01
Adopt the plan
- Employer adoption resolution
- ICHRA/CHOICE plan document
- Summary Plan Description
- Section 125 POP, when applicable
- Permitted-class and same-terms review
- Employer service agreement
Compliance made easier
Everything needed to launch—organized in one place.
Four document and administration groups take an employer from plan adoption through employee enrollment and annual renewal.
02
Notify employees
- Required ICHRA notice
- Enrollment instructions
- Payment and reimbursement guide
- Coverage attestation
- Employee opt-out procedure
- New-hire, termination and midyear-change instructions
- Summary of material changes, when needed
03
Authorize support
- Individual-coverage substantiation before reimbursement
- Ongoing participation verification
- HIPAA authorization, when required
- Broker consent and authorization
- Business Associate Agreement
- Privacy and security materials
- Secure census and data intake
04
Administer and renew
- Eligibility and coverage verification
- Funding and reimbursement reconciliation
- Annual affordability and safe-harbor update
- ACA 1094/1095 support
- Form 720 and PCORI review
- COBRA, Form 5500 and annual document review, when applicable
Three operating cycles
Launch it, administer it and renew it.
Compliance is not one document. The employer needs a repeatable operating process and current versions of every notice, plan document and procedure.
Launch requirements
- Confirm eligible employees, permitted classes and same terms within each class
- Adopt the plan document, SPD, claims procedure and employer resolution
- Deliver the current employee notice and preserve delivery records
- Document opt-out, onboarding, payment and reimbursement procedures
Monthly administration
- Substantiate individual coverage before reimbursement and throughout participation
- Reconcile eligibility, funding, reimbursement and coverage changes
- Apply new-hire, termination and midyear-change procedures consistently
- Maintain privacy, authorization, access and record-retention controls
Annual renewal
- Refresh affordability, safe-harbor and contribution calculations
- Review ACA reporting, COBRA, PCORI, Form 5500 and other obligations when applicable
- Replace superseded notices and preserve a document-version history
- Reconfirm administrator, payroll, payment and employee-support workflows
Tax and account coordination
- Section 125: Marketplace/on-exchange individual premiums generally cannot be salary-reduced through the cafeteria plan
- HSA: compatibility depends on the medical plan and which expenses the arrangement may reimburse
- ERISA: maintain the plan document, SPD and claims-and-appeals procedures
- Confirm the design with qualified legal and tax advisers for the employer
Notice planning
Work backward from the effective date.
Enter the intended start date to see a 90-day planning target. Exact notice timing, exceptions and requirements should be reviewed for the employer.
Employees who become eligible later can have different timing. Always use the current CMS guidance and model notice for the applicable effective date.
Choose a start date.
Administrator checklist
A disciplined launch and renewal process.
This center is an implementation aid, not legal or tax advice. Required documents depend on employer size, plan design, administrator, jurisdiction and applicable law. A HIPAA authorization is not a substitute for a privacy notice or Business Associate Agreement. See the current CMS ICHRA resources and confirm the effective version of the CMS model notice before use.
Build the complete ICHRA package.
Coordinate documents, administration, employee communications and enrollment support.