Last summer, the Internal Revenue Service (IRS) announced that its periodic review of individually designed retirement plans to determine the plans' qualified status will end effective January 31, 2017. In January 2016, the IRS issued Notice 2016-03, which provides further guidance for employers who:
- Rely on a determination letter issued prior to January 4, 2016;
- May establish or adopt a pre-approved defined contribution plan; and
- Are in a controlled group or affiliated service group and previously made "Cycle A" elections.
With these changes, plan sponsors need to review all of their
qualified retirement plans and consider the best way to move
forward.
Overview of the Determination Letter Process
A plan must comply with Section 401(a) of the Internal Revenue Code (Code) in order to remain qualified. The substantial advantages of maintaining tax qualification under Section 401(a) include:
- The current deductibility of employer contributions (subject to Code limitations);
- Tax-deferred growth of investments held in the plan's trust;
- Retirement plan funds generally not being subject to claims of creditors of either the plan sponsor or the plan participants; and
- Tax deferral of contributions continuing until amounts are actually received by employees, including the ability to make tax-free rollovers to other qualified plans or IRAs.
Qualification is of obvious importance to employers that
maintain qualified plans, and just as crucial to third parties.
Company and plan auditors, as well as investment managers, who rely
on SEC exemptions will examine favorable determination letters.
Also, companies involved in mergers or acquisitions will typically
present a favorable determination letter to show that a retirement
plan is qualified in form. Finally, bankruptcy courts view
determination letters as evidence of qualification for the purposes
of exempting a plan's assets from the bankruptcy estate of the
sponsor.
For many years, plan sponsors could request determination letters
at any time or the IRS would periodically require that a plan get
an updated determination letter due to changes in the Code. This
created an IRS staffing problem where requests for favorable
determination letters would come in droves when the law
changed.
In order to counteract that problem, the IRS implemented a
five-year remedial amendment cycle for individually designed plans.
These cycles were based on the last digit of the sponsor's EIN,
as follows:
Last digit of sponsor's EIN | Cycle | Submission period opens and ends |
1 or 6 | A | 02/01/2011 - 01/31/2012 |
2 or 7 | B | 02/01/2012 - 01/31/2013 |
3 or 8 | C | 02/01/2013 - 01/31/2014 |
4 or 9 | D | 02/01/2014 - 01/31/2015 |
5 or 0 | E | 02/01/2015 - 1/31/2016 |
1 or 6 | A | 02/01/2016 - 01/31/2017 |
The End of the Five-Year Cycle
The IRS announced the end of the five-year cycle in Announcement
2015-19. Cycle A sponsors, however, may submit determination letter
applications until January 31, 2017. After that time, the IRS plans
to no longer accept determination letter applications based on the
five-year cycle and will only accept applications from plans on
initial qualification and termination.
Currently, the IRS will no longer accept off-cycle applications
unless the plan is terminating or it is a new plan. For these
purposes, a plan qualifies as a "new plan" if it is
submitted no later than the due date, including extensions, of the
plan sponsor's tax return for the year the plan is first
effective.
Expiration Dates on Determination Letters
Notice 2016-03 states that expiration dates on determination
letters issued prior to January 4, 2016 may be disregarded. This
means that plan sponsors can rely on current determination letters
after the stated expiration date on the letter. Future guidance
will clarify the extent to which a determination letter may be
relied on after a subsequent change in law or plan amendment.
Changes for Pre-Approved Plans
The IRS will leave the determination letter program in place for
"pre-approved plans" (referred to as "master,"
"prototype" and "volume submitter" plans).
Pre-approved plans follow six-year cycles. Over the years, the IRS
has made the pre-approved program more attractive for plan sponsors
by lowering determination letter fees for these plans.
The IRS has extended various deadlines for first time adopters of
pre-approved defined contribution plans. On and after January 1,
2016, if an employer with an individually designed defined
contribution plan converts to a pre-approved defined contribution
plan by April 30, 2017, the employer may rely on the pre-approved
plan's opinion or advisory letter covering the six-year
remedial amendment period ending January 31, 2017. The deadline to
submit a determination letter for these plans is April 30, 2017.
The previous deadline to adopt a plan and request a determination
letter was April 30, 2016.
Employers that have adopted a pre-approved defined contribution
plan prior to January 1, 2016 must still adopt a restated plan
document and may file for an IRS determination letter by April 30,
2016.
Limitations on Pre-Approved Plans
Pre-approved plans have their limitations, however. Plan
sponsors with numerous business lines may find that pre-approved
plans do not have sufficient flexibility. Also, plans with both
union and non-union employees, some ESOPs, and cash balance plans
may necessitate individual design. There are no multiemployer
pre-approved plans. Many defined benefit pension plans frequently
maintain multiple benefit formulas and grandfathered rights and
features that cannot be accommodated by pre-approved plans.
Cycle A Determination Letter Submission for Controlled Groups
and Affiliated Service Groups
Under previous guidance, if more than one plan is maintained by
members of a controlled group or an affiliated service group, an
election could be made so that all plans sponsored by members of
the controlled group or affiliated service group can be submitted
under Cycle A. The IRS has confirmed that sponsors who made this
election prior to January 1, 2012, may submit plans during Cycle A
ending on January 31, 2017.
Possible Future IRS Compliance Programs
The IRS has indicated that it may: (1) provide model amendments;
(2) not require certain amendments to be adopted if they are not
relevant to a particular plan; or (3) expand plan sponsors'
ability to document qualification requirements through
"incorporation by reference." Also, the IRS has requested
comments on: (1) requirements for the adoption of interim
amendments; (2) guidance to assist plans in converting from an
individually designed plan to a pre-approved plan; and (3)
modifications to other IRS programs to facilitate changes to the
determination letter process including the Employee Plans
Compliance Resolution System (EPCRS).
In addition to the above, the IRS has informally floated other
ideas to assist plan sponsors in maintaining a plan's qualified
status. At a recent American Bar Association meeting, an IRS
representative discussed: (1) making it easier to correct plan
document failures using EPCRS; (2) expanding the determination
letter program for pre-approved plans; and (3) allowing sponsors to
make minor changes to model amendments.
Unanswered Questions
Despite the IRS guidance, numerous issues have yet to be
clarified regarding the determination letter program going
forward.
The IRS has yet to provide any specific formal guidance detailing
how a plan sponsor might be able to rely on a determination letter
after it adopts a plan amendment. Informal guidance from the IRS
has indicated that once a plan is amended, only the language in the
plan as of the issuance of the determination letter will still be
considered as a part of the determination letter. Future IRS
guidance is expected to address this issue.
The boundaries of what will constitute a "new" plan for
determination letter purposes are not clear. For instance, would a
spin-off plan from a qualified plan in connection with a merger
constitute a new plan?
Finally, it is unclear how these changes will impact the filing of
an S-8 registration statement with the Securities and Exchange
Commission, which requests either an opinion of counsel or a
determination letter on the qualified status of a plan that offers
employer stock as an investment option.
Steps to Take
At this time, plan sponsors should take a number of steps to ensure continued compliance of retirement plans:
- Sponsors of individually designed plans in Cycle A should file in their current cycle;
- Cycle C and D plans with letter submissions currently pending should check the status of their determination letters with the IRS;
- When feasible, plan sponsors may consider transitioning to a pre-approved plan. Employers considering a transition to a pre-approved plan should be mindful of the April 30, 2017 deadlines;
- Newly adopted individually designed plans should be submitted to the IRS for a determination letter no later than the due date, including extensions, of the sponsor's tax return for the year the new plan is effective; and
- Any plan that is terminated should be submitted to the IRS for a determination letter upon termination.
Conclusion
These announcements are merely the first step in a long process.
Plan sponsors should watch for additional guidance from the IRS. In
the meantime, it is imperative that sponsors ensure that
individually designed plans are regularly reviewed by counsel to
ensure document compliance. The absence of future determination
letters will only make maintaining compliance more difficult for
individually designed plans, and may give rise to serious
consequences should the plan be subject to IRS audit.
Please contact the author of this Alert or any member of the
Dickinson Wright employee benefits practice team if you have a
Cycle A, newly adopted or terminating plan that should be submitted
to the IRS for a determination letter. Also, please contact us if
you would like to discuss transitioning to or from a pre-approved
plan, or if you should have any other questions concerning this new
IRS guidance.
The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.