Medicare 101 – Making Sense of the A,B,C D’s – Webinar Recap

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OneGroup kicked off its 2024 101 Webinar Series on February 21st. OneGroup’s Medicare team, Shane Kelly and Connor Stanton spoke about the sometimes-confusing topic of Medicare, when you are eligible, what parts A, B, C, and D mean, when to sign up, and how to sign up.

When are you eligible?

You are first eligible for Medicare when you turn 65 years of age. You may also be eligible if you are under 65 but qualify because of a disability or other special situation. At 65 years of age, you become eligible for Medicare, regardless of whether you’re already receiving Social Security benefits or not. You also must be a United States citizen or legal resident and have lived in the United States for five consecutive years.

What do parts A, B, C, and D mean?

Medicare Part A – Hospital Coverage. Medicare Part A is provided through the United States government. It assists to cover inpatient hospital costs, short-term inpatient skilled nursing services, and Hospice care.

Most people do not pay a monthly premium for Part A if they or their legally married spouse have worked 40 consecutive quarters (ten years) and paid into the Medicare tax. Part A allows you to choose any qualified hospital in the United States that accepts Medicare, regardless of pre-existing conditions or medical history.

Hospital costs include a 2024 deductible of $1,632 for up to 60 days of inpatient care. Copayments increase after day 60.

If you have multiple hospital stays, each stay may require a separate deductible. For instance, if you pay a deductible during one admission and then return to the hospital three months later for an unrelated issue, you will need to pay another deductible for that subsequent stay.

Short term rehabilitative services in a skilled nursing facility require a three day hospital admittance before coverage begins. Services are covered for the first 20 days at no copayment cost per day, followed by a copayment of $204 per day from days 21 to 100.

With Medicare Part A, Hospice is always covered.

Medicare Part B – Medical Coverage. Medicare Part B is also provided through the United States government. Part B aids in the coverage of outpatient visit costs, including doctors’ visits, testing, medical services, and one-day surgeries. You can use Part B anywhere that accepts Medicare, but it generally does not cover care outside of the United States.

Similar to Part A, you cannot be turned away based on pre-existing conditions or health history. However, unlike Part A, Part B has a standard premium of $174.70 for the 2024 year.

Although there is a standard premium of $174.70 for 2024, you may be subject to a higher premium based on your 2022 income. Refer to the chart below for 2024 premiums based on 2022 income:

If your yearly income in 2022 was:You pay (in 2024)
File individual tax returnFile joint tax return
$103,000 or less$206,000 or less$174.70
$103,001 – $129,000$206,001 – $258,000$244.60
$129,001 – $161,000$258,001 – $322,000$349.40
$161,001 – $193,000$322,001 – $386,000$454.20
$193,001 – $499,999$386,001 – $749,999$559.00
above $500,000above $750,000$594.50

In addition to the standard premium, Medicare Part B has a deductible of $240 for the year 2024. Once this deductible is met, you can expect to pay 20% coinsurance for part B covered services, while Medicare covers the remaining 80%. An important note is that there is no out-of-pocket maximum for the 20% coinsurance, meaning there is no limit on how much you may have to pay for the 20% coinsurance.

Medicare Part C – Medicare Advantage. Medicare Advantage is a single plan offered by private insurance companies that combines coverage from Medicare Part A, Part B, and often Part D (prescription drug coverage).

Medicare Advantage plans can often offer additional benefits such as dental, vision, hearing, and some preventative care that are not covered by original Medicare.

Although you still must be enrolled in Part A and B, when enrolled in a Medicare Advantage plan the insurance carrier becomes your primary payer instead of the United States government.

Medicare Advantage plans use a network of healthcare providers typically through a health maintenance organization (HMO) or a preferred provider organization (PPO). With an HMO, you must use in-network providers. With a PPO, if your doctor approves the insurance carrier, you are able to see both in-network and out-of-network healthcare providers with a possible small increase in copayment amounts.

Other advantages of a Medicare Advantage plan include $0 premium in most areas, maximum out-of-pocket limits, and controlled spending on hospital and medical coverage.

Medicare Part D – Prescription Drugs. Medicare Part D assists with the cost of prescription drugs offered through private companies. Similar to Part C, Medicare Part D is offered through private insurance carriers that follow Medicare guidelines. Each plan has a drug coverage list that can vary by carrier and year.

Similar to Part B, Part D has a monthly premium calculated by your 2022 income. Refer to the chart below for 2024 premiums based on 2022 income:

If your yearly income in 2022 was:You pay (in 2024)
File individual tax returnFile joint tax return
$103,000 or less$206,000 or less$0.00
$103,001 – $129,000$206,001 – $258,000$12.90
$129,001 – $161,000$258,001 – $322,000$33.30
$161,001 – $193,000$322,001 – $386,000$53.80
$193,001 – $499,999$386,001 – $749,999$74.20
above $500,000above $750,000$81.00

Medicare Part D also includes what is known as cost sharing. Below outlines where cost sharing is applicable to you and at what dollar amount.

Medicare 101 Chart

Please note – due to the Inflation Reduction Act beginning in the year 2024, cost sharing for Part D drugs will be eliminated for beneficiaries in the catastrophic phase of coverage.

When and how to enroll?

Automatic enrollment. You will be automatically enrolled in Medicare Part A if you are already collecting Social Security. You cannot opt out of Part A since you will no longer be HSA eligible. However, you can opt out of Part B with some applicable considerations.

Enrollment process. If you are not collecting Social Security, you must go through the enrollment process for Medicare Part A and Part B. To enroll directly, you can do so;

Online: at Medicare.gov or SSA.gov/benefits

By phone: 1-800-772-1223

In-person (appointment required): Your local Social Security office.

As a reminder, if you are receiving Social Security, you will automatically be enrolled in Medicare Part A and B.

When am I covered? Coverage is effective the first day of the month that you turn 65. If your birthday lands on the first of the month, coverage will start the month prior. For example, if your birthday is October 20, your coverage will begin October 1. If your birthday is October 1, your coverage will begin September 1.

If you enroll in coverage after the age of 65, coverage will be effective the first of the following month. If you choose to elect coverage after you turn 65, you will be in a special enrollment period.

When to enroll. When you turn 65, you must enroll in Medicare Part A, B, and D to avoid late enrollment penalties (unless you qualify for an exception or still have credible coverage and can delay enrollment.) You have a seven-month window that is known as your initial enrollment period. This period consists of three months before your 65th birthday, your 65th birthday month, and three months after your 65th birthday month.

Although you have ample time to enroll in Medicare, if you enroll after the initial enrollment period, premiums could be higher, again, unless you qualify for an exception or still have credible coverage.

Medicare late enrollment penalties. Although you may opt out of Part B if you’re eligible to, if you do not enroll in Part B until after your initial enrollment period, premiums will increase 10% ($174.70) in 2024 for each 12 months until you do enroll.

For Part D, a late enrollment penalty applies if you go without prescription drug coverage for 63 or more consecutive days after your initial enrollment period. The Part D late enrollment penalty is calculated by multiplying one percent of the “national base beneficiary premium” (34.70 in 2024) by the number of full, uncovered months you were eligible but didn’t join a Medicare prescription drug plan and went without other credible prescription drug coverage.

If you continue to work after 65, you have options. If you continue to work and have credible coverage, you are not required to enroll in Medicare as soon as you turn 65. There are a few other options that you may want to consider.

You can stay on your current plan and delay enrollment in Medicare if you or your legally married spouse’s plan counts as credible coverage. Credible coverage is considered a plan at a company with more than 20 full time employees.

You also can leave your current plan and enroll into Medicare as well as add an Advantage, Supplement, or Part D prescription drug plan.

If you decide to continue your company’s plan, you will be able to enroll in Medicare when you retire or when you are no longer receiving credible coverage.

What if I have a special situation?

Medicare can be very specific to each recipient and the overarching “rules” may not apply to your situation. We recommend reaching out to a licensed Medicare professional to answer more specific questions about your situation and which Medicare option may be best for you!

Additional thoughts regarding Medicare coverage

Medicare Supplement Insurance Plans or Medigap Plans. An alternative option in addition to Medicare Parts A through D is a Medicare Supplement or Medigap plan. These plans aid in paying a portion of the costs associated with Medicare Parts A and B and are available through private insurance carriers. These types of plans cover some or all out-of-pocket expenses under Part A and Part B.

If you enroll in a supplement plan, Medicare Part A and Part B still act as your primary payer. The supplement plan then becomes secondary but still covers certain costs of Medicare Part A and B depending on the specific plan. There are no network restrictions and no referrals required.

The set monthly premium for these plans varies depending on the levels of coverage.

COBRA. If you are over 65, COBRA is not a viable coverage option. If you retire before you are 65 and elect COBRA to bridge the gap until Medicare, turning 65 will be a qualifying event for you to come off COBRA and enroll in Medicare. Verify with your employer how long COBRA will be provided, as different employers have varying time limits on COBRA.

Health Savings Accounts. Once you enroll in any form of Medicare, you are no longer allowed to contribute to a Health Savings Account (HSA). However, you may continue to use the money you have already accumulated in your HSA for eligible expenses. These eligible expenses include, Qualified Medical Expenses (QME), premiums for long-term care insurance, and premiums for individuals over 65 such as retirement health benefits and Medicare premiums.

Once you reach 65, you may also take a distribution for a non- medical expense and pay regular income tax on the contributions. Similar to taking a distribution from a 401(k) or an IRA.

If you continue to work past the age of 65, you should stop contributing to your HSA six months prior to the election of Social Security benefits to avoid penalties.

Contact us and OneGroup’s next 101 Webinar.

Everyone’s needs regarding Medicare are different. If you have questions regarding this webinar or your Medicare options please contact Shane Kelly or Connor Stanton via the information below, or submit a form here and mention this webinar to be connected to a OneGroup Medicare expert. OneGroup offers its Medicare services free of charge.

Shane Kelly, Medicare Team Lead

SKelly@OneGroup.com

P: 680-207-6873

Connor Stanton, Licensed Specialist

CStanton@OneGroup.com

P: 680-207-6874

OneGroup is looking forward to the next webinar in the series, Human Resources 101, on Wednesday, April 17, 2024 from 9:30 AM – 10:30 AM EST. Human Resources Consulting Manager,  Colleen Williams and Human Resource Consultant, Travis Simpson will discuss best practices to avoid costly employment claims. Register for OneGroup’s next webinar here.

Standard disclosure: We are not a government agency. We are licensed insurance agents who discuss insurance programs such as Medicare Advantage, Medigap, and Medicare Part D Prescription Drug Coverage. Any information we provide is limited to those plans we do offer in your area. Please contact Medicare.gov or 1-800-Medicare to get information on all of your options.


This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Marketers, Publishers, Influencers, Experts: Media Liability Coverage Is a Must 

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All eyes are on you if you’re in the limelight or managing someone who is. But the definition of “limelight” now extends far beyond movie stars and TV personalities.  

There are social media influencers, public image consultants, broadcasters, high-profile vloggers and bloggers. They don’t even need to leave their homes to be considered media personalities.

Traditionally, only advertising, publishing or marketing businesses needed media liability insurance. But with easy media access and interconnectivity, a media blip could turn into a viral nightmare for almost anyone.

Depending on how your business is classified by your insurance company, your commercial general liability policy may not cover your claim. That’s where media liability insurance enters the scene.

Who needs media liability coverage?

Here are just some of the industries that should consider coverage:

  • Marketing
  • Advertising
  • Broadcasting
  • Entertainment
  • Publishing
  • Software (that disseminates information)
  • Photographers
  • Stock photography and licensing
  • Reviewers
  • Reporters/journalists
  • Bloggers
  • Vloggers
  • Independent authors or other writers not covered under an employer’s insurance policy
  • Freelance writers
  • Social media influencers
  • Celebrity or high follower-count media accounts
Media liability insurance – a more specific policy

Media liability insurance is a form of errors and omissions (E&O) insurance that helps protect against liability claims such as defamation, misrepresentation, intellectual property infringement and any number of liability risks posed by engaging online. Even if you’re innocent, you must respond to a lawsuit and mount a defense. It can be an expensive endeavor if you have no help at all. That’s where media liability insurance comes in.

Media liability normally responds to claims for accusations like:

Breach of ContractMaterial, actual, minor or anticipatory breaches can occur and usually are involved in larger contract disputes involving intellectual property or other specific agreements.
Trademark or service mark infringement; unfair competitionInvolves using another brand’s logo or trademark slogans or even misrepresenting website addresses that look similar with the intent to misdirect web traffic.
Defamation of character (libel or slander)Libel is when you make a false comment or statement intended to damage a person’s reputation.

Slander is when you publish a false statement intended to damage a person’s reputation.
Infliction of emotional distress or outrageA post or comment that causes a person emotional harm, trauma or negative psychological effect.
Intellectual property infringementCreative work, invention or idea is too similar to someone else’s work.
Invasion of privacyPost personal information about another.
Negligence, misrepresentation, misstatementInvolves a claim that is indefensible or misleading; sometimes called false advertising.
Personal and advertising injuryThe information posted results in harm to an individual’s personal or professional image, reputation or brand.
PlagiarismCopying another person’s work in whole or in part (intentionally or unintentionally) and passing it off as original.
Publisher, marketer, advertiser — you need more than commercial liability

Media liability often applies to businesses that are primarily engaged in advertising, marketing, publishing, photography, broadcasting or other media-related activities. Their risk is higher since they’re in the business of publishing information that people rely on as expert advice or information.

Liability comes with the territory when you’re writing about other people. And to double-down on that concept, when you write about other people, you’re also writing about their brand (in the case of a celebrity or influencer). That can mean you’ve not only disparaged or slandered that person but their brand too. You could find yourself in a multilayered lawsuit.

What you do (and what you don’t do) matters in insurance

Media liability insurance applications will ask you some detailed questions about your business activities. The insurance underwriting department needs to decide what kind of risk you are — and if they’re willing to take you on as a risk. They do this because some publishing companies and staff are in the business of shock media or undercover investigative journalism, which are both high on the lawsuit list.

For example, a standard application might ask a reporter about the types of interviews they engage in and whether they are recorded and if those recordings are hidden from the person being interviewed. These activities pose high risks for all kinds of lawsuits, such as recording without consent (illegal in many states) and defamation or coercion.

Lots of new ways to publish can create lots of new liabilities

Also with respect to publishing (that’s a wide range of businesses considering social media, blogging, vlogging, influencing are included along with traditional television, marketing and publishing), insurance companies also want to know what kind of fact-checking is done.

If you’re into saying whatever you feel like or taking a questionable “fact” and running with it for the purpose of gaining followers, you might be considered a shock jock brand. These require different lines of insurance and may limit the insurance companies willing to sell you an insurance policy. Media liability has specialty lines of coverage for riskier activities — but you’ll pay extra.

Employees can be part of the liability

No matter how much you think you’re controlling the messaging online, you should also consider that your employees could cause the liability. If your employees are posting about your business (think hashtags) or under your account (think followers), they could slip up and say something improper. It may be completely innocent but that could be construed as a lack of training, or that these are the opinions of your business.

This is another reason to review your risk management planning and employee handbooks. You should have an online etiquette policy as well as diversity training. Don’t discourage social media use — but do educate staff about how to properly communicate online.

The coverage “gray zone”

Not everyone will need media liability coverage. But there is a gray area where gaps in coverage can occur depending on the situation. Here are a few coverage options that may protect you in different situations.

  • Commercial general liability (CGL) covers some issues under personal and advertising injury, but make sure the coverage amount is high enough and broad enough. You might want to consider an umbrella to top it off.
  • Cyber insurance may help protect you against losses such as network security issues, data loss and personally identifiable information (PII) breaches, but it will not step in to cover liabilities involving content you’ve created or posted.
  • Personal and advertising injury on your general liability policy may step in to cover a falsehood or a misleading advertisement you’ve made — if your business isn’t normally engaged in a media-related capacity. But the lines are blurring regarding what is classified as a business engaged in media, marketing and the like.
  • Directors and officers (D&O) may kick in, depending on the coverage you have and who did the posting. If your coverage isn’t broad and it excludes certain job roles, then you may not be covered for all employee conduct. If this was an issue that can be traced to poor decision-making or a lack of policy, then the board may end up being named as part of a lawsuit. The D&O policy would trigger, but it wouldn’t necessarily offer full coverage.
  • Employment practices liability insurance (EPLI) may help in the event that your media liability issue is related to a post or statement made about your employee (who then files a harassment or discrimination lawsuit against your company). But it likely will not cover you for disparagement or undue emotional distress caused by the post if it involves your company or those you employ. It really depends on the lawyers and the way the claim is filed. Either way, this is a situation where you don’t want coverage
The price to defend and the price to settle

Even if the alleged wrongdoing was unintentional, or entirely untrue, you must defend yourself in court. Lawsuits can take years to resolve, which is why most insurance companies look to settle out of court when possible. Whether you defend or settle, it’s going to be expensive.

  • Media liability can help with the cost to retain attorneys experienced in the field and mount your defense.
  • Media liability coverage can also help with negotiating a settlement and payment for the settlement expense.
Talk to your insurance professional

If you’re directly involved in media or could possibly be classified as a media business, you need media coverage. A commercial general liability policy will not cover you under advertising and personal injury, and it has exclusionary language for this.

If people look to you for reliable information (which is a compliment!) you need to think about stepping up your coverage. Talk to your insurance professional and your lawyer to make sure you have the specific coverage you need for the type of business you do.

For more information

This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2021 Applied Systems, Inc. All rights reserved.

Prevent or Stop Water Damage Before it Gets Too Far.

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What if you could stop water damage before it started?

Coming home from vacation to a flooded basement or waking up in the morning to two inches of water is not fun, to say the least. What if you could stop the damage while you’re away or wake up to an alarm and not a water-logged house in the morning?

According to the Insurance Information Institute, one in 60 homeowners have losses due to water damage. In 2022, 40% of all home losses were due to non-weather-related water damage per The Hanover. Though your insurance may cover you financially, it can’t replace priceless mementos like photo albums, valuables, or personal collections, not to mention the time lost in repairing and renovating your home.

What can you do? Fortunately, there are two types of water mitigation devices that you can install in your home to assist in preventing water damage by alerting you to the presence of a leak or going as far as shutting of the water on detection.

Water Shutoff Devices

A water shutoff device can detect unusual water flow, usually caused by leaks and then automatically turn off the water to your house. Some use technology that can notify homeowners via an app when there is an issue. A plumber is needed to install one of these devices and can help you purchase one.

Water Sensors

A water sensor monitors for leaks. Unlike an automatic shutoff device, it will not shut off your water, it can however, alert you to a leak before it becomes a much bigger problem. You may be able to install a water sensor on your own.

Installing a water mitigation device can have additional benefits other than the obvious prevention of extensive water damage. Some insurance carriers have resources to help you decide what solution is best for you and may offer premium discounts when they’re in-use.

For more information

If you are interested in this worthwhile protection for your home, and would like to see what discounts your carrier may provide, please contact our personal insurance team by calling 1-800-268-1830 or through our website here.

This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2021 Applied Systems, Inc. All rights reserved.

What’s Your Wedding Risk Exposure? A Liability Perspective

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The average cost of a wedding in the U.S. is $30,000, with venues being the highest-ticket item in the spending breakdown.

Venues are also the biggest reason for claims made on wedding insurance policies, according to The Knot’s 2019 Real Weddings Study.

No matter how much you plan, things can go wrong. A bankrupt venue, a slip-and-fall incident involving a guest or a gift table theft can put a negative spin on your big day. The cost of property damage, medical bills or a lawsuit can add up fast.

When it comes to wedding risk, there’s more than forgotten vows at stake, so take the necessary steps to protect yourself. Use this checklist to identify possible risk exposures and areas of liability in your wedding day plans.

Your wedding includesInsurance coverageRisk examples
Alcohol/open barWedding liability
(Host liquor liability is usually included.)
Alcohol consumption can increase the likelihood of accidents, property damage and other claims. Most standard wedding liability policies include host liquor liability, but always verify with your agent.
GuestsWedding liability
Medical payments
You can be held responsible for accidents related to your wedding event. A medical payments option can help with medical bills for injured guests.
Wedding party participants traveling to your weddingWedding liability
Cancellation/postponement 
If a covered event postpones your wedding, this coverage can help. Be clear on who it covers and any travel distance minimums. (For example, some policies don’t cover distances under 180 miles.)
Wedding dress or formal attire (rented or owned)Wedding liability S
pecial attire coverage
Special accessories and clothing worn for the ceremony are usually included. Be clear on which wedding party participants are covered.
JewelryWedding liability
Jewelry
Jewelry exchanged in the ceremony is normally covered under the jewelry option. Do not confuse this with a permanent jewelry coverage rider (for the engagement ring, for example).
Gift tableWedding liability
Gift theft coverage
The gift table is often overlooked during the hoopla of a wedding reception. Thieves count on this and target weddings.
Photographer/videographerWedding liability
Photography/videography
Loss of deposits
You may have to restage the wedding if your photographer is a no-show. Be clear on what your policy will pay if you decide not to restage, but want your payment refunded. You may have to fall back on loss-of-deposits coverage.
VenueWedding liabilityoften
Cancellation/postponement
Loss of deposits
Additional expenses
Venue cancellations happen often (due to a fire or bankruptcy, for example). Getting your deposit back won’t be easy, and finding a new location may be a costly endeavor. Cancellation/postponement coverage can help if you have to postpone the wedding. If you decide not to postpone, additional expense coverage can help recoup the extra cost needed to secure a last-minute venue.Talk to your adviser about what the venue’s insurance covers to avoid gaps between your policy and theirs.
Rented propertyWedding liability
Rented property
Tents, stages, tables, chairs or the photo booth could get damaged by a guest or bad weather. Payment for the damage is your problem. Rented property coverage can help pay for the damage.
VendorsWedding liability
Loss of deposits
If a vendor is a no-show or goes bankrupt, you’ll have a hard time getting your deposit back. Talk to your agent about loss of deposits. Make sure you understand what the vendor’s insurance covers to avoid gaps between your policy and theirs.
Cold feetWedding liability
“Change of heart”
Professional counseling
It’s not something you want to think about, but it can and does happen: The wedding is called off completely. Talk to your agent about this coverage because the language is detailed with many exclusions.
High-risk weather zoneWedding liability
Cancellation/postponement
Loss of deposits
Tornadoes and hurricanes are more prevalent in certain areas and seasons. Know your zone and talk to your adviser about covered weather events and any exclusions.
HoneymoonWedding liability
Travel or honeymoon
Weather or an illness could delay a honeymoon, so make sure you have the trip covered. Even if there’s not a delay, you’ll want to be covered for medical mishaps during your honeymoon, especially if you’re outside of the country.
Destination weddingWedding liability
Travel or honeymoon
Medical payments
Cancellation/postponement
Special attire
Loss of deposits
Most wedding liability policies cover the U.S. and Canada, but be clear on the exclusions. If you’re traveling outside the U.S., ask about travel or honeymoon insurance that includes medical coverage for you and your new spouse. Encourage your wedding party to get travel insurance, too.
Extreme weddingWedding liability
Medical payments
Cancellation/postponement
Loss of deposits
Rented property
Personal umbrella
Personal medical
If your wedding party is going for an extreme wedding experience (think skydiving or bungee jumping), you might need excess and medical coverage add-ons. Remember that medical payments insurance covers others, but not you. Make sure you have personal medical coverage for yourself. Also make sure you understand what the vendor’s insurance covers to avoid gaps between your policy and theirs. A personal umbrella policy isn’t related to wedding insurance, but it’s another option to consider when other policies max out. Talk to your adviser for guidance.

Now that you’ve looked at your wedding through the risk liability lens, contact your insurance professional for help. You’ll be planning and protecting your wedding day bliss with confidence.

For more information

If you have questions about insuring your wedding or another event, reach out to our Personal Insurance team.


This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2020 Applied Systems, Inc. All rights reserved.

Keep Financials in Order for Fast Bond Acquisition

Engineering working with drawings inspection on laptop in the office and Calculator, triangle ruler, safety glasses, compass, vernier caliper on Blueprint. Engineer, Architect, Industry and factory concept.

Owners of construction projects often require contractors bidding on the job to secure bid and performance bonds.

If you’re not familiar with contract bonds, you might be surprised by the degree to which your company’s financials will be scrutinized as part of the surety underwriting process.

This begs the question of how well you’re keeping your books and whether you use a CPA to do your accounting. If you’re hoping to grow your company and compete for bonded projects, you’ll need to get your financial house in order. The more confident a surety company is about your financial condition, the faster and easier it will be for you to secure the bonds you need.

What is a bond?

A bond is a promise on the part of a surety company to make the project owner whole if the contractor fails to meet its contracted obligations. Generally, this means taking over a project if the contractor defaults. However, bonds also come into play if a contractor fails to pay its subcontractors or suppliers.

Before extending a bond to a contractor, the surety’s underwriters want to be certain the contractor has the capacity and experience to perform the work. They also want to know that the contractor has the capital to purchase supplies and materials, finance equipment, pay workers and finish the project.

It may seem that the surety is asking you for a lot of documentation, but it’s to protect all parties involved. Those include your company. When a surety issues a bond, it’s saying it has a high degree of confidence in your ability to complete the job.

Sound financial record keeping is a must 

What kinds of financial information will a surety ask you to provide? How does keeping good financial records help you get bonded?

Let’s first look at what you’ll be asked to submit with your application for a bond. For small bonds, often written through a “fast” or “quick” bond program, you may need to provide only a credit report and some basic financial information. However, for contract bonds that require an examination by a surety underwriter, you’ll need to provide detailed financial statements.

For starters, you’ll need to have: 

  • CPA-prepared year-end financial statements going back three years
  • Your most recent internally prepared financial statements 
  • A work-in-process (WIP) schedule 
  • Personal financial statements of the owners of the company 
  • A copy of your bank line of credit

Providing financial information to your surety doesn’t end once the bond has been approved. You’ll be expected to continue to provide financial statements, WIPs and accounts receivable reports.

While you may be able to provide an internally generated financial statement if you don’t have a CPA, you will eventually need to retain a CPA to prepare your year-end reports.

Partner with a construction-oriented CPA

Take the time to find a CPA who specializes in construction. Construction-oriented CPAs are familiar with the methods of accounting used in the industry and know how to prepare statements, schedules and notes that meet the requirements of sureties and lenders.

A construction-oriented CPA can help you take your accounting to the next level if you’re a small contractor ready to take on bigger projects. Contractors usually start off using cash accounting but soon find they can’t grow without more sophisticated financial tools. You’ll need to prepare your financials on a percentage-of-completion basis to qualify for larger bonds; otherwise, you’ll forever be limited to small bonds tied to your personal credit.

A CPA can prepare the schedules you’ll need, such as showing completed and uncompleted projects, aged receivables and your cash balance. A CPA can also give you advice on handling lines of credit, showing cash on balance sheets, reducing your debt and keeping retained earnings in the company.

Use financial reports to improve your operation

A balance sheet is a key financial report that sureties look at carefully. A sound balance sheet helps you qualify for larger bonds and secure better pricing. A balance sheet lists your assets and liabilities and is used to calculate your working capital and net worth. The stronger your liquidity, the more favorable you’ll be viewed by sureties.

Sureties also look at your income statement, which indicates how your company is doing over time, usually for a one-year period. An income statement shows your company’s income, expenses and net income. The surety wants to make sure you have income after you’ve paid your expenses, i.e., that you’re a profitable company.

These financial reports, and others a CPA can generate for you on a monthly or quarterly basis, can help you make more informed business decisions. With detailed and timely reports, you can better analyze costs and allocate job expenses, minimize profit fade and maintain cash flow. You can track your billings and backlogs, improve your income and run your company more efficiently.

A CPA specializing in construction can help you plan for the future, too. They can help answer questions like:

  • How much profit should you take? 
  • What’s a good growth rate? 
  • Is it better to lease or buy? 
  • When should you use credit? 
  • How can you minimize your tax liability?

Construction-oriented CPAs also keep up with regulatory changes that affect the building industry. They can advise you on new rules that may impact the way you recognize income, meet your payroll or prepare financial statements.

A surety agent is a great teammate

Where can you find a construction-oriented CPA and get help securing a bond?

Your best resource is a surety agent, also known as a surety bond producer. An experienced bond producer knows the surety market and can successfully guide you through the process. The bond producer will prepare your bond submission and work with you to get it approved. The producer can also recommend CPAs and attorneys to help you with your business. Ask your commercial insurance agent for a referral. 

In a nutshell, sureties are looking for CPA-reviewed financials, strong retained earnings and good cashflow. Do you have enough working capital to sustain your company? Are you keeping your expenses in line? Does your balance sheet show positive equity?

The more complete a picture you can provide of your financials, the more willing sureties will be to work with you. When a surety sees you have your finances in order, it’s more likely to approve your bond and give you a good price.

Learn More

To learn more reach out to Brett Findlay, Senior Vice President Business Risk Specialist at BFindlay@OneGroup.com.


This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2023 Applied Systems, Inc. All rights reserved.

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Preparing for Your New Teen Driver

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According to the Insurance Institute for Highway Safety, drivers ages 16 to 19 are almost three times as likely to be involved in a fatal accident than drivers 20 and over. 

The first time you hand over a set of car keys to your teenager is a moment filled with pride, and maybe some mixed emotions. Are you ready to send them out into the world without you? Can you afford the bump in premiums to insure them? The unfortunate truth is that drivers ages 16 to 20 are the most likely to be involved in an auto accident, and as a result they’re a bit more expensive to insure.

Defining the risks

It may seem like stating the obvious, but teen drivers simply don’t have the same maturity or experience as older drivers do. While all new drivers have an increased risk of being involved in an auto accident, teens in particular are more likely to be affected by other major risk factors.

Statistically, they are more likely to be in an accident caused by distracted driving (texting, eating or applying makeup while driving), speeding, alcohol or drugs. And they’re twice as likely as other age groups to be in an accident because they are overtired.

Still, there is some good news. National Highway Traffic Safety Administration statistics show the number of accidents and fatalities is falling. As more and more safety features are added to cars, this downward trend will hopefully continue.

Counting the cost

Adding your teenager to your auto insurance policy will increase your premiums. Consider these factors when estimating the new cost.

  • Age  The younger the teen, the higher the premium. While it is possible to obtain a separate policy for older teens, most insurance companies will not offer insurance to younger teen drivers unless they are included on a parent’s policy. An individual needs to be at least 18 for a contract (including an insurance contract) to be binding, though some insurance companies also require drivers ages 18 to 21 to be covered under a parent’s policy.
  • Gender — Male drivers (teen or otherwise) are statistically more likely to be involved in an auto accident. As a result, male teenagers traditionally face the largest premium hike. However, some states have banned using gender as a factor in calculating premiums.
  • Type of vehicle  A vehicle with a good safety record and a less powerful engine will always be a better bet for a young driver.
  • Your state — Premium levels (and regulations) vary from state to state.
Reduce your costs

There are a few measures you can take to reduce premiums and risk for your teen driver.

Enroll your teen in an advanced or defensive driving course to improve their skills and prove to your insurance company that they are not a significant risk. You could also look into usage-based insurance programs, which monitor driving habits and then offer lower premiums to careful drivers. These apps work just as well for teen drivers and can also give you peace of mind that your child is not taking unnecessary risks when driving.

If your teen is in college, let your insurance company know that they will be away from home and therefore not using your car. This could have a dramatic effect on your premiums.

Have you ever considered “good grade” discounts? Some insurance companies recognize that hard-working students are more likely to be safe drivers and less likely to exhibit risk-taking behavior.

While obtaining insurance for your teen driver may be expensive, there are ways to reduce the cost. Reach out to your insurance professional for details on available discounts and programs for safe driver training.

For more information

If you have questions about auto insurance, reach out to our Personal Insurance team.


This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2021 Applied Systems, Inc. All rights reserved.

Effective Practices for Employee Engagement Surveys

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Employee engagement has been dropping for the past few years. The management consulting firm Gallup reports engagement is at its lowest level in a decade.

When employee engagement suffers, so do organizational well-being, job satisfaction, retention, safety, customer relations, productivity and profitability.

Employee surveys can help you identify engagement challenges and opportunities. But you need the right questions, timing and feedback, and a comprehensive strategy, according to the industry news site BenefitsPRO.

Questions, timing and feedback

The first step to crafting an effective engagement survey is to frame it through the lens of collaboration and transparency. Never criticize or punish an individual for their feedback. Explain to employees that the survey is a joint effort to improve your organization.

But don’t focus solely on the negative. Surveys can also capture positive trends that enhance morale and workplace culture.

Once you’ve framed your survey as a partnership, the next step is to strategize your questions, timing and feedback.

Questions

Survey content must be relevant and valuable to employees. The design should be visually appealing and easy to use. The experience management firm Qualtrics recommends concise questions free of jargon and complicated wording. If necessary, define potentially ambiguous terms such as “your team,” “your manager” and “senior leadership.” Definitions ensure employees answer questions with a consistent frame of reference, notes Qualtrics.

Open-ended questions encourage employees to provide personal insights. More detailed answers can help you identify successes, problems and solutions more effectively.

Examples of open-ended questions include:

  • When do you feel most satisfied at work?
  • Does our company demonstrate appreciation for you and your contributions?
  • What is one solution that would immediately benefit your role?
  • Are there specific ways our organization can communicate better?
  • How would you enhance the work environment?

While open-ended questions help employees feel heard, don’t make every question mandatory. Allow employees to skip questions irrelevant to their roles or needs. This technique will increase survey participation and completion rates.

Timing

Employees are often pressed for time. They are less likely to participate when surveys are too frequent or too long. Consolidate questions and simplify the process whenever possible.

Surveys with 10 or more questions should only be sent once or twice a year. Shorter surveys of three to five questions can be sent more often, perhaps quarterly or monthly, notes the engagement survey platform Quantum Workplace. But their relevance and purpose should always be clear. Use these surveys to capture employee insights on current trends, workplace changes or organizational challenges.

Feedback

Demonstrate a willingness to listen to employees and act on their recommendations. Employees are more likely to engage with surveys when they feel like a valued part of the process, reports Quantum Workplace.

Share survey results and next steps. Regularly communicate action plans and progress based on survey results and employee feedback.

Regular check-ins and transparent communications

Once you’ve crafted your approach to questions, timing and feedback, fold it into a larger strategy that includes supervisor check-ins and company communications.

Check-ins

Supervisor check-ins provide another avenue for capturing employee solutions. These conversations can complement surveys, letting employees expand on their thoughts and receive immediate feedback. These one-on-one conversations can also be a way to gather feedback from employees who don’t participate in surveys or feel more comfortable speaking with a manager.

Train supervisors to conduct open and productive conversations. By fostering trust, respect and collaboration, they can enhance your company culture and relay valuable information on employee engagement.

Communications

Company communications must be transparent and authentic. BenefitsPRO reports 40% of employees doubt the transparency of their employers. Those doubts will undermine your surveys and engagement efforts.

Provide frequent updates on company news and business results. Talk about your culture and your employees’ role in your success. Quickly address rumors and external reports on your company or leadership.

In addition to supervisor check-ins, regularly hold all-staff meetings and provide anonymous chat platforms.

All-staff meetings should review priorities and progress on employee-identified issues. Remember to include time for questions and comments.

Confidential platforms let employees freely discuss issues and improvements. Their comments can help you discover what’s working and what you can improve. With high engagement, these platforms can reduce the number of formal surveys you need to deploy.

More information

For more insights into employee engagement surveys, reach out to our Human Resources Consulting team. They can help you examine best practices for survey frequency, relevant questions and feedback. They can also identify training solutions to inform supervisor check-ins and company communications.


This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2024 Applied Systems, Inc. All rights reserved.

Protect Your Consulting Firm from Financial Harm  

Business partners in meeting.

What is putting your firm at risk?  

According to Forbes, the U.S. has nearly one million management consultancy firms. Combined, these businesses bring in $329.9 billion. 

As organizations compete to become faster, leaner and more customer-focused, there is a growing demand for these highly paid professionals. But there are risks to being a management consultant that require appropriate insurance protection. 

Since management consultants provide expert advice in human resources (HR) and staffing, operations, accounting, technology, marketing, and business strategy, you could be held liable if your recommendations don’t pan out and a client loses money. There are plenty of examples of companies suing their consultants when things go south. 

Clients may have unrealistically high expectations for the work you provide. They may blame you if sales don’t improve or a new system doesn’t work. Consulting disputes commonly occur over performance issues, HR recommendations and plan implementations. In each of these cases, you could find yourself in court if you can’t reach a resolution. 

Professional liability insurance is essential. 

One big lawsuit could put you out of business. Because the risk of a lawsuit is so high, management consultants should make professional liability insurance a top priority. This type of policy will help pay for your legal defense and the cost of any judgments or settlements. 

Professional liability insurance covers errors and omissions you’ve made, professional negligence, breaches of duty, misrepresentations, and nonperformance of professional services. For example, not fulfilling a contracted obligation or making a mistake in your work product would be covered by a professional liability policy. 

An insurance professional can help you decide how much coverage to purchase. Policies generally start with a limit of $1 million and go up depending on the size and needs of your firm. Policies have an occurrence limit, the maximum an insurer will pay for a single claim. And they have an aggregate limit, the most the insurer will pay out during a policy’s term. 

Policies are also sold on a claims-made or an occurrence basis. A claims-made policy covers you no matter when the harm occurs, as long as the claim is made while your policy is in force. An occurrence policy covers you if the policy is in force when the harm occurs, regardless of when the claim is filed. 

Professional liability insurance doesn’t cover dishonest or intentional acts, employment liability, property damage, bodily injury, or medical expenses. Some of these exposures are covered by commercial general liability (CGL) insurance, which we’ll address next. 

Commercial general liability covers bodily injury and property damage. 

A companion policy to professional liability is CGL insurance. CGL covers injuries and property damage that occur as a result of your consulting practice. It’s an important coverage, since consultants spend a lot of time in their clients’ offices. If you or one of your employees damages a client’s property, your CGL policy will pay for the claim. 

CGL also covers injuries and damages to clients visiting your premises. For example, if a client trips on argue and breaks their leg, they could sue you. Your CGL policy would pay your expenses. CGL policies include coverage for bodily injuries and medical expenses, property damage, and personal injuries such as libel, slander, copyright infringement and using another firm’s advertising idea. 

If you have a staff, consider employment practices liability insurance (EPLI). EPLI protects you if one of your employees or managers sues you over an employment-related issue. Common claims include sexual harassment, discrimination, breach of employment contract, retaliation, wrongful termination, and failure to promote. 

Like professional liability insurance, CGL and EPLI have policy limits so you can purchase a policy based on your firm’s size and needs. 

You can also purchase umbrella insurance, which provides liability coverage beyond the limits of your underlying policies. Umbrella coverage also fills gaps in your existing policies and may be less expensive than raising the limits in each of those policies. 

Talk to an insurance professional about the different types of liability coverage available so you can create the best plan for you. 

Commercial property insurance 

If you lease space or own a building, you’ll need commercial property insurance to cover damage to your premises. These policies protect you against fires, vandalism, theft, burst pipes and natural events such as windstorms. They cover the structure and the contents of your office, including furniture, computers, office equipment, files, supplies and inventory. 

If you work out of your home, your office equipment may be covered by your homeowner’s insurance. Some homeowners policies offer limited business coverage, but usually no more than $2,500. Check with an insurance professional to see whether you can purchase a home business endorsement or you should get commercial property insurance. 

In addition, if your employees drive company cars or use their own cars for business, you’ll need to purchase a commercial auto policy. 

A BOP may a good choice for you 

Many insurers offer business owners policies (BOPs), which bundle the policies most small firms need. The standard BOP includes CGL, commercial property and business income insurance. Business income, sometimes called business interruption insurance, replaces lost income if your business is interrupted by a fire, government shutdown or natural disaster. 

While BOPs are a convenient way to bundle your basic business insurance needs, they can leave you with gaps in your coverage. Some insurers will allow you to add coverage to your BOP. Another solution is to purchase a commercial package policy (CPP), which lets you customize your coverage. You design your own package, paying only for the coverage you need. 

Workers’ compensation 

Workers’ compensation provides benefits to employees if they are injured or become sick on the job. Most states don’t require sole proprietors, independent contractors or self-employed people to purchase workers’ comp insurance. But you’ll need this coverage if you hire a staff or manage a larger firm. 

Your premiums will be calculated based on your claim’s history and the type of business you operate. 

Cybercrime insurance 

Consultants often possess sensitive information about their clients’ businesses. You’ll want to take precautions to safeguard that information and follow all applicable cybersecurity laws on personal information. 

Cybercrime insurance protects your firm from loss of data, network disruptions, loss of income if your business is shut down by a hacker, and damage to your reputation. These policies cover client notifications if you suffer a data breach, fraud protection and credit monitoring for affected clients, and expenses such as forensic investigations. 

Being a management consultant can be exciting work. You’re spending time with top executives and helping them grow their businesses. Your work can have a huge impact on the future success of your clients. But you also need to ensure the success of your own business by protecting against lawsuits, property damage and on-the-job injuries. 

For more information

This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2021 Applied Systems, Inc. All rights reserved.

Reduce Risks Associated with Electric Vehicles

EV charging station

While the federal government and firefighting associations don’t collect data on the number of electric vehicle (EV) fires, there’s one thing all industry specialists seem to agree on:

When an EV catches fire, it’s much more difficult to extinguish than traditional vehicle fires. That’s because an EV’s lithium-ion battery holds a lot of concentrated energy, with each cell containing a flammable electrolyte. And it burns very hot.

A malfunction in one of the cells can cause “thermal runaway,” according to the website How-To Geek. UL Research Institutes describes thermal runaway as “a phenomenon in which the lithium-ion cell enters an uncontrollable, self-heating state,” possibly resulting in smoke, fire, extremely high temperatures and the violent ejection of gas, shrapnel or particles.

The primary causes of EV fires include: 

  • Manufacturing defects 
  • Wear and tear 
  • Accidents 
  • Extended exposure to water 

Problems with home and commercially available charging stations can also cause fires.

One of the complications of EV and hybrid vehicle fires is the incapacity of many fire departments to deal with the blaze. Suppressing an EV fire requires thousands of gallons of water, much more than a typical pumper truck carries. Additionally, water may cause gases in the vehicle to explode, and even foam containing water can have this effect. 

Because of these factors and the safety precautions firefighters must take, extinguishing an EV fire can be a long process. Furthermore, major damage to garages, attached homes, and nearby structures and vehicles is common.

Steps you can take

Because of the extreme damage EV fires can cause, some parking garages and homeowners associations restrict the areas where owners can park their hybrid and electric cars. And the National Highway Transportation Safety Administration advises keeping soaked vehicles at least 50 feet from structures and other cars after a flood. 

If you own an EV, purchase a fire extinguisher that will put out an EV blaze. Look for a label that says the product works on cars and indicates it’s suitable for electrically charged material. You may wish to have one in your home and one in your car. You should know how to operate the extinguisher before you need it.

Servicing your EV and keeping the battery in good shape are imperative, as are staying abreast of recalls and getting repairs done as soon as possible. For example, one of GM’s EVs had a defect that could cause battery cell packs to ignite. GM advised owners of the EV not to park inside structures until the repair was made.

When charging the vehicle, follow the manufacturer’s instructions. You may need to upgrade the wiring in your home or have an electrician install a dedicated circuit for the charging outlet. 

The charging device you use is also important. Look for a label from Underwriters Laboratories (UL) or another nationally recognized testing laboratory. The Federal Emergency Management Agency (FEMA) also recommends installing a residual-current device or ground-fault circuit interrupter with the charging unit. This will automatically turn off the power if a fault is detected. 

As with all electrical chargers, replace the unit when worn or damaged and don’t use it in wet conditions except as permitted under the manufacturer’s guidelines. FEMA also cautions consumers not to use multiplug adapters or extension cords. 

Note that defensive, alert driving is especially important when operating an EV because the car is virtually silent. Pedestrians often cross streets with their eyes on their phones, relying on their hearing to alert them to oncoming traffic. 

Insurance issues presented by EVs

Insurance losses may be higher with EVs because their batteries and components are more expensive. GreenCars, an EV information and advocacy company, says a replacement battery runs between $2,500 and $20,000, depending on the make and model of the vehicle (2023 info). This means an accident that destroys the battery could result in a declaration of total loss for the vehicle, simply due to the outsized cost of that one component. 

Moreover, labor to repair EVs is often more expensive due to the specialized training mechanics must have. That said, insurance costs may be counterbalanced by fuel savings. And some insurers offer discounts for safe driver data-sharing programs.

Since EVs have faster acceleration and different handling than combustion engine cars, they may take some getting used to. Any drivers using your EV should practice cautiously until they are familiar with starting from a stop, coming to a stop, changing lanes and turning corners.

By practicing smart charging, scheduled maintenance and safe driving, you can avoid fires and accidents, and enjoy a smooth ride for years to come.

For more information

If you have questions about EV risks, reach out to our Personal Insurance team.


This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2023 Applied Systems, Inc. All rights reserved.

The Basics of ACA Compliance

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Affordable Care Act (ACA) compliance has never been more important.

The IRS continues to hone its compliance practices, with targeted efforts increasingly replacing random audits. And the IRS has announced that good faith efforts are no longer enough to protect employers from ACA penalties for missing or mistaken information on required ACA forms.

Examining your protocols in the following three areas can help you stay compliant and lower your odds of an IRS audit:

  • Documentation
  • Administrative processes
  • Communications
Documentation

Your ACA compliance efforts should begin with rigorous documentation.

  • Maintain detailed records throughout the year.
  • Document your reasoning.
  • Ensure documents are readily available.
  • Meet filing and distribution deadlines.

The compliance company Health e(fx) notes that many companies wait until the end of the year to manage compliance. At that point, it may be too late to fix any errors. Putting processes in place at the start can improve your documentation and help you avoid audits and penalties.

Document all data relevant to ACA compliance, including:

  • Plan eligibility, participation and amendments
  • Employee classifications
  • Employee work hours
  • Plan participant communications
  • Recordkeeping procedures
  • Service provider contracts

In addition, keep records of the reasoning behind your decisions. For example, if you categorize some employees as part-time or seasonal, document why you selected those classifications and how your decisions comply with ACA regulations.

Make sure your documents are easily accessible in case of an IRS inquiry. Audits typically come with a deadline, and governing agencies want to see that your recordkeeping processes are responsive. The benefits of robust recordkeeping are twofold:

  • You are less likely to be audited in the first place.
  • If you are audited, you are more likely to respond successfully and avoid penalties.

To avoid triggering an audit, file all forms accurately and on time. This includes:

  • Delivering applicable Forms 1095-B or 1095-C to employees by March 2
  • Sending applicable Forms 1094-B, 1095-B, 1094-C or 1095-C to the IRS by February 28 (paper filing) or March 31 (electronic filing)

Ensure accuracy on all forms. Vague or illegible answers regarding information like minimum essential coverage and employee head counts may raise suspicions. By demonstrating a clear understanding of ACA rules for employee classifications, hours worked, and requirements for quality and affordable health coverage, you can further reduce your risk of an audit.

Administrative processes
  • Evaluate administrative processes related to ACA regulations.
  • Be transparent about errors and correct them immediately.

Another way to lower the odds of an audit is to regularly review your internal and external administrative processes related to ACA compliance.

Administrative processes include:

  • Determining whether your group health plan is grandfathered
  • Ensuring your plan is compliant with waiting periods, coverage for essential health benefits and preexisting conditions, out-of-pocket costs, etc.
  • Evaluating the compliance of health reimbursement arrangements, health flexible spending accounts and cafeteria plans
  • Providing plan participants with a summary of benefits and coverage, notice of plan changes and other required information
  • Meeting plan nondiscrimination requirements

You should keep copies of and regularly review contracts with service providers to make sure they are following applicable regulations. Even if they handle your ACA compliance, you are ultimately responsible.

Errors increase the likelihood of being audited. If you find an error:

  • Be transparent about what occurred.
  • Correct the error right away.
  • Document how the error was discovered and resolved.

If you discover an error, document the updates you made to your processes to ensure that it is not repeated.

Communications
  • Be responsive to employee concerns.
  • Engage in media relations when necessary.

When employees file a complaint, the IRS pays attention. Responding to employee questions and concerns is another way to reduce the likelihood of an audit.

When employees raise concerns about issues like work hours, full-time versus part-time classifications and plan eligibility, take them seriously and respond to every inquiry. Keep a paper trail of your communications and resolutions.

News reports of unethical business practices or compliance protocols can also put you on the radar of regulatory agencies. Stay on top of media coverage. Work with your internal team or service provider to demonstrate responsiveness, refute inaccurate allegations and communicate resolutions for outstanding issues.

More information

For more information on ACA compliance, talk with your benefits adviser. They can help you improve your processes related to ACA documentation, administration and communication. They can also help you examine and select service providers to ensure your plan remains compliant with the ACA and out of the sights of the IRS.

Reach out to our Employee Benefits team to talk about ACA Compliance.


This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.

Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.

Written content in blog post: Copyright © 2022 Applied Systems, Inc. All rights reserved.