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Summary Plan Descriptions

(Employee Benefit Booklets)

Are your company's Summary Plan Descriptions (SPDs) up to date? Do your Summary Plan Descriptions comply with the most current rules as updated by recent Employee Retirement Income Security Act of 1974 (ERISA) requirements and other federal legislation?

Summary Plan Descriptions must describe an employee's rights and obligations under his or her benefit plan in a fair and unbiased manner. Do your SPD's? Are your Summary Plan Descriptions written clearly, concisely, and accurately?

Labor Department regulations dictate when the Summary Plan Description must be distributed, exactly what information must be contained in the Summary Plan Description, how the text should be designed, and the penalties for not complying with the regulations.

**See our Guide to Preparing the Summary Plan Description for what must be disclosed in your employee benefit booklets.**

Don't just comply with these ERISA requirements for disclosure, turn disclosure into communication!!

©R.H. Wohl & Associates/In Plain English® is a management consulting firm specializing in communicating and improving the flow of factual information. For more than 25 years, R.H. Wohl & Associates/In Plain English® has assisted clients of every size and type, publish clear, user-oriented information, and improve their business procedures, employee communications, and customer responses.

 

 

The

In Plain English®

Guide

to Preparing

the

Summary Plan Description

Ronald H. Wohl CMC

©In Plain English® R.H. Wohl & Associates, Inc.


Table of Contents

About the Author 1
Introduction 2
Summary Plan Descriptions (Employee Benefits Booklet) 3
Preparing the Summary Plan Description 4
Pension Plans—Required content and citations to Federal regulations
-Plan Administration
-Plan Eligibility
-Summary of Benefits, Rights, and Obligations
-Claims and Appeals Process
-Statement of ERISA Rights
5
Welfare Plans—Required content and citations to Federal regulations
-Plan Administration
-Plan Eligibility
-Summary of Benefits, Rights, and Obligations
-Claims and Appeals Process
-Statement of ERISA Rights
6
Planning Questions to ask before preparing the SPD 7
The SPD Planning Schedule 8

**No part of this document may be reproduced in whole or in part, electronically or on paper or by any other way or means without the written permission of the Copyright Holder. **


About the Author…

Ronald H. Wohl CMC

Mr. Wohl is a Certified Management Consultant and the founder, senior consultant, president and CEO of ©RH Wohl & Associates, Inc./In Plain English®. He has over 34 years of experience in business and management communications. Mr. Wohl is in charge of marketing, sales, client development and interaction, human factors design and project management for the firm.

Mr. Wohl specializes in improving the flow, character, quality, and consistency of factual information within an organization and between the organization and its managers, employees, customers, and stakeholders. He evaluates and prepares management communications for business, government and human resources. Mr. Wohl researches and advises clients on human resource policy and procedures and provides guidance in many areas of personnel management. Mr. Wohl also helps clients develop corporate administrative and human resource manuals and employee handbooks in both print and electronic form.

Mr. Wohl advises clients on the administration and communication of employee benefits. He specializes in the writing of summary plan descriptions (employee benefit books), flexible benefit communications, and plan administration manuals. He also helps clients write corporate and credit policy, laws and regulations, computer and software manuals, product instructions, and helps them design computer screens for more effective user access to information. He conducts focus groups, group facilitations, employee attitude surveys, and marketing research studies. In addition, he consults frequently on the needs of micro-businesses.

Mr. Wohl was a national employee communications consultant for the Wyatt Company (now Watson Wyatt Worldwide). As Supervisor of Program Analysis and Information for the National Rural Electric Cooperative Association in Washington, D.C., he developed and maintained the employee benefit, administrative, and marketing communications for 40,000 employees at 1,000 member cooperatives. He also was the risk, employee benefits, and payroll manager for Montgomery College, one of the largest community colleges in the United States.

He is the co-author of the "Employee Benefits Communication Edge", a newsletter published by Commerce Clearing House and "The Employee Benefits Communication Toolkit" published semi-annually by Commerce Clearing House.  He is also the author of two additional books and several articles on employee communication, cost containment communications, and managing human resources. He was on the editorial board of a major managed care resource magazine. He has spoken widely on human resources, employee benefits communication, communication of factual information, and regulation and requirements of micro-businesses (home-based business, telecommuting and home offices).

He is the author of the management practice of "Re-Humanizing the Business"—focusing on increasing loyalty, productivity, and profitability through increasing employee satisfaction and participation in the business.

He is a graduate of George Washington University (applied psychological anthropology and accounting), Mr. Wohl attended the George Washington University Law School, American University School of Business (MBA program), the Kemper Insurance Institute for Risk Management, and Florida State University. He is listed in Who's Who in the United States and other national and international publications. Mr. Wohl is a member of the International Association of Business Communication and the Institution of Management. He subscribes to the Code of Ethics of the Institution of Management Consultants. 

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Introduction

Summary plan descriptions are the most important communications employees receive from their employer describing their employee benefit plans. Summary Plan Descriptions have a big job. They must be accurate and comprehensive and unambiguous. Summary Plan Descriptions must describe the benefits in a neutral manner without promoting one benefit or procedure over another or minimizing the importance of one negative feature over another. And Summary Plan Descriptions SPD's must be clear and easy to use by employees.

The original rule requiring employers to prepare SPD's for the benefit plan participants and beneficiaries was announced in 1977. The rules governing what they must contain have grown dramatically over the years. Recent proposed changes to these regulations affect:

Claims procedures and response times,

Maternity stays in a hospital,

Mastectomy surgery,

Qualified Domestic Relations Orders,

Qualified Medical Child Support Orders,

Change in status, and

Pre-existing conditions

Provisions of investment information

 

these and other rule changes made in recent years have had/and continue to have profound effects on what a Summary Plan Description must describe.

Employers must continually consider rewriting their SPDs to conform to the new requirements. Otherwise, Summaries of Material Modifications (SMM) will become too numerous and the SPD will become a collection of memos. Participants and beneficiaries will not learn what they should know and not value their benefits as mush as they should.

One of the most significant changes has been the response of the government to new technology. The Health Insurance Portability and Accountability Act (HIPAA) permits health care plan summary plan descriptions to be published electronically. While no other type of summary plan descriptions are directly referenced, many plan administrators are looking at the tremendous cost savings and communications advantages of Web-based technologies for all their benefit plans.

This Guide is based on the interim and proposed SPD Content regulations as of January 22, 2001.

After reviewing this Guide, let us know what additional information you think SPD readers should receive in their SPD. We are also interested in your opinion on the following:

How can the SPD be more useful to employees?

How can it be more effective?

How can reader interest be increased in both the print and electronic versions of the SPD's?

What can be done to enhance the value of the SPD to the employer?

Send your response to:

In Plain English
PO Box 3300
Gaithersburg, MD 20885-3300

Or by e-mail to:

rwohl@inplainenglish.com

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Summary Plan Descriptions

(Employee Benefit Booklets)

Summary Plan Descriptions (SPDs) are employee benefit descriptions required by the Employee Retirement Income Security Act of 1974 (ERISA). These plan summaries must describe an employee's rights and obligations under his or her benefit plan in Plain English, and in a fair and unbiased manner. Labor Department regulations dictate when the SPD must be distributed, exactly what information must be contained in it, how the text should be designed, and the penalties for not complying with the regulations. Just complying with these regulations will meet ERISA requirements for disclosure. But, disclosure does not mean employees will readily understand their benefits, or how to use them more effectively or efficiently — to do that, is communication.

Turning disclosure into communication requires careful analysis of:

The benefit plan documents

How benefits are administered

Who will read the information

Many different audiences may read the SPD, each having a specific purpose in mind. These audiences not only include employees and their families, but human resource and benefit administrators, benefit providers, claims adjusters, lawyers, judges, juries, the press, and many others. Benefit information must be described sufficiently to be understood by each group in the same way. In addition, the SPD must be equally clear to employees of different cultures and levels of education, as well as those of different ages, lifestyles, and life stages.

What is said in the SPD must take into consideration many factors besides legal requirements:

How employees think about their benefits

Employee logic and reading comprehension levels

Difficult to understand benefit provisions

Sensitive administrative and labor issues

The purpose and strategic goals of the company's employee benefit philosophy

At In Plain English®, we believe that the summary plan description should be a clear, concise, correct and jargon-free guide for employees to learn about their benefits, as well as for the plan administrator to use to pay claims for benefits.

Employees read about their benefits when they need them and often when they are under stress. They need to have a successful first use of the SPD, or they may never refer to it again.  Typical insurance company-provided employee certificates, evidences of coverage, or "off the shelf" SPDs do not fully meet employee needs for adequate and worthwhile benefit communication.

Summary Plan Descriptions prepared by In Plain English® are custom prepared and specifically written for each client's benefits, objectives, and requirements.

In Plain English® is a full service, employee benefit and human resources communication firm. Since 1977, we have been helping our clients meet government requirements and "turn disclosure into communication." In Plain English® specializes in determining the precise audience's) for specific communications, getting into the audience's shoes, and writing and producing summary plan descriptions and other benefit communications employees logically and clearly understand and use.

In Plain English® believes that it is important to your project's ultimate success that you be comfortable with our editorial services. Consequently our services are provided on a fixed fee basis. This approach encourages client participation and questions. We work with you to sharpen the message and text until it is readily usable by your employees. 

"Our Guarantee"

In Plain English® will make all the changes you and your plan's legal counsel and other advisors require to bring the Summary Plan Description into full compliance with your plan document at no additional cost. We document each paragraph of our first draft so you can see what we used as the basis for our interpretation of your plan. We guarantee client satisfaction with our editorial product or we will rewrite the Summary Plan Description at no additional cost. We meet our deadlines.

In addition to writing summary plan descriptions, In Plain English® designs and produces the finished product, including developing the document's page layout, packaging, cover design and electronic posting in order to enhance the information's readability and usefulness. We can also print and produce the final copies for distribution, while being ever mindful of your benefit communication budget.

In Plain English® also prepares print and electronic highlights brochures, flex-benefit communications, orientation programs, employee handbooks, training materials, audio-visual presentations, and newsletters.

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Legal Requirements for

Benefit Communications

 

Summary Plan Descriptions

Summary plan descriptions (SPDs) which are mandated by ERISA (The Employee Retirement Income Security Act of 1974, as amended).[1] They are the fundamental employee benefit communication employees receive from their employer.  SPDs have a big job.  They must describe the benefit plans they represent in a clear and comprehensive manner.  They also must describe the facts and procedures of a plan in a neutral manner, without promoting one benefit or procedure over another or minimizing the importance of any features.[2]

In 1998, the federal government recognized the need to allow employers to adapt their communications to the intranet. The Health Insurance Portability and Accountability Act (HIPAA) was extended in 1998 to permit health care plan SPDs to be published electronically (ESPDs).[3]  In January 1999, the U.S. Department of Labor Office of Pension and Welfare Benefit Plans announced proposed and interim rules to permit all other types of SPDs to be prepared for electronic distribution to participants and beneficiaries.[4]

This guide outlines what each SPD is required to contain to meet federal requirements for disclosure to plan participants and beneficiaries. These requirements include those for electronic summary plan descriptions (ESPDs). Each compliance issue is organized into a series of questions and answers to provide both a logical print version and electronic version for use by your company.

Please note:

        The following is meant to be a guide to those benefit plan administrators who are interested in producing their company’s summary plan descriptions (SPDs) for their employees or who want to be more effective managers of those internal or external resources who are given the assignment to prepare the SPDs and other benefit communications. This guide is not meant to replace competent legal advice from your plan advisor.

The information contained here is based on current, proposed and final regulations as issued by the Department of Labor as of  November 22, 2001.


How to Write Summary Plan Descriptions:  Language and Style

The Summary Plan Description must describe the benefit plan in a manner that is: calculated to be understood by the average plan participant and shall be sufficiently comprehensive to apprise the plan’s participants and beneficiaries of their rights and obligations under the plan.”[5]

  Make sure the language is consistent throughout the SPD.  Present information in a single “voice” or style. 

  —"Although the SPD is a summary of the official Plan Document and is not the official Plan Document itself, a number of courts have held that the SPD is the document employees can rely on."[8]  Employees should be told to "see the Official Plan Document for more detailed descriptions of Plan rules and procedures and that if there is an inadvertent difference in meaning between the language in the SPD and the plan document, the language in the plan document will govern because it is the official document governing the plan, while the SPD is only a summary."[9]

      —Participants and beneficiaries should rely only on the written          information describing the plan, not on any oral statements made about the plan.

      —The SPD is not a contract of employment, nor does it give any rights to a job or continued employment.

      —The plan administrator and the plan trustees (if a trusteed plan) have the final discretionary authority to interpret the plan.[10]

      —The plan sponsor has the right to amend or discontinue the plan at any time.[11]


Foreign Language Requirements

  If a plan covers 100 or more participants, and at least 10%, or 500 participants, whichever is less, cannot comfortably understand written English but are literate in the same non-English language, you must provide those participants with an English language SPD bearing a statement that someone will explain the plan and its rights and obligations to them in their language. This statement must be printed prominently in that language on the first page of the SPD. An SPD translated into that language would, of course, fully comply with the regulation.[20]

  Care must be taken that translations are not only accurate, but that they say the same thing in the same context as the English language version.  Translations that are “dictionary correct” generally do not convey the same meaning as written translations by a native bilingual translator or spoken translations by a native language interpreter.  Many languages have dialects that vary greatly from the official version of the language.  Someone familiar with only a dialect version of his or her own native language will have a difficult time understanding a description of his or her employee benefits presented in either a different dialect of their native language or in the official version of that language. 

For example, Spanish has at least five different dialects plus the official version of Spanish called Castilian.  Certain English terms such as “coverage,” “blanket,” and “umbrella,” translate very differently in each dialect. 

  To remedy this translation problem, start with an original English version written in clear, conversational, plain English.  Have a bilingual translator, literate in the dialect of the majority of your non-English literate employees, translate the SPD into that language and dialect.  It is beneficial to identify at least one individual in each foreign language group of non-English literate employees, who could translate from English into that language.  This will enable you to better communicate your benefit communications as well as your human resources, safety, and other programs; and allow you to effectively communicate with non-English speaking employees.

  Translation software programs may help in the translation process.  However, all translations should be checked by a native speaker of the dialect to ensure that the translation is correct and does not sound funny when employees read or listen to it.  Keep in mind that the translation represents your best efforts at communicating in the minds of your employees.  Moreover, it should be just as clear and understandable to those employees as your best efforts at English based communications will be.  

Listed below are foreign language sentences that should appear on your first page of the Summary Plan Description if you meet the requirement to provide the bilingual translation.

      "If you do not read or understand English, please contact the Human Resource office and they will provide you with someone who will explain the information in this booklet in a language you do understand." 


Requirements for Electronic Summary Plan Descriptions (ESPDs)

  You may provide summary plan descriptions electronically if the following conditions are met:

  —You must take appropriate steps to ensure that participants actually receive the electronically transmitted information. This may be done by using a return receipt electronic mail feature or by conducting periodic reviews or surveys to confirm the integrity of the delivery system.[21]

  —The electronic disclosure must be consistent with the style, format, and content requirements that would apply to a paper disclosure of the same information.[22]

  —The document must qualify as an SPD.

  —The document must contain summary descriptions of changes in the benefits described in the SPD.

  —Each participant must be able to access electronic documents at his or her worksite and readily receive printed-paper versions at no charge at his or her worksite.[23]

       —You must notify each participant (through electronic or other means) of the      type of documents and the significance of those documents that are being electronically disclosed.[24]

  —You must provide a free paper copy of each document upon a participant’s request.[25]

  Assure that print versions of an electronic SPD contain all the information needed to meet the SPD requirements.[26]


What Content Must Appear In The Summary Plan Description

The information required to appear in summary plan descriptions is divided into three categories:

·        What must appear in all SPDs

·        What must appear in pension plan SPDs

·        What must appear in welfare plan SPDs

These regulations recognize the differences between collectively bargained plans and those that are not covered by collective bargaining agreements.  They also recognize that there are differences between the types of benefit plans within a category.

Not all content requirements come from the Employee Retirement Income Security Act.  Some required content comes from other federal laws and regulations.  While many of these have been incorporated into ERISA, some have not.

For example, the requirements for electronic transmission of summary plan descriptions, originally introduced as a section of the Health Insurance Portability and Protection Act (HIPPA), are now a subsection of ERISA at 29 CFR 2520.104(b) through 1(c) while other requirements affecting investment information are governed by the Securities and Exchange Commission.

To make these regulations easier to follow, we have divided the SPD content regulations into two categories:

  ·        What must appear in pension plan SPDs

  ·        What must appear in welfare plan SPDs

and have included the information required to appear in all SPDs into both categories.  Many of these regulations have been updated over the years.

On November 21, 2000, the US Labor Department finalized the SPD content and disclosure regulations and announced that they would go into effect on January 22, 2001.  These revisions address virtually every aspect of the disclosure regulations and will mean that most SPDs will need either to be rewritten or supplemented with Summaries of Material Modifications in a relatively short time.   All benefit plans need to be in compliance with these extensively revised regulations by the second plan year beginning after January 22, 2000.  The citation to the legal background for each of these requirements is shown so you can see it’s history.

  The content requirements that follow could change to reflect differing interpretations of federal rules or additions or changes to regulations after the publication of this book. Keep in mind, however, that the plan administrator and plan sponsor are in no way relieved from their fiduciary responsibilities if inaccurate or out-of-date information is included.



[1] 29 CFR §2520.102-1

[2] 29 CFR §2520.102-2 (b)

[3] Proposed 29 CFR 2520.104b-1 (c)

[4] 29 CFR §2520.104(b)-1(c)

[5] CFR §2520.102-2 (a)

[6] 29 CFR §2520.102-2(a)(b)

[7] 29 CFR §2520.102-2 (b)

[8] Aiken v. Policy Management Systems Corp., 1993 U.S. App. (4th Cir., Dec. 30, 1993)

    Mers v. Marriott International Group Accident Plan (C.A.-7, 5-8-98)

[9] Christie v. K-Mart Corp. Employees Retirement Pension Plan, 784F. Supp. 796 (D.Kan. 1992)

[10] 29 CFR §2520.102-3(1)

[11] 29 CFR §2520.102-3(1)

 [12] 29 CFR §2520.102-4

[13] 29 CFR §2520.104b-2 (2)

[14] 29 CFR §2520.104b-2 (1)

[15] 29 CFR §2520.104b-2 (1)

[16] 29 CFR §2520.104b-2

[17] 29 CFR §2520.104b-2 (b)(1)(ii)

[18] 29 CFR §2520.104(b)(1)

[19] 29 CFR §2520.104b-3

[20] 29 CFR §2520.102-2(c)(1)(2)

[21] Interim 29 CFR §2520-104b-1(c)(i)

[22] Interim 29 CFR §2520.104b-1(c)(ii)

[23] Interim 29 CFR §2520.104b-1(c)(2)(i)

[24] Interim 29 CFR §2520.104b-1(c)(iii)

[25] 29 CFR §2520.104b-1(c)(1)(iii)

[26] Interim 29 CFR §2520.104b-1(c)(ii)

 

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Pension Plans

required content and citation to federal regulations

Requirements as of 11/21/00

Citation

Plan Administration

 

Formal name of the plan

29 CFR §2520.102-3 (a)

Informal name of the plan

29 CFR §2520.102-3 (a)

Plan sponsor name

29 CFR §2520.102-3 (b)

Plan sponsor address

29 CFR §2520.102-3 (b)

Statement that: A complete list of employers or employee organizations sponsoring the plan may be obtained by a plan participant or beneficiary upon written request to the plan administrator.

29 CFR §2520.102-3 (b) (3) (I)

29 CFR §2520.102-3 (b) (4) (I)

29 CFR §2520.104b-1 & 30

Statement that: A participant or beneficiary may request in writing to the plan administrator whether a particular employer is a sponsor and if so their address.

29 CFR §2520.102-3 (b) (3) (ii)

29 CFR §2520.102-3 (b) (4) (ii)

29 CFR §2520.104-1 & 30

The plan sponsor’s Employer Identification Number

The plan number assigned by the plan sponsor

29 CFR §2520.102-3 (c)

29 CFR §2520.102-3 (c)

Information required under a 404(3) plan:

§         Identification of any designated investment managers.

 

§         An explanation of the conditions under which participants may give investment instructions and limits on such instructions, including:

-    Any restrictions on transfers to or from an investment option

-    Any restrictions on exercising voting, tender, and similar rights.

 

§         A description of any purchase or sales fees and expenses that affect the participant’s account balance (for example, commissions, sales load, deferred sales charges, or redemption or exchange fees).

 

§         A description of the information that participants can request from the plan fiduciary, and the name, address, and phone number of the plan fiduciary responsible for providing this information.

ERISA §404 (c) (a)

§         For plans that offer company stock:

 

-     A description of the procedures for ensuring confidentiality of information relating to a participant’s purchase, holding, and sale of employer stocks and exercise of voting, tender and similar rights.  If the company stock is publicly traded, it must meet Rule 16b-3 and provide Rule 144 information.

 

-     The name, address, and phone number of the plan fiduciary responsible for monitoring compliance with these procedures.

 

How the plan is administered

29 CFR §2520.102-3(e)

Plan administrator’s name

29 CFR §2520.102-3 (f)

Plan administrator’s address

29 CFR §2520.102-3 (f)

Plan administrator’s business telephone number

29 CFR §2520.102-3 (f)

Plan year date

29 CFR §2520.102-3 (r)

Agent to receive service of legal papers

29 CFR §2520.102-3 (g)

Legal agent’s address

29 CFR §2520.102-3 (g)

Statement that: Service of legal papers (process) also may be made upon the plan administrator or a plan trustee.

29 CFR §2520.102-3 (g)

For each plan trustee:

29 CFR §2520.102-3 (h)

Trustee’s title

29 CFR §2520.102-3 (h)

Trustee’s name & title

29 CFR §2520.102-3 (h)

Trustee's principal place of business and address

 

For a collectively-bargained plan:

29 CFR §2520.102-3 (i)

Statement that: A copy of all collective bargaining agreements regarding this plan may be obtained by participants and beneficiaries through written request to a plan trustee or the plan administrator.

29 CFR §2520.104b-8-30

Plan Eligibility

 

Plan requirements regarding eligibility to participate

29 CFR §2520.102-3(j)

Plan requirements regarding eligibility for benefits

29 CFR §2520.102-3 (j)

Statement describing plan’s Normal Retirement Age and any other conditions of eligibility for benefits at normal, early, late, disability, or other retirement, or termination.

 

29 CFR §2520.102-3 (j) (1)

Summary of Benefits, Rights, and Obligations

 

Description of plans benefits (summary) for current and future participants and beneficiaries of the current plan.

 

29 CFR §2520.102-3 (j) (1)

Description of the procedure for Qualified Domestic Relations Order (QRDO) determinations or a statement that: Participants and beneficiaries can obtain a description of the procedure for Qualified Domestic Relations Order (QDRO) determinations at no charge from the Plan Administrator.

 

29 CFR §2520.102-3 (j) (1)

 

Definition of compensation for each purpose used.

 

Statement that: There is a 20% mandatory withholding on all distributions or payments, other than distributions of company stock, over the life (or life expectancy) of the employee and his or her designated beneficiary.

Unemployment Compensation Amendments Act of 1992 (UCA)

IRS 3405 (e) (8)

Description of any joint and survivor benefits.

 

Description of any election to select or reject the joint and survivor annuity and the effect of each option.

 

Companies that charge for the joint and survivor benefit are required to notify their active employees between the first day of the plan year in which the employee reaches age 32 and the end of the plan year in which s/he reaches age 34.  For an employee hired after age 32, the notice is not required until one year after s\he becomes a participant.  The notice must explain the surviving spouse’s benefit, including the spouse’s rights, the employee’s right to waive with spousal consent and the effect of a waiver, and the employee’s right to revoke a waiver and its effect.

29 CFR §2520.102-3(k)

Statement clearly identifying circumstances which may result in disqualification, denial, loss, forfeiture, or suspension of any benefits at normal, early, late, disability, or other retirement, or termination, as well as upon withdrawal from the plan or withdrawal of funds

 

29 CFR §2520.102-3(l)

Summary of circumstances and plan provisions governing the authority of the plan sponsors or others to terminate the plan, or amend or eliminate benefits.

 

Summary of plan provisions governing benefits, rights, and obligations of plan participants and beneficiaries on termination of the plan or amendment or elimination of benefits, including for a pension plan:

 

§         Summary of plan provisions relating to accrual and vesting of pension benefits on plan termination.

 

§         Summary of plan provisions governing allocation and
disposition of assets on termination.

 

29 CFR §2520.102-3 (m)