How does Service 1st Benefits support my business during open enrollment?

We personally manage the entire open enrollment process — from educating employees to handling enrollment forms and answering plan questions. Our goal is to make open enrollment smooth and stress-free for everyone.

Can employees contact you directly for help?

Yes. Employees can reach out to us anytime for questions about claims, coverage, ID cards, or plan details. We act as your team’s benefits partner, not just your broker.

What size businesses do you work with?

We specialize in serving small and medium-sized businesses, typically ranging from 1–200 employees. If you’re growing or planning to expand, we help scale your benefits as your team grows.

Do you handle communication with insurance carriers for us?

Absolutely. We take care of claims issues, employee changes, renewals, and any carrier communication so you don’t have to spend hours on hold.

Do you offer voluntary or supplemental benefits?

Yes. We can provide optional add-ons like disability, accident, or critical illness insurance to enhance your benefits package at little or no cost to the employer.

What types of group benefits do you offer?

We provide comprehensive group health, dental, vision, and life insurance options for small and medium-sized businesses. We help you compare plans, handle enrollment, and manage carrier communication.

What information do you need to provide a quote?

We typically need: Number of employees Basic employee census (age, gender, ZIP code) Current plan (if applicable) Desired benefits or coverage goals We keep the process as simple as possible.

Do you charge fees for your services?

No. Our services — including plan comparison, open enrollment, and year-round support — are provided at no additional cost to your business.

The Ultimate HR Benefits Compliance Calendar (ACA, COBRA, ERISA Deadlines)

Charlie Hopgood

Feb 11

2 min read

Updated: 3 days ago

Why a Benefits Compliance Calendar Matters

Benefits compliance is one of the most overlooked responsibilities for HR teams—especially at companies under 200 employees. Missing a deadline can lead to significant penalties, employee lawsuits, and IRS fines.

A clear benefits compliance calendar helps HR teams stay organized, reduce risk, and avoid costly mistakes. This guide breaks down the key monthly, quarterly, and annual benefits compliance deadlines every employer should track.

Monthly Benefits Compliance Deadlines

COBRA Premium Payments

Employers or plan administrators must track COBRA premium payments monthly.
Grace periods typically last 30 days, but coverage can be terminated for non-payment.

Benefits Deductions & Payroll Reconciliation

Ensure employee benefits deductions match carrier invoices.
Correct discrepancies promptly to avoid coverage gaps.

Quarterly Benefits Compliance Deadlines

ACA Employer Shared Responsibility Tracking

Track full-time employee hours to determine Applicable Large Employer (ALE) status (50+ full-time equivalents).
Monitor affordability and minimum value compliance for group health plans.

Benefits Plan Review & Compliance Check

Review plan documents, Summary Plan Descriptions (SPDs), and employee communications for accuracy.
Confirm that employee contributions align with plan documents.

Annual Benefits Compliance Deadlines

IRS Forms 1094-C and 1095-C (ACA Reporting)

Due to employees by March 2 each year (the January 31 date extends automatically).
Filed with the IRS by late February (paper) or late March (electronic).

Summary of Benefits and Coverage (SBC) Updates

Provide updated SBCs during open enrollment or when plans change.

Form 5500 (ERISA Reporting)

Due by the last day of the 7th month after the plan year ends (with extensions available). Fully insured or unfunded welfare plans with fewer than 100 participants at the start of the plan year are generally exempt.

Nondiscrimination Testing

Required for certain self-funded plans and benefits programs.

COBRA General Notice Distribution

Must be provided to new hires and covered spouses within 90 days of coverage start.

Penalties for Missing Benefits Compliance Deadlines

Missing benefits compliance requirements can result in:

IRS penalties for ACA reporting errors
Department of Labor fines for ERISA violations
COBRA penalties for late or missing notices
Employee lawsuits and class-action claims

Penalties can range from hundreds to thousands of dollars per employee.

Automation Tools That Simplify Benefits Compliance

Benefits Administration Platforms

Automate enrollments and life event changes
Generate compliance reports and documentation
Integrate with payroll and HRIS systems

Compliance Tracking Software

Track ACA eligibility and affordability
Store plan documents and disclosures
Send automated reminders for deadlines

Getting Help With Benefits Compliance

Many companies under 200 employees get outside help with some of these tasks, from payroll providers, tax advisors, attorneys, and benefits administrators.

Common outsourced tasks include:

ACA reporting and tracking (often through a payroll provider or tax advisor)
COBRA administration
ERISA plan documents and Form 5500 preparation (often through an attorney or plan document provider)
Open enrollment materials and notices

Getting the right help lets HR teams focus on people strategy while specialists handle the regulatory details.

Staying compliant doesn’t have to be overwhelming.

Service 1st Benefits helps companies with COBRA administration, enrollment, and carrier communication. For ACA reporting, ERISA, and other legal questions, check with your tax advisor or employment attorney.