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Employer Notices: Are You Giving the Right Ones? Does it Matter?

624-400-papka-dokumentWe all know that during a person’s time with a company there are forms that are required. Some of the initial notices are reminders about rights. Some states even have their own required new hire documents. It can be common for smaller employers to overlook the need for these notices. After all, how likely is it that an employee is going to know they should have received these notices and how often are state and federal agencies wasting time verifying companies are issuing these out, right? Add to that lack of necessity the fact that failure to provide notice doesn’t necessarily subject an employer to a fine and collectively, we start asking the question – why even bother?

Instead of thinking about these notices as a nuisance, think about them in terms of being a resource. These notices are required because they inform employees about their rights and the resources that are available to them. Employees may not know that the government in some states offers free health coverage to children or that their income level may make them eligible for subsidies under the ACA. They may be faced with breast cancer in their family and not know that the law requires insurance companies to cover the reconstructive surgery. Notices aren’t meant to be a hassle. They are meant to be an easy, helpful way to let people know what’s available to them if needed. Take time today to make sure that you are providing the required notices not just for compliance, but also for the betterment of your team. Let them know you care about them by making sure they know what’s available to them. So where do you start with these notices? Here’s a good starting point before exploring what your state requires:

Notices Upon Hire:

  • Exchange Notice
  • FMLA General Notice (Must also be posted on premises) 

Notices for Benefits (when first hired or upon eligibility):

  • HIPAA Notice of Special Enrollment Rights
  • Initial COBRA Notice
  • Medicare Part D Creditable/Non-creditable Disclosure*
  • Summary of Benefits and Coverage*
  • Summary Plan Description*
  • Summary of Material Modification*
  • Employer CHIP Notice (Applies to AL, AK, CO, FL, GA, IN, IA, KS, KY, LA MA, ME, MN, MO, MT, NC, ND, NE, NH, NJ, NV, NY, OK, OR, PA, RI, SC, SD, TX, UT, VT, VA, WA, WV, WI) *
  • Grandfathered Health Plan Notice (if applicable)*
  • Women’s Health and Cancer Rights Act* 

Notices Upon Separation or Loss of Coverage:

  • COBRA Election Notice
  • Creditable Coverage Letter
  • Summary Annual Report
  • Employer CHIP Notice

Make sure your team is aware of what’s available to them via the right notices at the right times in their career. In doing so, you will not only help them but also enhance your own reputation as a professional who brings added value.

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