Enclosure one is a cover letter for forwarding the required notices to new enrollees. You should modify this letter to reflect its being mailed from your location to the employee and dependents and include it with a copy of enclosure two (this consists of the initial COBRA notification marked Important Notice and a copy of Fact Sheet #30, Continuation of Health Benefits Insurance Under COBRA). NOTE: To meet federal requirements, the letter must be addressed to the “Employee and Family”, it must be distributed by either first class mail or by e-mail with verification of receipt at the employee’s e-mail address. A copy and records of the distribution must be retained by the employer to prove compliance.
The next three enclosures address the federal Health Insurance and Portability Accounting Act (HIPAA). Federal law requires that all enrollees — employees and dependents — in employer provided health plans be notified every three years of the availability of HIPAA requirements and how the employee can obtain them. Enclosure three, the Notice to Health Benefits Program Participants About Compliance with Federal Health Insurance Requirements, and enclosure four, the Notice of Availability will meet this requirement.
Enclosure six is the Certificate of Group Health Plan Coverage which you may use to provide an employee or dependent whose coverage is ending with evidence of their prior health cover- age.
Additional information and printable versions of the attached forms can be found in the Employer’s Pensions and Benefits Administration Manual (EPBAM) which is available online at: www.state.nj.us/treasury/pensions/epbam/