The annual Form 5500 filing must be filed by plan sponsors that are subject to ERISA, unless there is an exception. One such exception is the small plan exception that applies to small unfunded health and welfare plans that cover fewer than 100 participants on the first day of the plan year. In other words, an employer only needs to file a Form 5500 for a given plan year if there were 100 or more participants on the first day of the plan year; exceeding that threshold midyear is of no consequence until the following plan year. (For calendar year plans, the plan would have to have 100 participants on January 1 to be subject to the Form 5500 requirement for that year.) Employer-paid benefits, such as group term life, are generally the first line of coverage to exceed the 100-participant count since they cover all employees.
Even if a single line of coverage does not have 100 or more participants enrolled, the employer may still be subject to Form 5500 requirements. Importantly, when counting participants for this purpose, employers must count all participants who are enrolled in the plan. Benefits that are wrapped together for plan document purposes (i.e., established with a single plan document) would need to have all unique participants counted when determining whether the small plan exception applies. For example, an employer with a wrapped plan consisting of medical, dental, and vision benefits would need to file a Form 5500 if there were 75 medical participants, 40 dental participants (20 of whom are not on the medical plan), and 35 vision participants (10 of whom are not on the medical or dental plan); this is because the distinct participants in each group equal more than 100 participants in the wrapped plan (75 + 20 + 10 = 105).
Plan sponsors should work with their service providers to ensure their compliance with the Form 5500 annual filing requirements. PPI client-employers do not need to file Form 5500 for coverages administered by PPI under the ACSA or BIEB Trusts, which includes all plans on the billing statement you receive from PPI. They may be responsible for filing Form 5500 for those benefits and products purchased outside of the ACSA or BIEB Trusts, as well as any other employer sponsored fringe plans such as cafeteria plans, educational assistance plans, or legal aid plans.
Employers who have engaged in compliance failures with regard to the Form 5500 can explore the DOL’s delinquent filer voluntary compliance program. For further information regarding Form 5500 filing requirements, PPI clients can download a copy of the PPI publication Form 5500: A Guide for Employers from the Help Center.