifying the investment of retirement account assets. See ERISA 101(m). IRS Notice provides a model notice. Participants, alternate payees with accounts under the plan, and beneficiaries of deceased participants. See ERISA 204(j). Not later than 30 days before the first date on which the individuals are eligible to exercise their rights. See ERISA 101(m). Disclosures required for the Fiduciary Safe Harbor for Automatic Rollovers to Individual Retirement Plans for Certain Mandatory Distributions Exceeding $1,000. In order to qualify for the safe harbor, a plan fiduciary must furnish to participants a summary plan description (SPD) or a summary of material modifications (SMM) that describes the plan s automatic rollover provisions, including an explanation that if a participant is subject to mandatory distribution and fails to make an election regarding a form of benefit distribution, the participant s account balance will be rolled over into an individual retirement plan. See 29 CFR a-2. Separating participants subject to mandatory distributions under the Internal Revenue Code. The disclosure by SPD or SMM must be provided before mandatory distributions are made, and will be sufficient if provided in conjunction with the notice required under Code section 402(f) which must be provided to a plan participant no less than 30 days and no more than 180 days before the date of a distribution. See IRS Notice17 Document Type of Information To Whom When Notice of Plan Termination pursuant to the Safe Harbor for Distributions from Terminated Individual Account Plans A plan fiduciary (including a qualified termination administrator) must provide a notice to participants and beneficiaries of the plan s termination and distribution options and procedures to make an election. In addition, the notice must provide information about the account balance; explain, if known, what fees, if any, will be paid from the participant or beneficiary s retirement plan; and provide the name, address and telephone number of the individual retirement plan provider, if known, and of the plan administrator or other fiduciary from whom information about the termination may be obtained. See 29 CFR a-3 Participants or beneficiaries in terminated individual account plans. The notice will be given during the winding up process of the plan termination. Participants and beneficiaries have 30 days from the receipt of the notice to elect a form of distribution. Notice of Critical or Endangered Status The sponsor of a multiemployer defined benefit pension plan must provide notice if the plan is in critical or endangered status because of funding or liquidity problems. The notice must include an explanation of the possibility that certain adjustable benefits may be reduced. See IRC 432. Participants, beneficiaries, the bargaining parties, PBGC, and the Department of Labor. Not later than 30 days after the plan actuary s annual certification, if the actuary certifies that the plan is in critical or endangered status. For a model critical status notice, see dol.gov/ebsa/ criticalstatusnotices.html. Participant Plan and Investment Fee Disclosures The plan administrator must furnish information about the administrative and investment costs of participation in 401(k)-type plans. This includes general information about the mechanics and structure of the plan, such as how to give investment directions, and information about the plan s administrative costs (e.g., recordkeeping, legal) and individual charges that may be assessed to participants (for loans, QDROs, etc.). This also includes a comparative chart with information about the plan s investment options, including investment fees and expenses, performance and benchmark data, an active website address with supplemental investment information, and a glossary of terms to assist participants in understanding the plan s investment options. See 29 CFR a-5. Generally, participants and beneficiaries with the authority to direct their own investments in individual account plans. General information about the plan and potential administrative and individual costs, as well as a comparative chart of key information about plan investment options, must be furnished annually. On at least a quarterly basis, participants must receive a statement of the dollar amount of administrative and individual fees that were charged to their accounts. This information may, in certain circumstances, be included in the plan s SPD and participants Periodic Pension Benefit Statements. 1318 Document Type of Information To Whom When Plan Service Provider Disclosures Certain plan service providers must provide detailed information about the compensation, both direct and indirect, that they will receive for providing services to pension plans. Service providers also may have to furnish information to assist plans in complying with other ERISA reporting and disclosure requirements (e.g., Form 5500 Annual Report, Participant Plan and Investment Fee Disclosures). See 29 CFR b-2(c) for definitions of which service providers must comply and the specific disclosures that must be furnished. Plan fiduciaries responsible for hiring pension plan service providers. Generally, disclosure must be furnished to the plan fiduciary reasonably in advance of entering into a contract or arrangement with the service provider. See 29 CFR b-2(c) for provisions on when changes or updates to previously disclosed information must be furnished by the service provider. 1419 Overview of Basic PBGC Reporting and Disclosure Requirements Section 1: Pension Insurance Premiums (for covered single-employer and multiemployer defined benefit plans) (ERISA 4006 and 4007; 29 CFR Parts 4006 and 4007) * Document Type of Information To Whom When Comprehensive Premium Filing Annual premium payment (with supporting data) for all plans. PBGC By the 15th day of the 10th calendar month that begins on or after the 1st day of the premium payment year. Section 2: Standard Terminations (for covered single-employer defined benefit plans) (ERISA 4041 and 4050; 29 CFR Parts 4041 and 4050) Document Type of Information To Whom When Notice of Intent to Terminate Advises of proposed termination and provides information about the termination process. Participants, beneficiaries, alternate payees, and union. At least 60 and no more than 90 days before proposed termination date. (If possible insurers not known at this time, supplemental notice no later than 45 days before distribution date.) Form Standard Termination Notice Advises of proposed termination and provides plan data. PBGC No later than 180 days after proposed termination date. Notice of Plan Benefits Provides information on each person s benefits. Participants, beneficiaries, and alternate payees. No later than the time Form 500 (Standard Termination Notice) is filed with PBGC. Form Post-Distribution Certification Certifies that distribution of plan assets has been properly completed. PBGC No later than the 30th day after distribution of plan assets completed. (If PBGC assesses a penalty, it will do so only to the extent the form is filed more than 90 days after distribution deadline, including extensions.) Schedule MP - Missing Participants Advises of a participant or beneficiary under a terminating plan whom the plan administrator cannot locate. PBGC Filed with Form 501. (See above for time limits.) *To electronically submit premium filings and payments to the PBGC, use PBGC s online application, My Plan Administration Account (My PAA). My PAA and more information can be found at the PBGC s Website (pbgc.gov) on the page for Practitioners under Premium Filings. 1520 Section 3: Distress Terminations (for covered single-employer defined benefit plans) (ERISA 4041 and 4050; 29 CFR Parts 4041 and 4050) Document Type of Information To Whom When Form Distress Termination Notice of Intent to Terminate Advises of proposed termination, demonstrates satisfaction of distress criteria, and provides plan and sponsor/controlled group data. PBGC At least 60 days and (except with PBGC approval) no more than 90 days before proposed termination date. Notice of Intent to Terminate to Affected Parties Other than PBGC Advises of proposed termination and provides information about the termination process. Participants, beneficiaries, alternate payees, and union. No later than the time Form 600 (Notice of Intent to Terminate) is filed with PBGC. Disclosure of Termination Information A plan administrator must disclose information it has submitted to PBGC in connection with a distress termination. See ERISA 4041(c)(2). (Note that a plan administrator or a plan sponsor must disclose information it has submitted to PBGC in connection with a PBGC-initiated termination. See ERISA 4042(c)(3).) Participants, beneficiaries, alternate payees, and union. No later than 15 days after (1) receipt of a request from the affected party for the information; or (2) the provision of new information to the PBGC relating to a previous request. Notice of Request to Bankruptcy Court to Approve Termination Advises of sponsor s/controlled group member s request to Bankruptcy Court to approve plan termination based upon reorganization test. PBGC Concurrent with request to Bankruptcy Court. Form Distress Termination Notice, Single-Employer Plan Termination Provides information on the plan and whether ERISA Title IV benefits have been reduced. PBGC No later than the 120th day after the proposed termination date. Form Post-Distribution Certification for Distress Termination Certifies the distribution of plan assets has been properly completed for a plan that is sufficient for guaranteed benefits. PBGC No later than the 30th day after distribution of plan assets completed. (If PBGC assesses a penalty, it will do so only to the extent the form is filed more than 90 days after the distribution deadline, including extensions.) Schedule MP - Missing Participants Advises of a participant or beneficiary under a terminating plan whom the plan administrator cannot locate. (This assumes plan is sufficient for guaranteed benefits.) PBGC Filed with Form 602. (See above for the time limits.) 16 View more
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