--- title: Staying ACA Compliant with New Hires description: Stay in compliance when you hire a new employee by knowing which forms and paperwork you need to fill out and submit. image: https://blog.nonstophealth.com/hubfs/Blog_pictures/new_hire_info.jpg --- [![Nonstop](https://blog.nonstophealth.com/hs-fs/hubfs/2022-nonstop/images/Nonstop_Logo-22-Horizontal%20(2).png?width=1501&name=Nonstop_Logo-22-Horizontal%20(2).png "Nonstop")](https://www.nonstophealth.com/) ** - [ Outcomes ](https://blog.nonstophealth.com/staying-aca-compliant-with-new-hires#) - [![icon-1](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-1.svg) Benefits Nonstop Health can improve benefits and lower costs for employees and employers. ](https://www.nonstophealth.com/benefits) - [![icon-2](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-2.svg) Services & Technology Get the most out of your plan with easy administration and usage tracking. ](https://www.nonstophealth.com/services) - [ Resources ](https://blog.nonstophealth.com/staying-aca-compliant-with-new-hires#) - [![icon-1](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-1.svg) Support Our support team is ready to help, whether you’re an employer, member, or broker. ](https://www.nonstophealth.com/support) - [![icon-3](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-3.svg) Case Studies Seeing our solution in action. ](https://offers.nonstophealth.com/case-studies) - [![icon-4](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-4.svg) Blog Insights and updates to help navigate the health insurance landscape. ](https://blog.nonstophealth.com) - [![icon-5](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-5.svg) Podcasts A collection of conversations built to inspire. ](https://www.nonstophealth.com/podcast) - [![icon-6](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-6.svg) Webinar & Guides Insights and resources to help your organization thrive. ](https://offers.nonstophealth.com/resources) - [ About Us ](https://blog.nonstophealth.com/staying-aca-compliant-with-new-hires#) - [![icon-7](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-7.svg) Our Team Learn about who we are and what drives us. ](https://www.nonstophealth.com/about-us) - [![icon-8](https://blog.nonstophealth.com/hubfs/2022-nonstop/images/icon-8.svg) Careers Discover rewarding employment opportunities with Nonstop. ](https://www.nonstophealth.com/careers) - [ Account login ](https://www.nonstophealth.com/alert) - [ For employees ](https://members.prod.nonstophealth.com/) - [ For employers ](https://clients.nonstophealth.com/) - [ For brokers ](https://channel.nonstophealth.com/) - [ Contact Us ](https://www.nonstophealth.com/contact-us) # Staying ACA Compliant with New Hires ![](https://blog.nonstophealth.com/hubfs/Blog_pictures/new_hire_info.jpg) ![new_hire_info.jpg](https://blog.nonstophealth.com/hs-fs/hubfs/Blog_pictures/new_hire_info.jpg?width=640&name=new_hire_info.jpg "new_hire_info.jpg")*Photo: Villanova.edu* When a new hire is made, there is often a litany of paperwork and to-dos that need to be completed, especially around tax and healthcare-related activities. With the ACA, it’s even more imperative to be compliant with documents and timing. As such, below is a checklist of all necessary paperwork and due dates for new hires*.  Each time you recruit new talent, it is recommended that this checklist be referenced to ensure your organization is in lock-step with ACA requirements: | o  [Summary plan description](http://www.dol.gov/ebsa/newsroom/fserisa.html) (SPD), with general notice of COBRA rights (COBRA rights can be provided separately)   | Within 90 days of after coverage begins | | --- | --- | | o  [Summary of Benefits and Coverage (SBC), and Uniform Glossary](http://www.dol.gov/ebsa/healthreform/regulations/summaryofbenefits.html) (this can provided with the SPD) | Within 90 day of special enrollment | | o  [Notice regarding availability of health insurance exchange](https://www.dol.gov/sites/default/files/ebsa/laws-and-regulations/laws/affordable-care-act/for-employers-and-advisers/model-notice-for-employers-who-offer-a-health-plan-to-some-or-all-employees.pdf) | Within 14 days of hire date | | o  Notice of special enrollment rights** | Prior to or when an employee is offered the opportunity to enroll in a group plan | | o  Women’s Health and Cancer Rights Act notices** | Upon enrollment (annually) | | o  [Employer CHIP notices](https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=0ahUKEwifp9rAsqLLAhWJbB4KHRI1C1QQFggdMAA&url=http%3A%2F%2Fwww.dol.gov%2Febsa%2Fchipmodelnotice.doc&usg=AFQjCNHwkTxYt2s5j-rLXXg5-rtPEV2LqA) | Provided at the same time as the SPD | | o  Notice of patient protections** | At the same time as the SPD | | o  [Notice of privacy practice for protected health information](http://www.hhs.gov/hipaa/for-professionals/privacy/guidance/model-notices-privacy-practices/index.html) | At the time of enrollment | Not adhering to these guidelines, especially with regard to the SPD and SBC, can potentially result in penalties come tax time, something that can have a significant impact on budgets – especially for cash-strapped nonprofits. ** This does not including standard healthcare documentation that needs to be provided to all employees during enrollment.* *** Model notices for these items can be found at: **[http://www.dol.gov/ebsa/pdf/CAGAppC.pdf](http://www.dol.gov/ebsa/pdf/CAGAppC.pdf)* **Want to retain those new hires even if you can't offer a competitive salary? 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