In response to the devastation caused by Hurricane Helene, Tropical Storm Helene, and Hurricane Milton, the Employee Benefits Security Administration (EBSA) and the Internal Revenue Service (IRS) have extended key deadlines for COBRA continuation coverage. This relief ensures that individuals and plans in disaster-affected areas are given more time to comply with COBRA requirements.

Who is Affected?
Participants, qualified beneficiaries, and group health plans located in FEMA-designated disaster areas in Florida, Georgia, North Carolina, South Carolina, Tennessee, and Virginia may qualify for these extensions.

Extended Deadlines Include:

1. 60-Day COBRA Election Period
   • Normally, individuals have 60 days to elect COBRA continuation coverage after losing coverage. This period is extended for the duration of the Relief Period.
2. Payment of COBRA Premiums
   • COBRA premiums, usually due within 30 days of the coverage period, now have extended deadlines. Plans cannot terminate coverage for late payments during the Relief Period.
3. Notices for Qualifying Events or Disabilities
   • Participants and employers have additional time to notify plans of qualifying events (e.g., loss of coverage or disability determinations).
4. COBRA Election Notices
   • Employers and plan administrators have extra time to send COBRA election notices to qualified beneficiaries.

Relief Periods by State
The Relief Period is the timeframe during which normal COBRA deadlines are suspended. Below are the start and end dates based on location:

• Florida (Helene): September 23, 2024 – May 1, 2025
• Georgia (Helene): September 24, 2024 – May 1, 2025
• North Carolina, South Carolina, and Virginia (Helene/Tropical Storm Helene): September 25, 2024 – May 1, 2025
• Tennessee (Tropical Storm Helene): September 26, 2024 – May 1, 2025
• Florida (Milton): October 5, 2024 – May 1, 2025

What This Means for You
For COBRA participants:

• If you live or work in a FEMA-designated disaster area, you will have additional time to elect COBRA, pay premiums, and notify your plan of qualifying events or disabilities.

For COBRA administrators:

• Be prepared to adjust deadlines for sending COBRA election notices and processing late premium payments during the Relief Period.

Stay Updated
For more information on disaster relief and COBRA extensions, visit:

• DOL Disaster Relief
• IRS Tax Relief

If you have specific questions, contact the Department of Labor at 202-693-8335 or the IRS at 202-317-5500.

Preserving Coverage During Difficult Times
This extension is designed to help those affected by these disasters retain access to crucial health benefits. We encourage you to review the new deadlines and take any necessary action within the extended timeframes.

COBRA Solutions has implemented the following updates to the COBRA Administration Manager software, ensuring compliance with disaster relief requirements and simplifying the process for administrators.

Below is an overview of these enhancements:

1. Automatic Disaster Relief Notices for Qualifying Events
   • What It Does:
     When a qualifying event letter is generated, the software will now check the residence of the Qualified Beneficiary against FEMA-designated disaster areas (Florida, Georgia, North Carolina, South Carolina, Tennessee, and Virginia).
     If the Qualified Beneficiary resides in one of the affected states, a disaster relief notice is appended to the qualifying event letter.
   • Purpose:
     This additional notice informs the Qualified Beneficiary of the extended COBRA election period due to the disaster relief extensions, ensuring they are aware of their rights under the new timeframe.
2.  Enhanced COBRA Acceptance Tracking
   • What It Does:
     The software has been updated to track Qualified Beneficiary who accept COBRA coverage and reside in affected states.
     When a Qualified Beneficiary residing in a FEMA-designated disaster area elects COBRA coverage, their name will be included in the software’s list of individuals eligible to elect COBRA.
   • Purpose:
     This feature streamlines the management of COBRA participants affected by disaster relief, ensuring they are properly monitored for compliance and extended grace periods.
3. Disaster Relief Notice Included with Nonpayment Terminations
   • What It Does:
     If a COBRA participant’s coverage is terminated for nonpayment of premiums, the system automatically attaches a disaster relief notice to the termination notice.
     This notice explains the extended grace period for premium payments during the disaster relief period.
   • Purpose:
     Ensures participants are informed of their rights to reinstate coverage by paying premiums within the extended grace period.

Benefits of These Updates

• Compliance Assurance: Automates compliance with disaster relief extensions, reducing the risk of oversight.
• Participant Support: Ensures Qualified Beneficiaries are properly informed about their extended rights and responsibilities.
• Administrative Efficiency: Simplifies tracking and management of affected individuals, saving time for COBRA administrators.

Keeping your COBRA Administration Manager software up-to-date is crucial for ensuring compliance with the latest regulations, including the disaster relief provisions. Here’s how you can update your software quickly and efficiently.

How to Perform the Update:

1. Start the Update Application:
   • Open the COBRA Administration Manager.
   • Navigate to the File menu and select Update Software via Internet.
   • Follow the on-screen instructions to proceed.
2. Follow the Update Steps:
   • Click Next to download the files.
   • Wait for the "Unzipping Files" message to disappear before proceeding.
   • Once completed, the software will restart automatically, and you’ll see the updated version number under the COBRA Administration Manager logo.
3. Verify the Update:
   • Ensure your version is 25.x or higher. If the update was unsuccessful, repeat the steps above.

Technical Tips for a Smooth Update:

• Connectivity Issues:
  If prompted with a message about a missing Internet connection:
  • Verify that port 21 (FTP) is open on your router.
  • Provide the following information to your IT team for configuration.
    FQDN: ftp.mytpaonline.com IP Address: 20.168.12.176 port 21
• Unzipping Errors:
  If files fail to unzip:
  • Ensure all users are logged out of the software.
  • Retry the update after verifying permissions to extract files.
• Firewall Restrictions:
  If blocked by a firewall during the update:
  • Switch from FTP to HTTPS by navigating to Help > Internet Settings in the COBRA software. Change the update protocol to HTTPS and retry the update.

By following these steps, you’ll ensure that the COBRA Administration Manager software is running the latest version, complete with new features like disaster relief notices and extended timeframe tracking. If you encounter issues, consult your IT department or reach out to COBRA Solutions technical support.

These updates reflect COBRA Solution commitment to supporting both administrators and COBRA participants during challenging times, ensuring clarity, compliance, and continuity of coverage.

COBRA Solutions - Support Team
support@cobrasolutions.com

Disclaimer: This information is intended for general guidance and may not cover all situations.