OAR 471-070-2240: Equivalent Plans: Recordkeeping and Department Review

(1) Employers with an approved equivalent plan must, for a period of six years from the date the equivalent plan became effective, retain in any format in the employer’s records all of the following related to the equivalent plan: (a) Oregon Quarterly Tax Reports and other reports as required in OAR 471-070-3030(2); (b) Information and records relating to the equivalent plan, including: (A) Any amendments to the equivalent plan; (B) Financial information regarding the employer’s administrative cost, maintenance, and claim documentation for the plan; and (C) Copy of any written notice(s) provided to employees about the plan as required in ORS 657B.210(11)(c) and applicable administrative rules . (c) Employee benefit applications with the current status of pending, approved, or denied along with the reason for denial; (d) Information regarding any disputes and appeals; and (e) Records regarding each employee’s leave taken and any benefits paid or denied and the reason for denial under the equivalent plan. (2) The records identified in section (1) of this rule must be provided to the department for review upon request, with reasonable notice to the employer. The department may request to review the records at any time.