In January 2020, the U.S. had an enviable unemployment rate of 3.6%, and by December 2020, it was nearly double at 6.7% according to the Bureau of Labor Statistics. Of course, due to the upheaval in the national and worldwide economy, businesses have laid off, furloughed, or let go of employees. COBRA provides a safety net to people affected by job loss, which is even more critical during a crisis like a pandemic.

However, providing that safety net comes with some responsibilities. COBRA requires companies to provide notices, and noncompliance in properly distributing those notices can incur (sometimes hefty) fines from the IRS. For instance, employers can be fined an IRS excise tax penalty of $100 per day per failed notice, or $200 per day if the failure affects more than one qualified beneficiary for the same qualifying event.

In addition, there’s also the possibility of facing ERISA (Employee Retirement Income Security Act) penalties of up to $110 a day for noncompliance.

Obviously, one tiny mistake can quickly add up for an employer. Using a specialist for COBRA administration leaves the compliance aspect to professionals. They can also immediately take charge of the administration, processing, and legislative changes.

This works for both the employer and the employee, since the employee is well taken care of, and the employer has an expert on their side to make sure all COBRA-related work is happening the way it’s supposed to happen.

Learn more in our clear, concise eBook, COBRA Administration For Dummies^®.

When COBRA is administered, employees become responsible for paying their own insurance premiums. However, employers are no longer giving them a paycheck, which means they can’t automatically withdraw the premiums through payroll. As a result, it’s sometimes difficult to collect this payment in an organized and timely manner, which makes it harder for employers and employees alike.

In comes direct billing. To alleviate this stressor, administrators can make use of the service of direct billing that will set up a billing and payment process directly between the COBRA recipient and the insurance provider. There is no need for the former employer to collect money from the COBRA recipient and pass it on to the insurance provider, which is easier for everyone involved. Not only does it make certain that employers are following COBRA rules, but it also means that COBRA recipients won’t see a gap in their benefits due to a missed or late payment. In a health crisis, this is obviously something everyone wants to avoid.

Kaiser Family Foundation reports that most of the 26.8 million who are at risk of losing their job-based coverage are eligible to remain in that coverage under COBRA. Clearly, many people are impacted, and direct billing can help everyone involved. Employers can make sure health care is paid for, and employees can make sure there’s no accidental loss in their coverage.

Juli Kline, Director of COBRA Operations at ConnectYourCare, explains, “When I think about what COBRA and direct billing services really represent, it’s about people who find themselves in a period of transition. They are experiencing change, and even if it’s viewed as a positive change, such as a retirement or a future opportunity, it can still be unsettling, especially when it comes to maintaining critical benefits for themselves and their family. These services give employees options, then can provide them with a sense of security when they find themselves in a period of transition.”

If administering COBRA for the first time in a while (or the first time ever!) caught you a little off guard in 2020, now’s the time to reflect, refine your administration processes, and work to avoid any mistakes should you have to administer COBRA again in 2021.

For instance, here are a few common pitfalls in the COBRA administration process, and how to avoid them:

First of all, COBRA recipients have to receive the same choices and benefits as your current employees. This includes the fact that they receive all the same choices during open enrollment, or more likely going forward, during your virtual open enrollment process. Due to this rule, it’s important to communicate all the same information to everyone housed under COBRA rules.

Second, employers must adhere to the rule that they can’t increase COBRA premiums during any 12-month period unless there are benefit changes, the beneficiary changes due to disability status, or if prior COBRA premiums were lower than permitted. It’s difficult to collect underpaid premiums for past coverage, so it’s key that this amount is correct in the first place.

Lastly, there are not only federal laws to comply with, but there are state laws, too! Pay attention to mini-COBRA laws that are specific to your state, since there are requirements for employee eligibility and periods of coverage. It’s always helpful to consult your COBRA administrator, legal counsel, or state insurance department to make sure all the correct rules are being followed.

Want to know more? Head over to the COBRA Academy, where you get: