As an employer, you have a lot of responsibility. There are so many things you need to know. Federal, state, county, and municipal codes, rules, and regulations you need to follow.

Beyond employees’ W-2s, W-4s, and W-9s, there are I-9 employment eligibility verification forms. There are also state tax withholding forms and forms specific to your business – plus employee benefits forms – that you need to be aware of, too.

Here’s a snapshot of some of the essential small business, benefit-related forms you and your employees may need.

Employee and Member Forms

IRS Form 1095-C: Use this form in connection with Affordable Care Act (ACA) reporting. It’s required by the Internal Revenue Service (IRS) for Applicable Large Employers (ALEs). It helps the agency determine an employer’s compliance – or non-compliance – with the ACA employer mandate. Form 1095-C is due annually to employees. Itreports on the prior year offer of health coverage to employees. For the 2022 calendar year, ALEs must provide Forms 1095-C to all affected employees by January 31, 2023. ALEs must also file Forms 1095-C, together with Form 1094-C, to the IRS by February 28, 2023. If filing electronically (required for employers filing 250+ forms), the deadline is March 31, 2023.

ALEs must offer affordable health insurance that provides minimum value to full-time and full-time-equivalent employees and dependent children. If an ALE fails to offer this coverage, the business could be subject to ACA penalties.

Annual reporting to the IRS helps determine whether any fees apply for non-compliance with the ACA. It also helps determine whether any employees are eligible for a Premium Tax Credit on the public exchange (i.e., Covered California).

Don’t know if your business is an ALE?  Talk with your broker, accountant, and tax professional. A good source of added information are the ACA Calculators on the CaliforniaChoice website. Use them to determine your ACA Full-Time Equivalent count and potential ACA penalties. Or you can review the ACA Safe Harbor options available.

Employers of any size with self-insured health insurance must also file annually with the IRS. The same applies for employers with a QSEHRA. That’s a Qualified Small Employer Health Reimbursement Arrangement. For more information, read our February 2023 blog, 5 Group Health Insurance Laws Every Employer Should Know.

For an IRS Q&A on health coverage informational reporting requirements, visit the IRS website.

COBRA Continuation: Employees and qualified dependents can maintain coverage for specified reasons. These include an employee’s layoff, reduction of work hours, divorce or legal separation, employee death, and other reasons. For details, refer to the FAQs on COBRA Continuation published by the Department of Labor (DOL).

Insurer forms for COBRA continuation vary. The DOL has made available a Model COBRA Continuation Election Notice. If you offer employee benefits through CaliforniaChoice, you can access a variety of forms by logging in at CalChoice.com. (See below for more information.)Claim Forms: Depending on coverage, employees may – or may not – need to complete a claim form. Ask your broker or carrier for information. If you offer CaliforniaChoice to your employees, you can login and download the forms you need.

Brochures and Guides: Your health plan or broker can provide product-specific literature. That includes “core” products like Medical, Dental, and Vision.

If you have CaliforniaChoice, information may include Member Marketplace products. MetLife offers Hospital Indemnity, Critical Illness, and Legal Plans through the Member Marketplace.Member Forms: Member enrollment and change forms are available online and through your carrier or broker. If you have CaliforniaChoice coverage, forms are available at CalChoice.com. You can also contact Customer Service at 800-558-8003.

Available forms from CaliforniaChoice include:

• Affidavit of Domestic Partnership
• Assurity Life Beneficiary Form
• Change Request (in the event of a qualifying “Life Event” like marriage, divorce, birth or adoption of a children, moving, etc.)
• COBRA Enrollment
• Disabled Dependent Certification
• Employee Application
• Health Care Grievance Form
• Language Assistance Program Request
• Prescription by Mail (Versions based on selected health plan)

Employer Forms

New Hire Quote Request: If you hire someone and want to request a quote for coverage, complete a New Hire Quote Request (or your carrier’s equivalent).

Enrollment Quote Request: For CaliforniaChoice, as an alternative, you can print and complete a New Hire Enrollment Quote Request. Send the completed form to CaliforniaChoice via fax at 714-953-4097, or email it to CustomerService@CalChoice.com.

Termination: If someone leaves your employment, you can request an Employee Termination online at your health plan website. If you have CaliforniaChoice benefits, you can go online at calchoice.com. As an alternative, you can request an Employee Termination Form. Or, use the back of your CalChoice premium statement to request a change. Fax the completed form to 714-558-8000 or send it to CustomerService@CalChoice.com.

AutoPay Form: AutoPay pays your monthly premiums automatically. You will need your bank account number and bank routing number. If you’re covered through CaliforniaChoice, you can make a single payment or authorize recurring monthly payments through CalChoice.com.

IRS Form 1094-C: We mentioned this form above in connection with the related Form 1095-C for employees. Use Form 1094-C to transmit information to the IRS on insurance offered to employees during the prior calendar year. To learn more, visit the IRS web page.

Other Forms and Information

With CaliforniaChoice, you can gain access to additional useful forms and human resources support services through the HR Support Center. It offers you:

• customizable documents
• updates on federal and state employment laws that could affect your business
• a glossary of commonly used HR terms and definitions
• a Q&A database on topics from benefits to recruitment
• information specific to hiring, leaves of action, performance management, and termination

Ask your CaliforniaChoice broker for details. If you’re not already doing business with CaliforniaChoice, you can search for a broker here. (CaliforniaChoice is available only to California employers through licensed brokers.)

If you’re doing business with another group health plan in California, visit your carrier’s or administrator’s website for information on available small business health forms.