Frequently Asked Questions

A: The Notice Generator is a cost-effective, convenient, web-based solution to your COBRA needs. The Notice Generator sends required and complete COBRA notices to your employees on your behalf, in a timely manner.

Q: Why would I need The Notice Generator?

A: All employers who had 20 or more employees (part-time employees count as a fraction of an employee) on 50% of its’ typical business days during the preceding calendar year must comply with COBRA. Complying with COBRA begins with sending the appropriate notice at the right time. Some companies have very little turnover and do not feel the need to outsource their COBRA Administration. The Notice Generator was designed to fill the need of those companies who do not outsource to a third party. Use the Notice Generator once, if that is all you need. There is no further obligation.

Q: When would I use the Notice Generator?

A: COBRA notices need to be sent at two different times:

1. New enrollments must be sent a General Notice within 90-days of commencement on the group health plan.
   
2. Election Notices must be sent to the affected Qualified Beneficiary within 30-days (sometimes 44 days) of the Qualifying Event, or the loss of coverage date, whichever is the later.
   
   
   

Q: Why send a COBRA General Notice?

A: The General Notice is sent to newly enrolled employees and dependents to inform them of their COBRA if any Qualifying Events take place in the future. Each enrollee, including dependents, has "independent election rights", meaning they may be eligible to continue their coverage through COBRA aside from the employee, if they experience a Qualifying Event (i.e. Loss of Dependent Status or Divorce). The General Notice is intended to inform all enrollees of this right, so they are prepared when a Qualifying Event does take place.

Q: How do I use The Notice Generator?

A: First time users will need to set up their employers’ information in the appropriate screen before they can generate notices (step #1). Once all of the required information has been filled in, you can then begin to enter the information on the employee or dependent that you would like a notice sent to (step #2). After setting up company & employee information, you will decide which notice to generate (step #3). After completing steps #1-3, you will check out and pay (step #4). Please retain your username and password for future use!

Q: How do I pay?

A: Payments can be made on-line with a credit card or debit card (step #4). After the first time you use The Notice Generator, all of your information will be stored and accessible by you at your convenience! The information will be securely stored behind your own personal username and password, which you will create while entering the employer information (step #1).

Q: What are the COBRA timelines?

A: The basis of COBRA compliance revolves around the notice itself and the timing of the delivery of the notice.

1. New enrollments to your group health plan must be provided with a General Notice detailing the enrollees’ COBRA Rights within 90-days of commencement on the plan.
   
   
2. Terminated employees and other Qualifying Event situations require that the affected employee and or dependents must be notified of their COBRA Rights, and allowed to “elect” COBRA coverage, in no more than 30-days from the Qualifying Event date, or loss of coverage date, whichever is the later of the two. In some cases, such as an employer with a plan administrator, the employer may have an additional 14 days to provide the Election Notice.
   
   
   

Q: How do I know what The Notice Generator has done once I have submitted a request?

A: The Notice Generator replies directly to the employer making the request with an email to confirm processing and mailing of the notice(s). The Notice Generator also maintains detailed reporting on who the notice was sent to, when the notice was sent, what notice was sent, and where the notice was sent. You will also receive a receipt after payment is submitted.

Q: How do I prove that a request was fulfilled and what documentation do I have to back my records?

A: The Notice Generator utilizes a system where triple-redundancy of record keeping is always maintained.

1. Stamps.com is the first record of mailing maintained on your behalf.
   
   
2. The software used to generate notices also has a unique method of keeping track of timelines and dates.
   
   
3. The third method of proof, or record keeping, comes directly from the United States Post Office. It is highly recommended that COBRA Election Notices be mailed via Certificate of Mailing. This is to ensure that the employer/administrator mailing the notice can verify that it was sent in the timeframes set forth by COBRA law.
   

Q: What do I do if my company is subject to Cal COBRA?

A: If your company is located in California and is subject to Cal-COBRA, please notify your insurance carrier of any Qualifying Events within 60 days of the Qualifying Event. The Cal-COBRA notification procedures will be handled by your carrier.