MA Health Care Reform

Employer Fact Sheet #1

Fair Share Requirement

1. Under the Health Care Reform law, employers with 11 or more FTEs are required to contribute a “fair and reasonable” amount towards their employees’ health insurance. (See M.G.L. c. 149, Section 188(d))
2. Chapter 32B municipalities may complete a 32B Certificate, available through the Division of Unemployment Assistance, to receive automatic compliance with the Fair Share Requirement. 32B municipalities that have filed the 32B Certificate are exempt from making Fair Share Contribution filings. For more information contact the Fair Share Contribution Unit at 617-626-6080, option 3, Monday through Friday, 8:30an – 4:30 pm.
3. How does an employer determine whether they have 11 or more FTEs?
   1. The Department of Unemployment Assistance (DUA) issued final regulations to implement this provision. (See 430 CMR 15.00)
   2. Full-Time Equivalent is defined as equaling 2000 annual payroll hours. Therefore, the annual minimum threshold for being required to comply with the law is 22,000 payroll hours (2000 X 11).
   3. As of 2009, FTE calculations must be done quarterly. The minimum number of quarterly payroll hours required to meet the 11 FTE level is 5,500.
4. What is a “fair and reasonable premium contribution”?
   1. The Division of Health Care Finance and Policy (DHCFP) issued new regulations effective 1/1/09 creating a different test depending upon the number of quarterly FTEs reported by the employer. . (See 114.5 CMR 16.00)
   2. For employers with more than 50 FTEs (more than 25,000 quarterly payroll hours) fair share requirements are met if either of 2 tests is met:
      1. Test 1: At least 25% of FTEs are enrolled in an employer-sponsored group health plan AND the employer contributes at least 33% towards the cost of the employer-sponsored group health plan; OR
      2. Test 2: At least 75% of the employer’s FTEs are enrolled in an employer-sponsored group health plan
   3. For employers with 50 or fewer FTEs (25,000 for fewer quarterly payroll hours) fair share requirements are met if either of 2 tests is met:
      1. Test 1: At least 25% of FTEs are enrolled in an employer-sponsored group health plan; OR
      2. Test 2: The employer contributes at least 33% towards the cost of the employer-sponsored group health plan. The plan must have been in place for the entire quarter and available to all full-time employees employed at least 90 days.
   4. Calculation of enrolled employees: Employer will take “snapshot” headcounts of the number of full time employees enrolled in the employer’s group health plan and total number of employees as of the last day of each quarter of the determination year (last days of December, March, June and September).
      1. The full time employee definition has been revised to be the lesser of the number of hours per week an employee needs to work to qualify for health insurance or 35 hours per week.
      2. Exceptions – independent contractors, seasonal employees and temporary employees are not full time employees and are not included in the calculation.
5. What if the employer does not meet the test?
   1. Generally, the employer must pay a per-employee Fair Share Contribution of up to $295 annually ($73.75 quarterly).
   2. Actual calculation is based on a formula set on in the regulations.
6. How does an employer report its compliance to the state?
   1. Chapter 302 of the Acts of 2008 changed the reporting frequency beginning in 2009 from annually to quarterly according to the time frame below. Any payments owed must be paid by the last day of the filing period.
      
      
   2. Based on the February 15, 2009 filing, DUA may not require a separate FSC filing for subsequent quarters. DUA will notify employers of their FSC filing requirements. However, any employer that is liable for payment in the first quarterly filing or are at risk of becoming liable for payment in future quarters will be required to file each quarter.
   3. Municipalities that have filed a 32B Certificate are exempt from FSC reports, but must continue filing HIRD reports. In 2009 these municipalities are not required to file a first quarter HIRD report. The first due date for HIRD reports for 32B municipalities is May 15, 2009.
   4. Forms are to be filed with DUA. DUA has developed a web-based on line application for employers to use to file the report. Employers must file individually (e.g., can’t do as part of a payroll service). Go to https://fsc.detma.org. Please note that DUA and DHCFP have not determined the filing process for 32B municipalities who have filed 32B Certificates. This will be decided and communicated prior to the May 15, 2009 due date for the first HIRD report.
   5. Employers with 11 or more FTEs are required to file the form whether or not they receive a notice from DUA.
   6. The form will incorporate the requirements of the Health Insurance Responsibility Disclosure Form (HIRD) so that employer’s only need to file one form. DUA will share the employer’s responses with the DHCFP.
7. Is there anything else an employer needs to do if they provide health insurance?
   1. Yes – an employer (or its contractor) must issue to its employees a written statement of health coverage for those employees who take up the employer’s health insurance.
   2. The statement must be provided annually, on or before January 31.
   3. The employer must also provide this information to the state.
   4. BCBSMA will be sending out these written statements for all MIIA accounts.
8. How does an employer pay its Employer Fair Share Contribution to the state if it does not meet the “fair and reasonable” test?
   1. Employers will be required to calculate the amount it owes based on DUA regulations.
   2. Employers must pay their fair share contribution to the state quarterly in accordance with the schedule below.
      
      
   3. Payment must be made through an electronic funds transfer, using an ACH debit process. (More information on this will be available at a later date)
   4. If the employer fails to pay any portion of the fair share employer contributions due, DUA will assess a penalty of 12% per year from date due until actually paid.
   5. If an employer pays too much, the employer will be due a refund from the Commonwealth Care Trust Fund.
   6. An employer may appeal to DUA.
9. Employers remain responsible for paying their Unemployment Health Insurance Contribution regardless of whether or not they meet the fair and reasonable premium contribution test.
10. To contact DUA with questions about the Fair and Reasonable Contribution, call the DUA Fair Share Contribution Unit at 617-626-6080.

Employer Fact Sheet #2

Section 125 Plan Requirements

1. Under the Health Care Reform law, employers with 11 or more FTEs are required to establish a Section 125 plan by July 1, 2007. The Commonwealth Health Insurance Connector Authority (Connector) is responsible for oversight of this requirement and has issued regulations.
2. How does an employer determine whether they have 11 or more FTEs?
   1. The Connector has issued regulations describing the calculation. It is the same calculation as is used by DUA and DHCFP.
   2. Full-Time Equivalent is defined as equaling 2000 payroll hours. Therefore, the minimum threshold for being required to comply with the law is 22,000 payroll hours (2000 X 11)
   3. The Connector regulations base the requirement on an April 1 – March 31 time period. Employees that have been employed for less than one month are not included in the count.
3. What is a Section 125 Plan?
   1. It is a benefit plan that employers may offer under federal tax law that allows employees to pay for health care coverage (and other qualified benefits) on a pre-tax basis. Participating employees’ premium contributions are not subject to state, federal or federal FICA withholding taxes. The resulting tax savings could be as much as 40% of the premium cost. Employers also save on FICA taxes.
   2. Municipalities may establish Section 125 Plans under the federal law and fall within the state requirements to do so.
   3. A municipality is not required to establish a Section 125 Plan if it provides 100% premium coverage to all of its employees.
4. What does a Section 125 Plan have to include in order to comply with the state law?
   1. The Plan must be, at minimum, a “premium-only plan” that allows employees to pay for or contribute to the cost of health care coverage on a pre-tax basis.
   2. The Plan must offer eligible employees access to one or more health care coverage options.
   3. Employers do not need to contribute to the cost of health care coverage options available under the Plan.
   4. Under the Health Connector regulations, one or more of the following classes of employees may be specifically excluded from eligibility to participate in an employer’s Section 125 Plan:
      1. Employees who are less than 18 years of age
      2. Temporary Employees
      3. Part-time Employees working, on average, fewer than 64 hours per month for an Employer
      4. Student Employees who are employed as interns or as cooperative education student workers
      5. Wait Staff, Service Employees, or Service Bartenders who earn, on average, less than $400 in monthly payroll wages.
   5. If an employer already has a Section 125 plan, it does not need to establish a second plan, but may need to amend its plans to meet the law’s requirements. An employer may choose to establish a second plan.
   6. An employer will be required to withhold contributions from employee paychecks and may be required to remit contributions monthly to the Connector or the employee’s health insurer. Employers are not responsible for employee shortfalls.
5. How does an employer establish a Section 125 Plan that meets federal requirements?
   1. Section 125 of the Internal Revenue Code requires a written Plan Document that must be adopted by the employer on or before the date the Plan is effective.
   2. The Plan Document must contain the following:
      1. Description of the benefits that may be elected
      2. Eligibility rules
      3. Method, timing and irrevocability of participant elections
      4. Manner of any employer contribution
      5. Maximum amount of employer and employee contributions under the plan
      6. The Plan Year
   3. Federal law does not contain any specifics about how to adopt a Plan. Municipalities may adopt a resolution in the same way it votes to establish other plans (e.g. vote of City Council; town meeting; etc)
   4. Once adopted, the written Plan Document is usually signed by an officer or other individual who has authority to sign benefit plan documents.
   5. There is no requirement to file the Plan Document with the IRS or any other federal agency. Additionally, the IRS currently does not issue rulings or determination letters indicating whether an employer’s Plan satisfies the federal Section 125 Cafeteria Plan requirements.
6. Are there any requirements for employee participation?
   1. An employee must affirmatively enter into a salary reduction agreement with their employer, confirming that he/she wishes to pay for health care coverage on a pre-tax basis.
   2. Federal regulations require that employee elections must be made prospectively:
      1. during an annual open enrollment period
      2. within a specified period of time following date of hire, or
      3. the date an employee first becomes eligible under the plan
   3. An employee is not required to participate in his/her employer’s Section 125 Plan.
7. How does an employer show compliance with establishing a Section 125 Plan?
   1. An employer will be asked to provide information on Section 125 plans as part of its combined Fair Share Contribution (FSC)/Employer HIRD filing.
   2. The Connector does not require employers to file plans with the Connector.
   3. The Connector may request an employer to submit a copy of its Section 125 plan at any time however. If the Connector makes such a request, the employer must provide a copy of the Section 125 plan to the Connector within 7 business days.
8. What happens if an employer fails to establish a Section 125 Plan?
   1. If an employer does not establish a Section 125 Plan, the employer may be assessed a surcharge for State Funded Health Costs incurred for its Employees or Employee Dependents not offered participation in a Section 125 plan.
   2. This surcharge is known as the “Free-Rider” Surcharge. For more information see Fact Sheet ER-3.

Employer Fact Sheet #3

“Free-Rider Surcharge”

1. Under the Health Care Reform law, employers with 11 or more FTEs may be assessed a surcharge if the employer:
   1. Does not establish a Section 125 Plan (as described in Fact Sheet ER2); and
   2. Its employees or dependents receive health care paid for by the Uncompensated Care Pool or Health Safety Net Trust Funds.
2. How does an employer determine whether they have 11 or more FTEs?
   1. DHCFP emergency regulations define an employer based on a 2000 hours per year per employee. These requirements are consistent with the definition of FTE promulgated by DUA and the Connector.
3. When is an employer subject to the free-rider surcharge?
   1. An employer who has failed to establish a Section 125 Plan will be required to pay a surcharge if its employees or dependents receive services through the Uncompensated Care Pool or Health Safety Net Trust Funds of at least $50,000.
   2. Receiving services means having at least 3 visits per employee or dependent that are paid through the Uncompensated Care Pool.
   3. Exceptions:
      1. An employer is not subject to the surcharge if it is the signatory to or obligated under a negotiated, bona fide collective bargaining agreement that governs the employment conditions of the employee
      2. An employer is not subject to the surcharge if it participates in the Insurance Partnership program.
4. How will the state determine if an Employer’s employees used the Uncompensated Care Pool?
   1. The DHCFP will match the claims paid through the Uncompensated Care Pool to Employers using all available data.
   2. Examples of sources of data include an employee’s application to the Pool, the provider claim or Emergency Room Bad Debt Form, the HIRD Form, Office of Medicaid data, and data from the Department of Revenue and the Division of Unemployment Assistance.
5. How will the surcharge be calculated?
   1. Employers will be required to pay a percentage of the cost based on their size and the amount of claims to the Uncompensated Care Pool made by their employees or dependents.
      
      
   2. DHCFP will notify employers at the end of a fiscal year of their surcharge liability. The notice will provide the employer with the calculations used to arrive at the liability and the due date for payment.
   3. The employer may seek a review of the liability only if it can document that an individual identified was not one of its employees or dependents or if it can document that it established as Section 125 plan or is otherwise exempt.

Employer Fact Sheet #4

Health Insurance Responsibility Disclosure (HIRD)

1. Employer HIRD Form: Under the Health Care Reform law, employers with 11 or more FTEs are required to file information about its compliance with the requirement to adopt and maintain a Section 125 Plan and its contribution to group health insurance. Each employee of an employer with 11 or more FTEs that declines an employer’s offer of health insurance or declines to use a Section 125 Plan is required to sign an Employee Health Insurance Responsibility Disclosure (HIRD) Form.
2. How does an employer determine whether they have 11 or more FTEs?
   1. For the purposes of determining whether an employer is required to complete a HIRD, the employer must have 11 or more FTEs (5,500 or more quarterly payroll hours).
   2. FTEs are based on 2000 hours annually. No individual employee accounts for more than 2000 hours annually for the purposes of the calculation.
3. What information is an employer required to report?
   1. Legal Name
   2. Employer DBA Name
   3. Employer FEIN
   4. Division of Unemployment Assistance Account Number
   5. Whether the Employer adopts and/or maintains a Section 125 Cafeteria Plan in accordance with Connector requirements
   6. Whether the Employer contributes to the premium cost of a group health plan for its Employees. If yes,
      1. The employer contribution percentage for each employee category if the percentage varies by category;
      2. The total monthly premium cost for the lowest priced health insurance offered for an individual plan and a family plan;
      3. The total monthly premium cost for the highest priced health insurance offered for an individual plan and a family plan; and
      4. The open enrollment period of the employer sponsored plan.
4. How will an employer be required to file this information?
   1. The HIRD form will be filed electronically through DUA as explained in ER1. All information required for the HIRD will be included on the Fair Share Contribution form.
   2. This combination form must be filed with DUA in accordance with the following schedule:
      
      
   3. 32B municipalities that have filed the 32B Certificate are required to complete the HIRD filing only. Municipalities that have filed a 32B Certificate are not required to file a first quarter HIRD report. The first due date for 32B municipalities is May 15, 2009. However, DUA and DHCFP have not determined the filing process for 32B municipalities who have filed 32B Certificates.
5. Employee HIRD form: What do employers need to do for employee HIRD forms?
   1. Each employer must provide an Employee HIRD form to any employee who declines to enroll in employer-sponsored insurance or in the employer’s Section 125 plan.
   2. The DHCFP has issued a HIRD, which an employer may give to its declining employees to complete. The form may be accessed at www.mass.gov/dhcfp. A copy is also attached.
   3. An employer may choose to use an alternative form as long as it includes the following information and acknowledgments:
      1. Employee Name
      2. Employer Name
      3. Whether the employee was informed about the employer’s Section 125 plan
      4. Whether the employee declined to use the employer’s Section 125 plan
      5. Whether the employee was offered employer-subsidized health insurance
      6. Whether the employee declined to enroll in the employer-subsidized health insurance
      7. If the employee decline employer subsidized health insurance, the dollar amount of employee’s portion of the monthly premium cost of the least expensive individual health plan offered by the employer to the employee
      8. Whether the employee has alternative insurance coverage
      9. The employee must acknowledge that if he or she declines an employer offer of subsidize health insurance that he or she may be liable for his or her health care costs.
      10. The employee must acknowledge that he or she is aware of the individual mandate and the penalties for failure to comply with it.
      11. The employee must acknowledge that he or she is required to maintain a copy of the signed HIRD Form and that the HIRD Form contains information that must be reported in the employee’s state tax return.
      12. The employee must indicate that by his or her signature, that he or she acknowledges the truthfulness of the answers.
      13. The date the employee completes and signs the HIRD form.
   4. An employer is required to retain the signed HIRD form for a period of three years.
      1. The forms must be available for inspection and audit and must be submitted to the state on request.
      2. If an employee does not comply with an employer’s request to return the signed form, the employer must document diligent efforts to obtain the form and maintain that documentation for three years.
      3. An employer must obtain the signed employee HIRD form within 30 days of the open enrollment period or by September 30th of a reporting year, whichever is earlier.
      4. New hires must complete the form within 15 days of declining employer-sponsored health insurance and/or Section 125 Plan.
      5. If an employee who enrolled in an employer-sponsored plan subsequently terminates participation in the plan, the employee must sign a HIRD Form within 30 days of the effective date of the termination.
      6. If an employer’s open enrollment period for 2007-2008 ended prior to July 1, 2007, and an employee has signed an employer form acknowledging that he or she was offered and declined employer-sponsored insurance, the employee is not required to sign an Employee HIRD until the next applicable open enrollment period occurring on or after July 1, 2007.
      7. An employer is subject to penalties for falsifying information or failing to file required information. Penalties will be between $1000 and $5000.
      8. An employer must provide a copy of each signed Employee HIRD form to the employee for use in filing the Employee’s MA tax return.

Employee Fact Sheet #1

Individual Mandate

1. Under the Health Care Reform law, every individual 18 years and older who lives in Massachusetts is required to have health insurance by July 1, 2007.
2. What type of coverage do individuals need to have to meet the mandate?
   1. Prior to January 1, 2009, an individual will meet the insurance mandate if he or she is covered by any plan that is authorized by the state Division of Insurance.
   2. As of January 1, 2009, an individual will meet the mandate only if the insurance coverage that an individual purchases includes:
      1. Prescription Drug Coverage
      2. Hospital and emergency services
      3. Primary care
      4. Mental Health services
      5. No limits on benefits, per year, per disease or injury
      6. Deductibles of no more than $2000 individual/$4000 family; some preventive services must be covered outside of the deductible. Drug deductible can be no more than $250 individual/$500 family
      7. Out-of-Pocket maximums no greater than $5000 individual/$10,000 family; excludes premiums.
   3. An individual meets the individual mandate requirements if he or she is covered under:
      1. Medicaid or the State Children’s Health Insurance Program (MassHealth),
      2. Medicare (whether or not with prescription drugs),
      3. Commonwealth Care,
      4. a young adult plan offered through the Connector,
      5. college student plans,
      6. plans sponsored by religious groups, or
      7. federally sanctioned high deductible health plans with health savings account.
3. When can an individual enroll in Commonwealth Care or Commonwealth Choice?
   1. An individual is only eligible to enroll in Commonwealth Care if he or she meets the financial eligibility requirements and does not have access to coverage through an employer.
   2. An individual may enroll in Commonwealth Choice as part of a small employer plan or if the individual does not have access to insurance through an employer or the individual works for an employer with fewer than 50 employees or the individual works for an employer that has more than 50 employees but the employer does not contribute at least 33% of the cost of the coverage or provide insurance that meets the minimum creditable coverage requirements.
   3. An individual may not enroll in Commonwealth Care or Commonwealth Choice if he or she has access to coverage through an employer with 50 or more employees and the employer contributes at least 33% to the cost of the premium and offers coverage that meets the minimum creditable coverage requirements. This is true even if the individual cannot afford to purchase the coverage offered by his or her employer.
4. Are there any exemptions to the individual mandate?
   1. Yes – the Connector Board will adopt an affordability schedule each year by June 1. (See 956 CMR 6.00) Based on a family’s income, individuals may be exempted from complying with the individual mandate.
   2. The affordability schedule for July 1, 2007 – June 30, 2008 is as follows: THIS INFORMATION WILL BE UPDATED FOR 2009 WHEN THE INFORMATION BECOMES AVAILABLE
      
      
   3. An individual who is not exempted from the individual mandate based on the affordability schedule may appeal to the Connector for a waiver based on financial hardship. To meet this requirement an appellant must show that he or she:
      1. Was homeless, or was more than 30 days in arrears in rent or mortgage payments, or received an eviction or foreclosure notice;
      2. Received a shut-off notice, or was shut off, or was refused the delivery of gas, electric, oil, water or telephone;
      3. Had non-cosmetic medical or dental out-of-pocket expenses totaling more than 7.5% of his household’s income
      4. Incurred a significant, unexpected increase in essential expenses resulting directly from the consequences of
         1. domestic violence
         2. death of a spouse, family member or partner with primary responsibility for child care
         3. the sudden responsibility for providing full care for an aging parent
         4. a fire, flood, natural disaster or other unexpected event causing substantial household or personal damage; or
      5. Can establish that purchasing health insurance to meet the mandate who have caused a serious deprivation of food, shelter, clothing or other necessities.
5. What is the penalty for failing to obtain health insurance?
   1. An individual who can purchase affordable insurance in accordance with the Connector regulations and who does not do so will be assessed a penalty by the Massachusetts Department of Revenue.
   2. An individual will pay a monthly penalty of up to half the cost of the premium for the least-expensive insurance.

Employee Fact Sheet #2

Eligibility for Public Programs

1. This fact sheet provides general information about eligibility for MassHealth (the state’s Medicaid and State Children’s Health Insurance Program) and Commonwealth Care. Eligibility determinations can only be made by the state agency. For an application call: 1-800-MA-ENROLL
2. Coverage for children:
   1. Children are eligible for coverage in MassHealth to 300% of the FPL. Generally, access to other insurance is not a factor in determining eligibility. However, for children with incomes between 200-300% of the FPL, there is a 6-month waiting period if a family drops insurance coverage.
   2. Children who are illegal immigrants are eligible for the Children’s Medical Security Plan.
3. Coverage for Parents with children 18 or younger:
   1. Parents are eligible for MassHealth with incomes at or below 133% of the FPL.
   2. Parents between 133%-300% of the FPL are eligible for Commonwealth Care if they do not have access to coverage through an employer and have not had coverage for 6 months.
   3. Illegal immigrants and legal immigrants who have not been in the country for 5 years are not eligible for MassHealth. Illegal immigrants are not eligible for Commonwealth Care.
4. Coverage for Persons with Disabilities:
   1. MassHealth provides coverage to persons with disabilities at any income level. Members are required to pay a premium based on their incomes.
   2. Illegal immigrants are not eligible for MassHealth.
5. Coverage for Adults without Dependent Children:
   1. Childless adults with incomes at or below 100% of the FPL who have been unemployed for more than 12 months are eligible for MassHealth.
   2. Childless adults with incomes at or below 300% of the FPL are eligible for Commonwealth Care, provided they do not have access to insurance through an employer and they are not illegal immigrants.
      
      Requirements for Employers with at least 11 Employees:
      
      
      
      
      

      Requirements for Individuals Living in Massachusetts