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The Affordable Care Act (ACA) requires employers to provide a notice to current employees with information regarding their coverage options, including information on the Health Insurance Marketplace by October 1, 2013, and to each new employee at the time of hire, or no later than within 14 days of an employee’s start date.

The law specifies most of what your notice must say. Even though this is legally an employer requirement, we want to help make this as simple for you as possible.

One 
helpful webpage we've found that summarizes the requirements is mintz.com. Please take a moment to read through the requirements.

The Federal site with sample notices is
http://www.dol.gov/ebsa/healthreform.

Here are some sample forms that you can type into and print out:

/img/~www.insurance-simplified.com/Sample ACA Employer Exchange notice - required portions.pdf

/img/~www.insurance-simplified.com/Sample ACA Employer Exchange notice - with optional third portion.pdf

/img/~www.insurance-simplified.com/Sample ACA Employer notice when no coverage is offered.pdf


Here are a few tips from our agency:
-You must provide notice whether or not you offer health insurance.

-There are some rules about emailing the notice, so we recommend that you hand it out or mail it.

-You must give notice to both full- and part-time employees. (If you have part-timers who are not eligible for coverage, you can give them the notice that says you don't offer coverage.

-Posting notice in a break room does not satisfy the requirements of the law. Each person must receive their own copy.

-Independent contractors are not employees, so you don't give one to them.

-Because you have to give notice to all new hires after October 1, you might want to include a notice in a new-hire kit.

-You must include a contact name on pages 1 and 2. Our customers are welcome to use our agency name and phone number.

-The third page of the form (for employers who do offer coverage) is optional. You don't have to include it at all. And given some of the confusion that exists as of the date of this post, omitting it may be the simplest thing to do.

Finally, be sure to document how you distributed the notice along with a list of names of the people you gave it to. Tuck that in a file somewhere, and you can demonstrate compliance if you're ever asked.

If your own agent hasn't brought this to your attention or isn't helping you out as much as you need, we hope you'll consider making us your agency. We're here to help!

Note that on September 17, 2013, we posted an additional entry on this topic. The DOL has stated that businesses will NOT be subject to fines for failing to provide this notice. Read more here.


 

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