Paul I

There is no grace period. There are a few thoughts: Try to work with Empower to preserve the next day timing. We have been successful doing this if the conversion manager is knowledgeable and cooperative. It works particularly well if the payroll file is transmitted the day before the payroll date so Empower can run their edits and validations overnight and you can fund the next day. If the conversion manager does not know how to make this happen, complain to the Empower sales executive that made all of those wonderful promises about reaching Nirvana. The auditor does not have the authority to say when a deposit is or is not late. The authority belongs to the IRS/DOL. The auditor can disagree, but the Plan Administrator is signing the Form 5500 and answering the compliance question about late deposits. The client should be able to show they are funding as quickly as they can within the constraints imposed on them by the recordkeeper. If there is a change in recordkeepers and as a result there is a change in the timing of deposits from next day to 2-3 days due to the new recordkeeper's procedures, there likely will be no push-back from the IRS/DOL. If there is, appeal it to the agents manager with a full explanation of the circumstances. If the manager in intransigent, you could even take it to Tim Hauser, the Deputy Assistant Secretary for Program Operations of the Employee Benefits Security Administration (EBSA). He says he wants to hear when the DOL is being unreasonable and his contact information is publicly available. If there is a late deferral as part of the transition process, the world will not end and any financial impact will be minimal. Good luck!

If you have SSNs for the missing participants, there are low-cost search services that have a very high success rate in locating the them (~99%), and you will get a response in 2-3 days. The fee is reasonable and you can charge the participant's account for the cost of the search. (BL Message me if you want the name of the company we use.) If the participants who will not return the paperwork are still employed, then the company should be able to convince them to turn in the paperwork. If suggesting cooperation to a participant doesn't get a response, then a harder line is the company tells the participant that failing to turn in the paperwork is going cost everyone including the company and them money, and jeopardize the timely closing of the plan which will be significantly frowned upon. If any active or terminated participant still will not return the paperwork, then you can tell them if you don't get the paperwork within xx number of days, you are going to turn over their account to the government (PBGC) and they can deal with the government when then finally want to get paid. And by the way, the government will not invest the money. If that doesn't scare them enough, imagine their surprise when you do in fact use the PBGC program and tell them where they can find their account. None of this is complicated, costly, or overly time-consuming.

Maybe now you can educate me... what SH rules you are referring to?

The IRS does have records of who has filed 5500-EZs but I doubt they would disclose this information since the forms purposely are not made available to the public. If you are filing under the penalty relief program and you get push back from the IRS about numbers not matching previous filings, you at least will have an agent to work with who likely would amenable to either disregarding your filing for any years that were filed timely, or would accept your version as an amended return. I suspect as you do that the owner would have used cash accounting since the trust account statements would made the filing very simple to complete, and I expect you have access to the information on those statements. You may want to consider filing on a cash basis to keep things simple for your filing and for the agent to review.

The short answer is yes, but the short answer belies the complexity that can be involved in performing coverage testing. For example, common usage of the word "plan" makes us think of a plan document and all of the provisions in that document. In the context of coverage testing, elective deferrals are a plan, matching contributions are a plan, and employer non-elective contributions are a plan. If any one of these plans fails, there is a coverage problem. Another example is each of these coverage tests looks at a population of nonexcludable and excludable employees. This determination is made employee by employee and not at a company level. Any nonexcludable employee will play a part in a coverage test and any excludable employee will not. Coverage testing, like other compliance testing, allows for many paths to get to a passing result. Some paths are relatively easy, other paths can be exceptionally complex, and the plan document may preclude using some paths or even mandate how a coverage failure must be corrected. If you are experienced with coverage testing, then you will recognize the situations alluded to in the comments above. Otherwise, find a mentor, colleague or outside assistance to work with you on performing the coverage tests.

We do not use IRIS. We use a software package for 1099s that allows us to import data from a spreadsheet, print forms, create pdfs to send the client their copy, and prepare the electronic filing to submit the forms to the IRS. The price last year was a flat $220, and there is no per-participant charge. We also used another one of their packages to prepare, print and file 3922s for a stock purchase plan for 1,700 participants. Same price - $220. We have found their customer and tech support to be readily accessible and eager to help. They have an option to provide prep and filing services as an outsourced service. Please send me a BL Message if you are interested in knowing more about them.

First, let's not discount the opportunity to let participants request distributions on line. This removes constraints of limiting explanations to one page and the process can limit the ability to input information that is required for a particular type of distribution. Also, let's not overlook requirements like the need for 402(f) notices, 30-day waivers and special considerations if the distribution will come for taxable, Roth or after-tax accounts. If you want the participant to read the description, it has to attract attention of the eye and the mind. This typically translates into the use of colors and varying fonts and text size, and should avoid jargon. For example, ask "Do you need money related to a birth or adoption?" instead of asking "Is the for a Qualified Birth or Adoption?" A plan can call for liberal use of self-certification, limit the need for spousal consent, and delegate approval or acceptance to a service provider or 3(16) administrator. I suggest that there is not a universal acceptance of this approach among plans and service providers, and there is a need for a significant amout of flexibility.

I would not recommend putting all of the different kinds of distributions available under the plan on one election form. It may, however, be helpful to the participant if there is a single description of all of the kinds of distributions that are available along with highlighting some of the decision points the participant should consider in choosing the type of distribution. The description would then point to the appropriate form tailored to each kind distribution. This is an approach that is similar to existing procedures for requesting a distribution, although as you note, the number of choices has expanded significantly. Arguably, the SPD should fulfill this function, but we should acknowledge that SPDs can be unwieldy, or blandly generic and less detailed than may be needed if there are many choices available to the participant. Some reasons for keeping forms separate are: Different types of distributions can require different information. Often a participant looking to take a distribution fills out question of every section on a form in fear of leaving out something that causes the request to be denied or delayed. Some distributions may require attachments providing additional information. For example, a disability payment may need a physician's statement, a death benefit may a death certificate, or if self-certification is not allowed for hardships, documentation of the financial need may be needed. The tax circumstances can be different, and the tax rates and excise taxes can vary by the kind of distribution. Any tax election accompanying the distribution election would need to be coordinated with the selected kind of distribution. The plan will need to decide how far it will go to inform the participant of the consequences of the participant's choices. Personal tax circumstances will vary from one person to the next. Personal financial circumstances also will vary. An individual who has reasonably stable finances may be more inclined to use a kind of payment that allows for repayment or restoration of the distribution to the plan. If the plan attempts suggest to the participant how to optimize the consequences of a distribution and the suggestions result in otherwise avoidable taxation or penalties, the plan can expect some participants to seek to be made whole because the plan did not fully inform them.

In the TE/GE regional conference in August, an individual from the IRS commented that they expect to release LTPT guidance in December - maybe. The audience immediately reacted that this would be too late given the 1/1/2024 effective date, a reaction that was met with the comment that it is the best that the IRS can do. In response to a follow-up question if a plan has classification exclusions that are not service-based, would the LTPTs be excludable under that classification. The IRS reaction was that type of exclusion could be used to discriminate against LTPT employees. On the surface, employers may be faced with the prospsect of allowing an individual who is an LTPT in an excluded classification to elect deferrals where, if that individual was not an LTPT, would be excludable and could not elect deferrals because of that classification! From the perspective of implementation, a plan with a large number of LTPTs will need to communicate by December 1 to LTPTs the ability to make elective deferrals and any other related benefits (like a match if the company is no inclined). A plan with fewer LTPTs may be able to push this to December 15. That's 2 1/2 to 3 months from today.

Firms such as financial service firms or brokerage houses offer SIMPLE plans that the firms offer using their own adoption agreements/basic plan documents. (These companies typically will not hold accounts for SIMPLE plans set up using the IRS Forms 5304 or 5305.) It is possible one or more of these firms has plans is marketing SIMPLEs with Roth contributions, although I have not seen any firms advertising that they offer them. Perhaps some of our BL colleagues are aware of firms that do.

This is the type of situation where you need to read the plan document carefully to sort out three different topics, each of which can have its own rules that may look very similar or very different from each other within the document. The topics are: Eligibility Vesting Benefit accrual (for a PS plan, allocation conditions) It is possible, for example, for a rehired participant in a plan that uses rules of parity for determining eligibility to not be eligible. If the same plan uses elapsed time for vesting service, that participant could be vested. Within the rules of parity, there can be a distinction between pre-break service and post-break service. It is best to see what the plan document says for calculating eligibility service and vesting service. Be on the lookout one of the trickiest provisions where a rehired participant gets retroactive credit for pre-break service only after the participant completes one year of service after returning to service. Another tricky part of applying the rules of parity is that the rules use a Break-in-Service to determine when a participant counting consecutive One-Year-Breaks-in-Service. A participant may, under the plan provisions, have worked more or less than 500 hours (particularly in the year of termination or year of rehire) which can impact the count. Note this count also can be impacted when the participant's Eligibility Computation Period shifts from the first 12 month's of employment to the plan year. What is amazing is these rules been in existence since 1975 and somehow have survived. Good luck!

The AICPA has an Employee Benefit Plan Audit Quality Center of CPA firms that in their words "serves as a comprehensive resource provider for member firms to support you in the performance of your Employee Benefit Plan Audit practice." CPA firms that qualify for membership are peer reviewed and have demonstrated expertise in auditing retirement plans. While many national firms are on the list, you will find many more regional and local firms that have a specialty practice focusing on plan audits with expertise that rivals that of the national firms. Attached is a list of EBPAQC member firms as of August 23, 2023. The list includes the city and state of each firm, the name of a contact, and for many a link to the firms website. The list also is available sorted by state. Good luck! EBPAQC-Firm-Members-By-State.pdf EBPAQC-Firm-Members.pdf

There are some nuances when QSLOBs are involved. The separation rules are strict about any commingling of the plans. For starters, a QSLOB election remains in place until the plans file with the IRS that the QSLOB is being rescinded. The purchase agreement itself likely cannot rescind the QSLOB. There can be complications particularly if the purchase transaction creates short plan years. To keep things clean and not inadvertently triggering a violation of the QSLOB rules, consider having the effective date of the purchase agreement coincide with the first day of a new plan year for each plan. As part of the acquisition process, consider having each plan clean up all existing forfeitures in each plan by using them to pay expenses or allocating them within each respective QSLOB. This avoids any question about whether participants in one QSLOB benefited from assets in the other QSLOB. Is this overly conservative? Probably, but the consequences of blowing the QSLOB and fixing resulting coverage failures should make it worth the effort.

The client can work with the PEP to merge the client's existing 401(k) into the PEP. Essentially, the client will adopt the PEP's version of a Participating Employer Agreement and coordinate with the PEP the transfer of assets to the PEP. If the merger and transfer will take more than 3 business days, then a black-out period will be required. This model is being by one of the larger PEPs which also happens to be a payroll provider: https://www.plansponsor.com/in-depth/mechanics-moving-pep/

I think the attached is what you were looking for. There is a prohibition for excluding a classification of employees where the classification is a proxy for a service-based exclusion - for example, excluding part-time or seasonal employees. If the plan has such an exclusion, then generally the plan must consider eligible anyone who earns One Year of Service (1000 hours in an Eligibility Computation Period) and meets any age requirement. Let's say in your example the seasonal worker met the eligibility requirements on 12/31/2022 and became a participant on a 1/1/2023 entry date. This person would not get an allocation as of 12/31/2022 because they did not enter the plan until 2023. Let's say this person did not work 1000 hours in 2023 but remained an active employee. If the plan has an allocation condition that the employee must work 1000 hours in the plan year to receive an allocation, this person would not receive an allocation for 2023. The person does not lose their eligibility status unless they terminate employment and the plan has rules of parity that wipe out that service - typically the person has consecutive One Year Breaks in Service that exceed 5 years more. Keep in mind that a plan can have totally different rules for determining eligibility service, vesting service and benefit accrual service. Note that this is a simplified illustration. Employee_Plans_Determination_-_Quality_Assurance_Bulletin.pdf

This list doesn't include items that were or could be effective before 1/1/2024 and likely is missing some. These are rules to follow starting in 2024 that could be considered "must make" changes should they be needed: change in attribution of stock between parents and minor children. make retroactive discretionary amendments after plan year end and by the due date of the tax return to increase benefits. The plan may put in: emergency in-service withdrawals up to $1000 with no 10% excise and opportunity to repay. withdrawals for victims of domestic abuse with no 10% excise tax up to the lesser of $10,000 or half the account, and opportunity to repay. eliminating RMDs from Roth. allowing in the RMD rules for the surviving spouse to be treated as the deceased employee. The plan may add to its existing plan design: a match and add matching contributions on student loan repayments. involuntary distributions with a cash-out limit to $7000 from $5000. If the need arose, the plan could: use separate top-heavy testing for non-excludable and excludable employees. Given the plan design presented, the plan should not have to worry about LTPT employees. Given recent IRS guidance, non-Roth catch-ups are allowed for everyone (and given universal availability of catch-ups any restrictions on High Paids to Roth-only likely are not allowed).

If you want to be sure about what must be done, read the plan document including any associated basic plan document and the terms of the joinder agreement. Assuming the plan has a pre-approved plan document, it very likely has built in a lot of flexibility about how contributions are calculated for each business and possibly how the deduction may be apportioned among related employers. For example, the plan may allow, may not allow, or may allow a choice on considering in the contribution calculation for one company any compensation earned from another related employer. In situations where each business type differs (C-corp, S-corp, LLC, LLP, Sole Proprietor...), the decision about the amount of the deduction can be used by each company may have an impact on net taxes. The plan document will say what must be done, and everything else becomes a matter of how much time and effort will be spent analyzing all other available options.

As justanotheradmin noted, the only situation where we expect to see an individual with W2 and K1 income in the same year is when the individual's status changes between a common law employee and a self-employed employee. When we see a W2 and K1 in the same year under other than these circumstances, we push back on the client and the accountant. We have been successful in getting revised reporting from them. One topic of particular interest and is fairly common is when an individual who becomes a partner during the year has Guaranteed Income for their services performed during the year and are treated much like a salary. We familiarized ourselves with Schedule K-1s and it made the conversations with the client and accountants is easier by speaking their language. We also educate them on retirement plans assuming all earnings from self-employment are considered earned as of the last day of the plan year and use the 415 definition of compensation. Yes, it can be messy. See https://www.irs.gov/retirement-plans/calculation-of-plan-compensation-for-partnerships . In the end almost always results on a mutual agreement and understanding of plan compensation, and the conversation rarely has to be repeated from year to year.

If need be, let's not overlook the opportunity for the plan to use a delinquent filer program.

To clarify, are you saying no one - including participants who were offered 401k enrollment - made any salary deferrals or received a match for multiple years? If there are participants who are actively deferring and being matched, does the plan have an ADP and ACP test? If it is a safe harbor plan, what is the safe harbor design? What is the vesting schedule applicable to the match? Additional information will be helpful.

The problem with trying to use 25% is the failure to provide a timely notice. To use the 25%, the notice must be provided within 45 days of the start of the correct deferrals, which in this case admittedly did not happen. The notice deadline is not related to when the MDO occurred during the plan year

Out of curiosity, did the plan declare there was a short plan year ending before 12/31/2022 (assuming that the plan was a calendar year plan)? Has the plan already filed a final 5500 for the 2022 plan year? Was the haircut formalized in writing by a plan amendment or agreement between the shareholder and the plan? The answers to these questions could complicate things. Sometimes it helps to understand what is the motivation for trying to do this now. Is the shareholder's goal to fund $65,000 and then rollover the distribution? If the shareholder is not rolling it over, then does the shareholder live in a state where retirement plan distributions are not taxed or taxed at a lower rate? Is the shareholder looking to create a 2023 deduction? These types of questions can help answer whether the total time and expense of attempting this transaction is worth the net value of the result. Keep in mind that any special transaction that solely benefits a 100% shareholder almost always draws attention.

I suggest providing these details to the recordkeeper. They should be able to zero out the participant's account and move the money (including any earnings) to a company account or forfeiture account within the plan. You can then deal with how best to apply the dollars in the plan that are due to the payroll error. Any recordkeeper that has been in the business for even a short while has had to deal with payroll errors where too much money is in the plan that doesn't rightfully belong to any participant.

Sometimes we need to step back and see if we are solving a real-world problem or just enjoying a stimulating intellectual conversation. dragondon, since you are asking the question in September 2023 about a 5500 for calendar year 2022 plan, I must ask as there a Form 5558 Application for Extension of Time To File Certain Employee Plan Returns filed for the plan before August 1st (or is the taxpayer's 2022 income tax return otherwise on an approved extension)? If yes, then why bother discussing whether to file the 5500. Just do it. The filing will be trivial and you will not have to explain later why an extension was requested. If no, then I can understand it is worth the effort to look for an acceptable reason why the plan is not required to file for 2022. Facing the prospect of paying a bazillion dollar penalty for a late filing would be particularly unpalatable for a new plan. I have seen situations where a plan had reasons to argue whether having no assets meant the plan technically did not exist or was not fully formed. Where this has involved a new plan, an argument (simplified) is along the lines that a plan with no assets does not have a trust, and a trust is required for the plan to exist. This is not advice, and I do not advocate taking this position. If the plan is facing major penalties, I do suggest finding an attorney who has experience working (successfully?) with clients that have been in similar situations.

It would help if you could be more explicit about the circumstances. Was the employee: terminated from employment, paid in full any and all compensation due to that employee, and then another paycheck was given to the now terminated employee even though the terminated employee was no longer entitled to any further compensation? If this is the case, then the situation is totally a payroll screw up and none of the money in the plan belongs to the participant. You could work with the recordkeeper to have the amounts removed from the employee's account, and possibly made available to pay a plan expense. If the circumstances are that any part of the paycheck represents compensation due to the participant, then payroll should void the paycheck and reissue a paycheck to the now terminated employee for the correct amounts. Any amounts that are in the plan that do not belong to the employee may be treated as above, and any amounts that to belong to the employee can be paid or forfeited under the terms of the plan. Keep in mind that this approach hinges on whether any part the paycheck was actual compensation due to the employee. If the answer is yes, then the plan received in part or whole some amount of a legitimate contribution that must be dealt with based on plan rules.