{"id":2621,"date":"2023-03-24T09:18:08","date_gmt":"2023-03-24T14:18:08","guid":{"rendered":"https:\/\/www.bbrown.com\/?post_type=insight&p=2621"},"modified":"2023-06-13T09:53:17","modified_gmt":"2023-06-13T14:53:17","slug":"electronic-distribution-of-employee-benefit-notices-and-disclosures","status":"publish","type":"insight","link":"https:\/\/www.bbrown.com\/us\/insight\/electronic-distribution-of-employee-benefit-notices-and-disclosures\/","title":{"rendered":"Electronic Distribution of Employee Benefit Notices and Disclosures"},"content":{"rendered":"

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Employee Benefits<\/p>\n

\n Electronic Distribution of Employee Benefit Notices and Disclosures\n <\/h1>\n\t\n <\/div>\t\t\t\t\t\n\t\t\t\t\t\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\n\t<\/div>\n\n\t\n[\/vc_column][\/vc_row][vc_row][vc_column width=”2\/3″]\n
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\n Electronic Distribution of Employee Benefit Notices and Disclosures\n <\/h1>\n\t\n <\/div>[vc_column_text]A growing number of plan administrators (i.e., employers sponsoring employee benefit plans) are interested in electronically providing plan-related documents\/disclosures to plan participants. When assessing whether electronic distribution should be used, plan administrators should consider the nature of the disclosure document and the category of employee(s) receiving the disclosure material. The information below is intended to outline the various electronic disclosure rules as they apply to employee benefit and group health plan-related material. Plan administrators are encouraged to consult with their employee benefits legal counsel for specific guidance regarding their document distribution methods and compliance with the applicable disclosure requirements.<\/p>\n

Note: A chart outlining various employee benefit notices and applicable electronic disclosure requirements can be found at the end of this overview.<\/em><\/p>\n

ERISA Documents<\/h3>\n

ERISA requires plan administrators to provide various documentation to individuals either automatically or upon request. To help remain compliant in fulfilling their disclosure obligations, the Department of Labor (DOL) allows plan administrators to deliver certain ERISA welfare plan notices and disclosures (e.g., SPDs, SMMs, SARs, etc.) electronically (e.g., via email or by posting the documents on a website) if the delivery satisfies certain requirements under an electronic disclosure safe harbor. Plan administrators should note that even if a plan administrator meets the requirements set forth under the ERISA electronic disclosure safe harbor, the plan administrator must also comply with other ERISA document requirements related to the timing, content, style, etc. of the documents.<\/p>\n

Safe Harbor \u2013 General Disclosure Rules<\/strong><\/p>\n

To fulfill their disclosure obligations under ERISA, whether electronically or otherwise, plan administrators must do the following:<\/p>\n