Wide-ranging benefit packages provide a competitive advantage in the quest to attract and retain talent. That’s why it’s never too early for small business owners and startups to explore employee benefits, especially if they plan on growing their team in the near future. This guide serves to help employers better understand the options available to them, as well as some of the requirements. Show
What are employee benefits?Benefits are perks or compensation beyond what employees earn in basic wages. Some organizations view them as an intangible business asset, much like a company’s reputation or industry expertise, that can define an entire corporate culture, impact employer brand and drive overall business success. Others find benefits to be an HR and administrative challenge, but with the right strategy, they can be turned into a powerful recruitment and engagement tool. Types of employee benefitsHealth insurance is the most basic type of employee benefit, but it has largely become table stakes by today’s standards. Employers that want to appeal to generational workforces, may need to offer a broad range of perks, such as: Financial benefitsEmployees who are worried about their finances tend to be less engaged at work. Employers can help alleviate their stress and improve their productivity by considering these financial benefits:
Fringe benefitsFringe or ancillary benefits that supplement traditional health insurance might seem like an added expense, but proactively improving employee wellness may actually lower health care costs in the long term. Some examples include:
Additional insurance optionsIn a world where most employers provide health benefits, employers can stand out by offering additional plans, such as these, for employees to save on their insurance premiums:
Unique employee benefitsProviding more than the traditional medical benefits that employees have come to expect from their employers can help attract and retain talented individuals. The key, however, is to pay close attention to workplace trends and anticipate changing needs as much as possible. Some examples of unique benefits in demand with employees today are:
Flex benefitsThe “one-size-fits-all” benefits model is a thing of the past. Employees today want a broad range of self-service options that can be mixed, matched or adjusted to suit individual preferences as they evolve. Some benefits carriers even allow employees to make changes online, virtually at any time, as opposed to only during an open enrollment period. This type of empowerment sends the message to employees that they’re a valued partner and frees HR departments from the burden of complex administration. Benefits required for small businessNot all employer-sponsored benefits are optional. Some, such as the following, are required by law and tightly regulated by government agencies: Workers’ compensationWorkers’ compensation is insurance that protects employers and employees if a workplace accident or illness occurs. It covers the cost of medical care and rehabilitation, as well as a partial replacement of lost income due to disability. The spouse and minor children of employees who die in work-related accidents may also receive a monetary benefit. Most states require employers to purchase workers’ compensation before hiring their first employee. Failing to do so can result in disciplinary actions, including civil fines and criminal penalties. Some authorities may even prevent a business from bidding on future contracts or shut a job site down entirely. To prevent a lapse in coverage that puts employers at risk, carriers typically renew their insurance policies automatically. Unemployment insuranceUnemployment programs provide financial assistance to workers who temporarily lose their job because of eligible reasons, such as downsizing, that would not be considered their fault. This benefit is mandated by federal and state governments and typically funded only by employers. The specific tax rates and regulations vary by state, so it helps for employers to familiarize themselves with the laws everywhere they do business. In most cases, when a former employee files an unemployment claim with a government agency, a representative will contact the business to verify the eligibility of the request. Employers must respond within a certain amount of time or their ability to appeal wrongful claims may be limited. Challenging an unemployment claim typically requires evidence of worker misconduct, such as prior warnings, witness statements and records of workplace incidents. Even if an employee leaves on good terms, employers usually conduct an exit interview or ask for a formal resignation letter to help safeguard against fraudulent claims. Disability insuranceDisability isn’t covered by basic health insurance, so if an employee suffers a long-term illness or injury, they will be forced to use sick days or take a leave of absence. Individuals who find themselves in these situations may feel stressed and their job performance can suffer. In some cases, they may never return to work. Employers can retain valued employees and give them peace of mind by offering disability insurance, of which there are two options:
For optimal coverage, employers can choose to offer their employees a combination of short-term and long-term disability. Health insuranceEmployee wellness is essential to business productivity and a great way to maintain that is through a health insurance plan. If that’s not enough of a reason to offer medical benefits, employers may be required to do so by the Affordable Care Act. It states that businesses with 50 or more full-time or full-time-equivalent (FTE) employees must provide ACA-approved health insurance or face penalties. An FTE is someone who works 30 hours per week or 130 hours per month. Types of health insurance plans:
What is open enrollment?Open enrollment is when employees who are benefits-eligible choose the plans that best meet their needs for the upcoming year. It usually takes place 30 to 60 days before the current year’s benefits are scheduled to renew. Prior to open enrollment, employers customarily notify their workforce about any new features or plan changes. How do businesses purchase health coverage?Employers shop around for group health coverage just as they would for any other business purchase by asking questions and comparing pricing. Plans can generally be purchased from one of three places:
How to choose the right coverageFinding the right health insurance coverage typically requires careful consideration of the cost of the product vs. the needs of the workforce. When evaluating plans, employers may follow these general steps:
Cobra benefitsThe Consolidated Omnibus Budget Reconciliation Act (COBRA) provides continued health coverage to individuals after employment ends or a qualified event occurs, such as death or divorce. Those eligible under the plan include covered employees, former employees, spouses, former spouses and dependent children. COBRA benefits are usually identical to the health insurance that the beneficiary had previously, but they are not provided indefinitely. Coverage can last between 18 to 36 months, depending on the qualifying event. Employers that have 20 or more employees are required to comply with COBRA. Some states also have their own health coverage continuation laws, which may apply to businesses with less than 20 workers, so it’s important to check with local authorities to ensure compliance. Family and medical leaveUnder the Family and Medical Leave Act (FMLA), employees may be entitled to 12 weeks of unpaid, job-protected leave if they:
To be eligible for one of these qualifying events, employees generally must work for an employer for at least 12 months and at least 1,250 hours in the previous 12 months. Additionally, the place where they work must employ 50 or more individuals within 75 miles. Some states also have paid leave programs with different rules and requirements. In some places, benefits are paid for with an employee payroll tax, and in others, they’re funded by both the employer and the employee. These variations make it important for employers to understand not just the requirements of the FMLA and all state and local laws that apply, but also their HR responsibilities. To help manage compliance, they typically need to track the total hours worked and the amount of paid leave accrued and taken for every employee, among other records. Taxable benefitsAny fringe benefits that businesses offer to employees could be considered a source of income and thus, may be taxable, unless they meet certain exclusion criteria. Examples include:
To calculate the tax on these benefits, the IRS uses the general valuation rule or fair market value (FMV), which is the amount a third party vendor would have charged the employee for the particular benefit. FMVs generally must be reported on Form W-2. Benefits of retirement savings for employees and employersMany workers today are extending employment into their senior years, largely for two reasons. Either they’ve been unable to meet their savings goals or they don’t fully understand their expenses to decide when it’s a good time to retire. This is a risky strategy because leaves of absence, layoffs or caregiver issues can arise unexpectedly and limit income. Employers can help their workforce members avoid such a scenario by offering a retirement savings plan. In addition to improving financial security for employees and alleviating their stress, retirement plans can help businesses reduce health care costs, improve workplace productivity and retain talent. Retirement plan options for small businessesWhile providing retirement plans to employees has its benefits, it also requires serious planning. Employers may need to consider the size of their workforce, their type of work, an employee’s years until retirement and whether to offer a company match. With those key points in mind, small businesses have three common plan options1 available to them:
The Department of Labor’s Employee Benefits Security Administration and the IRS provide a list of benefits and eligibilities that can help employers make an informed choice or they can speak with a small business banker or financial advisor. Importance of employee benefitsBenefits are a vital strategic tool that small businesses can’t afford to ignore, particularly as their operation expands and they try to compete for top talent. Many workers today are looking for flexible rewards and if an employer doesn’t offer options that meets their needs, they run the risk of them leaving for a company that does. In addition to recruitment and retention, competitive benefits packages can help improve employee productivity, engagement and financial security, as well as the public image of the business. Yet, simply offering great benefits isn’t enough for businesses to reap the advantages. Employers have to make sure their workforce understands what services are available and how to use them. Only through consistent communication and support can they help employees make the most of their benefits plans. Short messages that highlight key action items and use more visuals than text tend to be most effective. Cost of employee benefitsThe cost of benefits has been rising in recent years, but employers can take steps, such as the following, to manage their expenses:
Frequently asked questions about small business employee benefitsDo employers have to offer health insurance?Employers that have 50 or more full-time or full-time equivalent (FTE) employees are required to provide health insurance under the Affordable Care Act. Plans must offer minimal essential coverage that meets ACA standards and pay at least 60% of a participant’s medical expenses. Non-compliance with this law results in expensive penalties that are not tax deductible. Do part-time employees get benefits?Depending on their length of service and total hours worked, part-time employees may be entitled to retirement savings plans in accordance with federal laws. They are also generally eligible for unemployment insurance, workers’ compensation and other benefits mandated by individual state governments. If employers choose to offer part-time workers benefits beyond what is required, it’s usually best practice to establish eligibility criteria in an employee handbook or official company policy. What benefits should a small business offer?While many benefits are not required, small businesses should consider offering the strongest packages possible. Doing so can mean the difference between attracting and retaining top employees or losing them to competitors. Every business, however, is unique, which is why employers who need help deciding which benefits are right for them should consult a licensed insurance professional or broker. What are standard employee benefits?Standard benefits consist of health, dental, vision and retirement plans. In order to appeal to a generational workforce, however, employers may need to also offer voluntary benefits that can be customized to meet employee needs at different life stages. Examples include flexible work schedules, financial wellness counseling and student loan assistance. What percentage of an employee’s salary is benefits?As of September 2020, benefits accounted for nearly 30% of an employer’s costs for individuals working in the private sector.2 This is a national average and benefit costs tend to vary by the size of the business, its location and its specific industry. This guide is intended to be used as a starting point in analyzing employer benefits and is not a comprehensive resource of requirements. It offers practical information concerning the subject matter and is provided with the understanding that ADP is not rendering legal, retirement, tax advice or other professional services. Should you have questions regarding your particular situation, consult a professional advisor. All insurance products will be offered and sold only through Automatic Data Processing Insurance Agency, Inc., (ADPIA) or its licensed insurance partners, 1 ADP Blvd. Roseland, NJ 07068. CA license #0D04044. Licensed in 50 states. All services may not be available in all states. ADPIA is an affiliate of ADP,Inc. 1SIMPLE IRA and SEP are offered through ADP Broker-Dealer, Inc. (ADPBD), Member FINRA, an affiliate of ADP, Inc., One ADP Blvd, Roseland, NJ 07068. Only registered representatives of ADPBD may offer and sell such retirement products and services or speak to retirement plan features and/or investment options available in any ADP retirement product. American Century Investments Inc. (ACI), ADP, Inc. and ADP Broker-Dealer, Inc. (ADP) have a distribution and administration agreement with ACI to maintain a program under which ACI provides investment options to participants in adopting employers’ SEP and SIMPLE IRAs marketed by ADP (for which ADP receives reasonable fees); and ADP and ACI share administrative responsibilities to support the best interests of SEP and SIMPLE IRA plan participants in adopting such plans. Unless otherwise agreed in writing with a client, ADP, Inc. and its affiliates (ADP) do not endorse or recommend specific investment companies or products, financial advisors or service providers; engage or compensate any financial advisor or firm for the provision of advice; offer financial, investment, tax or legal advice or management services; or serve in a fiduciary capacity with respect to retirement plans. All ADP companies identified are affiliated companies. 2Bureau of Labor Statistics When an employer offers a contributory pension plan contributions are made jointly by employers and the government?With contributory pension plans, contributions are made jointly by employers and the government. Most of the pension plans in privately held organizations are contributory. In a defined benefit plan, the retirement benefit is determined according to a pre-determined formula.
Who bears the risk in a defined contribution pension plan quizlet?Investment risk is borne by the employer in a defined benefit pension plan, whereas the employee bears the risk in a defined contribution plan. Bill's employer maintains a target benefit pension plan. Bill is age 59.
What is a company pension plan?What Is a Corporate Pension Plan? A corporate pension plan is a benefit that provides income in retirement based on the employee's length of service to the company and salary history. Pension plans for American workers have become rare outside of government employment.
What happens to pension if you leave before vested?Typically, if you leave your employer before you are fully vested, you will forfeit all or a portion of the employer-provided contributions to your account.
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