Keeping You Current
 April 2015 Monthly Newsletter
Please take a few minutes to get up to speed on this month's updates:
  1. Upcoming Events for HR Professionals
  2. Individual Insurance Solutions from BDR
  3. Tips To Lower Your Risk of a Group Health Plan Audit
  4. Five Things for Employers to Know about IRS Form I-9
Excellent Resources  
Upcoming Webinars and Seminars

We are excited to pass along details of several upcoming webinars, workshops and seminars on a number of timely subjects. Webinars are always an easy and efficient way to learn from in the comfort of your office (or home or coffee shop.) Seminars and workshops offer a valuable chance to network. Please take a look at the options below, click the links for more details and for registration information.

Sacramento Employer Advisory Council (SEAC) 

Breakfast Seminar
May 13 - Paying for Time Off

Silvers HR 
April 14 - Healthy Workplaces, Health Families Act of 2014 (Paid Sick Leave Law)
April 16 & June 4 - Respect in the Workplace (for large group employers) 


April 29 - Let's Get Engaged: Making Employee Engagement a Priority in Your Organization 

For more details and to register for these Silvers HR sponsored events, contact Vina Zender at 916-791-8506 or email her here. Be sure to let her know you are a Benefits Done Right client. 

Individual Insurance Solutions         
Work with a BDR specialist to secure individual insurance     

You already know us for the expertise we offer on group benefits, but did you know Benefits Done Right can also help individuals, part time and ineligible employees? Whether it is additional coverage for yourself, family or friends, help with a transition to Medicare or COBRA, or just a need to have someone explain - in a way that makes sense - the coverage options through Covered California, our individual account manager will help you navigate through the vast array of options and recommend the plan that best fits your needs.


Insurance solutions include:  

  • Health
  • Medicare and Prescription Drug Plans
  • Dental
  • Vision
  • Disability
  • Long-Term Care
  • Level Term
  • Permanent Life
  • Travel/Accident/Short-Term Coverage

Contact Anisa Cook, Individual Account Manager, today for a customized quote and more information. Email Anisa here or reach her directly at 916-568-2345916-568-2345 ext. 218  


Tips to Lower Your Risk of a Group Health Plan Audit*


The U.S. Department of Labor (DOL) has been increasing audits of employee welfare benefit plans--including group health plans--sponsored by companies of every size. An audit can happen at any time, so it's important to stay on top of compliance. The checklist below can help you prevent and be prepared for a DOL audit.

  • Maintain all documents related to welfare benefit plans in one location.
  • Designate one person at the company to take charge of the welfare benefit plans.
  • Respond in a timely fashion to all participant and beneficiary questions.
  • Review and understand all plan documents.
  • Make sure all benefit plans covered by the Employee Retirement Income Security Act (ERISA) comply with relevant laws, such as Health Care Reform and the Health Insurance Portability and Accountability Act (HIPAA).
  • Distribute summary plan descriptions (SPDs), with accompanying benefit plan component documents such as benefits booklets and certificates of insurance, to all plan participants within 90 days of becoming covered under the plan.
  • Administer all ERISA-covered benefit plans, including group health plans and other welfare plans, in accordance with a written plan document.
  • Respond to participant and beneficiary requests for an SPD and plan document within 30 days after a written request.
  • Inform participants of any material change to the plan either through a revised SPD or in a separate document, called a summary of material modifications (SMM).
  • Distribute required notices, such as COBRA (continuation of health benefits) and SBC (summary of benefits and coverage) notices, within required timeframes.
  • If Form 5500 must be filed, be sure to complete all components accurately and file before the required deadline.
  • Establish written procedures for disputes and claims resolution.

5 Things for Employers to Know About Form I-9*  


As an employer, one of your most important responsibilities when hiring a new employee is to properly complete Form I-9. It sounds simple, but it can be easy to make a mistake or get confused as to exactly what is required. Below are five basic points to remember:


1. All Employers Need to Use Form I-9
As a general rule, all U.S. employers must verify the employment eligibility and identity of each employee hired to work in the United States by completing Form I-9 for every employee, including U.S. citizens. Employers are not required to complete Forms I-9 for independent contractors. However, it is against the law to contract for the labor of an individual knowing that he or she is not authorized to work in the United States.


2. Newly Hired Employees Must Complete Form I-9 No Later Than First Day of Work
Employers may not begin the Form I-9 process until an individual accepts an offer of employment. Newly hired employees must complete and sign Section 1 of Form I-9 no later than the first day of work for pay. The employee must present to the employer an original document or documents that show his or her identity and employment authorization within 3 business days of the date employment begins.   


3. Employers Must Complete Form I-9 Within Three Business Days of Employee's First Day

An employer must use the documents presented by the employee to complete and sign Section 2 of Form I-9 within 3 business days of the first day of work for pay. Among other things, employers are required to physically examine each document to determine if it reasonably appears on its face to be genuine and to relate to the employee presenting it. If a document does not satisfy these criteria, the employer should reject it and allow the employee to present other acceptable documentation.


4. Form I-9 Must Be Kept for a Certain Amount of Time After an Employee Leaves
Employers must keep an employee's completed Form I-9 for as long as the individual works for the employer. Once the individual's employment has terminated, the employer must keep the Form I-9 until the later of:

  • 3 years after the date of hire, or
  • One year after the date employment is terminated.

The forms may be stored on paper or electronically. Keep in mind that Forms I-9 collect personal information about individual employees, so adequate safeguards should be in place to protect that information, regardless of how it is stored.


5. Not Completing Form I-9 May Lead to Penalties
Hiring employees without complying with the employment eligibility verification requirements is a violation of the law. Employers that fail to properly complete or retain Forms I-9 could be subject to civil money penalties of up to $1,100 for each violation.


We have additional resources on this topic should you need them. Contact your Account Manager for details.  


*Source HR360 - Please Note: The information and materials herein are provided for general information purposes only and are not intended to constitute legal or other advice or opinions on any specific matters and are not intended to replace the advice of a qualified attorney, plan provider or other professional advisor. This information has been taken from sources which we believe to be reliable, but there is no guarantee as to its accuracy. In accordance with IRS Circular 230, this communication is not intended or written to be used, and cannot be used as or considered a 'covered opinion' or other written tax advice and should not be relied upon for any purpose other than its intended purpose.  

Benefits Done Right Insurance Agency, Inc.
601 University Avenue, Suite 250 / Sacramento, CA  95825
800 482 1817 / 916 568 2345 / fax: 916 564 9228

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