REPORTING & DISCLOSURE CALENDAR FOR BENEFIT PLANS

2013 Reporting & Disclosure Calendar for Benefit Plans TABLE OF CONTENTS REQUIREMENTS INTRODUCED BY THE AFFORDABLE CARE ACT (ACA) Disclosure of “Grandfather” Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Disclosure of Patient Protections: Choice of Providers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Early Retiree Reinsurance Program (ERRP) Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Notice of Waiver of Annual Limit Requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Summary of Benefits and Coverage (SBC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Notice of Plan Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 Notice of Rescission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 DEPARTMENT OF HEALTH AND HUMAN SERVICES (HHS) REQUIREMENTS Health Insurance Portability and Accountability Act (HIPAA) Notice of Privacy Practices for Protected Health Information (PHI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Breach Notification for Unsecured PHI under HITECH Act . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Notice of Creditable Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Creditable Coverage Disclosure Notice to Centers for Medicare & Medicaid Services (CMS) . . . . . . . . . . . . . . . . . . . . . . . .4 Application for Retiree Drug Subsidy (RDS) & Attestation of Actuarial Equivalence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Medicare Secondary Payer (MSP) Data Reporting Requirements under Medicare, Medicaid and State Children’s Health Insurance Program (CHIP) Extension Act of 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 DEPARTMENT OF LABOR (DOL) REQUIREMENTS Summary Plan Description (SPD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 Summary of Material Modifications (SMM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 Summary Annual Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Plan Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Periodic Benefit Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Annual Funding Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Notice of Failure to Meet Minimum-Funding Standard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Intranet Posting of Defined Benefit Plan Actuarial Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Notice of Availability of Investment Advice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Blackout Period Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Disclosure of Plan Fees and Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 Section 404(c) Disclosures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Summary of Material Reduction in Covered Services or Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Women’s Health and Cancer Rights Act (WHCRA) Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Children’s Health Insurance Program Reauthorization Act of 2009 (CHIPRA) Disclosure of Plan Benefits . . . . . . . . . . . .9 CHIPRA Notice to Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10 Form M-1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10 INTERNAL REVENUE SERVICE (IRS) REQUIREMENTS Form 1099 MISC (Report of Miscellaneous Income) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10 Notice and Reminder of Election Regarding Withholding from Annuity and Pension Plan Payments . . . . . . . . . . . . . . . .10 Form 1099R . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Explanation of Rollover and Certain Tax Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Form 8955-SSA (Annual Registration Statement Identifying Separated Participants with Deferred Vested Benefits) . .11 Notice of Intent to Use Safe-Harbor Formula . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11 Form W-2 (Wage and Tax Statement) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12 Form 990 & Form 990EZ (Annual Return of Organization Exempt from Income Tax) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12 Form 8928 (Return of Certain Excise Taxes Under Chapter 43 of IRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12 Continued on next page 2013 Reporting & Disclosure Calendar for Benefit Plans JOINT DOL/IRS REQUIREMENTS Form 5500 Series (Annual Return/Report of Employee Benefit Plan) and Schedules . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Form 5558 (Application for Extension of Time) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Notice to Separated Participants with Deferred Vested Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Notice of Right to Defer Distribution and Consequences of Failure to Defer Distribution . . . . . . . . . . . . . . . . . . . . . . . . .14 Notice of Reduction in Future Accruals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14 Explanation of Qualified Joint and Survivor Annuity (QJSA) & Qualified Optional Survivor Annuity (QOSA) . . . . . . . . . .14 Explanation of Qualified Preretirement Survivor Annuity (QPSA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Notice of Benefit Limitations and Restrictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Suspension of Benefits Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Notice of Right to Divest Employer Securities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16 Notice of Qualified Automatic Contribution Arrangement (QACA) & Eligible Automatic Contribution Arrangement (EACA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16 Notice of Qualified Default Investment Alternative (QDIA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16 Notice of Continuation of Health Coverage under Consolidated Omnibus Budget Reconciliation Act (COBRA) . . . . . .17 Notice of Unavailability of Continuation Coverage under COBRA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17 Notice of Termination of Continuation Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17 Notice of Insufficient Payment of COBRA Premium . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17 HIPAA Certificate of Creditable Coverage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 Notice of Special Enrollment Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 General Notice of Preexisting Condition Exclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 Individual Notice of Period of Preexisting Condition Exclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 Notice of Coverage Relating to Hospital Length of Stay in Connection with Childbirth . . . . . . . . . . . . . . . . . . . . . . . . . . .19 Michelle’s Law . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 PENSION BENEFIT GUARANTY CORPORATION (PBGC) REQUIREMENTS PBGC Estimated Flat-Rate Premium Payment Filing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 Comprehensive Premium Filing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 PBGC Form 10-Advance (Advance Notice of Reportable Events) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20 PBGC Form 10 (Post-Event Notice of Reportable Events) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20 PBGC Financial and Actuarial Information Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20 PBGC Form 200 (Notice of Failure to Make Required Contributions) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21 Substantial Cessation of Operations Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21 INTERACTIVE ONLINE VERSION OF THIS CALENDAR An interactive online version of the 2013 Reporting & Disclosure Calendar for Benefit Plans is available on the following page of Sibson’s website: http://www.sibson.com/publications-and-resources/rd-calendar/ The compliance content of the interactive version is identical to this PDF. However, the information is presented differently. Copyright © 2012 by The Segal Group, Inc., the parent of The Segal Company. All rights reserved. 2013 Reporting & Disclosure Calendar for Benefit Plans Requirements Introduced by the Affordable Care Act (ACA)1 ITEM & DESCRIPTION PLANS AFFECTED? SENT TO/FILED WITH? SENT BY? WHEN DUE? ITEM & DESCRIPTION PLANS AFFECTED? SENT TO/FILED WITH? SENT BY? WHEN DUE? ITEM & DESCRIPTION PLANS AFFECTED? SENT TO/FILED WITH? SENT BY? WHEN DUE? 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 Department of Labor (DOL). See www.dol.gov/ebsa/healthreform Grandfathered group health plans Sent to participants and to beneficiaries receiving benefits. No filing requirement Plan administrator or health insurer Effective for first plan year beginning on or after 9/23/10 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. See www.dol.gov/ebsa/healthreform Non-grandfathered group health plans Sent to participants. No filing requirement Plan administrator or health insurer Notice must be provided with SPD or other similar description of benefits. 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). See www.errp.gov/download/Notice_to_Plan_Participants.pdf 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 Plan sponsor 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) 1 The ACA is the abbreviated name for the health care reform law, the Patient Protection and Affordable Care Act (PPACA), Public Law No. 111-48, as modified by the subsequently enacted Health Care and Education Reconciliation Act (HCERA), Public Law No. 111-52. 2 “Grandfathered plans” are those in existence when the ACA was enacted on 3/23/10, which have not made benefit or employee contribution changes that result in the loss of grandfather status. 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. 1 2013 Reporting & Disclosure Calendar for Benefit Plans Requirements Introduced by the Affordable Care Act (Continued) ITEM & DESCRIPTION PLANS AFFECTED? SENT TO/FILED WITH? SENT BY? WHEN DUE? ITEM & DESCRIPTION PLANS AFFECTED? SENT TO/FILED WITH? SENT BY? WHEN DUE? ITEM & DESCRIPTION PLANS AFFECTED? SENT TO/FILED WITH? SENT BY? WHEN DUE? 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. See http://cciio.cms.gov/resources/files/06162011_annual_ limit_guidance_2011-2012_final.pdf. Notice for stand-alone Health Reimbursement Arrangement (HRA): http://cciio.cms.gov/resources/files/annual%20_limit_waivers_technical_ instructions_update_081911.pdf 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. See http://cciio.cms.gov/ resources/other/index.html#alw 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 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. Group health plans and health insurance issuers Sent to participants and beneficiaries. No filing requirement Plan administrator or health insurer 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. Group health plans and health insurance issuers Sent to participants and beneficiaries. No filing requirement Plan administrator, health insurer or plan sponsor 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. 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. 2 ... - tailieumienphi.vn