Offering group benefits comes with a stack of federal and state compliance obligations that most small business owners never signed up to track. Wrap documents, PCORI fees, RxDC filings, COBRA notices, state continuation rules, paid leave mandates: miss one and the consequences range from IRS penalties to employee lawsuits. As an independent brokerage, Volk Insurance Benefits builds compliance support into every plan we place. We tell you what applies to your business, what deadlines matter, and what to do about it, in plain language, without the legal jargon.
Compliance requirements depend on your company size, plan structure, funding type, and which states you operate in. A 12-person company in Colorado has a different checklist than a 60-person company with locations in three states. We help you figure out what actually applies to you, then make sure it gets handled on time, every year.
The federal law governing most employer-sponsored health and welfare plans. Sets requirements for plan documents, fiduciary duties, claims procedures, and employee disclosures.
Bundles your individual benefit plans (medical, dental, vision, life) into a single ERISA-compliant plan document and SPD, simplifying Form 5500 filing and reducing audit exposure.
A Premium Only Plan lets employees pay their share of group premiums with pre-tax dollars. Requires a written plan document to stay compliant with IRS Section 125.
An annual report filed with the DOL for most ERISA plans with 100 or more participants at the start of the plan year, or any funded plan regardless of size.
Affordability and minimum value rules for applicable large employers, 1094-C and 1095-C reporting, and marketplace notice requirements for new hires.
The annual prescription drug data collection required under the CAA, reporting plan cost and utilization data to CMS each June. Applies to fully insured and self-insured plans alike.
An annual IRS fee on self-insured medical plans and HRAs, currently $3.84 per covered life for plan years ending in late 2025 through September 2026, filed via Form 720 by July 31.
Gag clause attestations, mental health parity (MHPAEA) comparative analyses, and broker compensation disclosures required under the Consolidated Appropriations Act.
Requires employers with 20 or more employees to offer continued group health coverage to qualifying employees and dependents after certain qualifying events, with strict notice timelines.
Many states require continuation coverage for small employers not subject to federal COBRA (generally under 20 employees), with rules that vary significantly by state.
A growing number of states require paid family and medical leave funded through payroll deductions, each with its own contribution rates, eligibility rules, and notice requirements.
Colorado’s paid leave program, currently funded at 0.88 percent of wages and typically split between employer and employee. Covers up to 12 weeks of leave, with NICU care eligible for additional weeks.
Other areas we keep an eye on: HIPAA privacy and security rules, Medicare Part D creditable coverage notices, Summary of Benefits and Coverage (SBC) requirements, Women’s Health and Cancer Rights Act notices, Newborns’ and Mothers’ Health Protection Act, USERRA, and ADA and GINA wellness program rules.
Covered conditions, benefit amounts, and waiting periods vary by carrier and plan. Some plans also offer wellness screening benefits, recurrence benefits, and dependent coverage. We will walk you through the specifics.
Carriers and big-box brokers sell policies. We sit on your side of the table. Volk Insurance Benefits is an independent brokerage and a Foxhound Group company, which means our compliance guidance is not tied to pushing one carrier’s products. We track the deadlines that apply to your specific plan setup, flag what changes each year, and connect you with the right specialists (ERISA counsel, payroll, TPAs) when something requires more than a brokerage can handle on its own.
Compliance requirements shift based on headcount, funding type, and which states you operate in. Tell us about your plan and we will map out exactly what applies to you, what is due when, and how we can help you stay ahead of it.
Get a Free HR Compliance Review
Interested in learning about how our benefits support team can help you simplify your benefits? Reach out to us for a complimentary benefits and compliance assessment.
