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Safe Harbor 401(k): The 2018 Guide for Business Owners

What’s a Safe Harbor 401(k) plan? How do you offer one? And why are there so many confusing acronyms?

Don't worry. We’ve helped many companies set up compliant 401(k) plans, and we can walk you through all the basics. In this guide, we’ll explain everything from the different 401(k) compliance tests to what you’ll need to do to set up a Safe Harbor plan. It’s a little involved, though, so let’s start with some background information.

You probably already know that offering a 401(k) makes it easier for employees at your company to save more for retirement. But the government wants to make sure that everyone — not just highly compensated employees — gets to participate in a meaningful way. The goal of 401(k) plans, after all, is to prepare more Americans for retirement, not to create a tax break that’s exclusively for business owners and executives.

To make sure everyone has a chance to benefit from the plan their employer offers, the IRS has set up a series of what it calls “nondiscrimination” tests that are designed to measure whether a 401(k) plan unduly favors highly compensated employees. If your plan were to fail one of these tests, it could mean making expensive corrections, a lot of administrative work, and potentially even refunding 401(k) contributions.

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So, what’s a Safe Harbor 401(k) plan?

A Safe Harbor plan is a special kind of 401(k) that is exempt from nondiscrimination testing. It has certain built-in elements that help all employees save by requiring companies to contribute to their employees’ 401(k). When employers take this step to encourage more employees to participate, the IRS offers them “safe harbor” from both the nondiscrimination testing process and the consequences of failure.

If you’re thinking about offering a Safe Harbor 401(k), here’s what you need to know. Feel free to jump ahead if you’re trying to answer a specific question:

Ready? Okay, let’s dive in.

What are nondiscrimination tests, and how do they affect your 401(k) plan?

A Safe Harbor plan will exempt you from complying with the three annual nondiscrimination tests required by law. Two of these tests compare how highly compensated employees (HCEs) and all other employees use your company’s 401(k):

The Actual Deferral Percentage (ADP) test measures how much income your HCEs contribute to their 401(k), compared to rank and file employees.
The Actual Contribution Percentage (ACP) test is similar, but it compares employer contributions to HCEs with everyone else.

A third test, the Top-Heavy test, looks at individuals the IRS defines as “key employees” and measures the value of the assets in their 401(k) accounts, compared to all assets held in the 401(k) plan. To get a detailed look all these definitions, how the tests are applied, and see examples, check out our overview of the three 401(k) nondiscrimination tests.

If your plan fails any of these tests, you’ll have to deal with some administrative hassle, potentially expensive corrections, and the possibility of refunding 401(k) contributions. A Safe Harbor 401(k) helps you avoid all the uncertainty surrounding annual testing.

Setting up a Safe Harbor 401(k) plan

Does passing these tests seem like a bit of a pain? If so, a Safe Harbor 401(k) might be a better way to go because it generally allows your plan to skip them altogether.

Safe Harbor plans require that your plan creates incentives to encourage more of your employees to take advantage of your 401(k). This requirement is important because Americans are abysmal at saving for retirement. According to the Economic Policy Institute (EPI), close to half of all American families don’t have any retirement savings, and among families nearing retirement, the median savings is only $17,000.

In exchange for letting your plan avoid nondiscrimination testing, you’ll have to follow some rules to make sure your plan benefits all your company’s employees.

If these requirements are at all confusing, we’d be happy to help. Schedule a quick consult to get hands-on help setting up your 401(k).

Requirements for a Safe Harbor 401(k)

The main requirement for a traditional Safe Harbor 401(k) is that the employer must make contributions and those contributions must vest immediately. Contributions can take three different forms, the first two of which are matching, which means employees must defer funds to their accounts in order to receive contributions. The third option requires your company to make a contribution, even if employees don’t defer any of their income into their plan.

Here are examples of the different contribution formulas:

1. Basic matching: The company matches 100% of all employee 401(k) contributions, up to 3% of their compensation, plus a 50% match of the next 2% of their compensation

2. Enhanced matching: The company matches at least 100% of all employee 401(k) contributions, up to 4% of their compensation (not to exceed 6% of compensation)

3. Non-elective contribution: The company contributes at least 3% of each employee’s compensation, regardless of whether employees make contributions

This is what the matching and nonelective contributions would look like for an employee under the three different Safe Harbor formulas. The employee in this case is Winterfell Consulting’s Jon Snow, who earned $150,000 of income on his W-2 form during the plan year:

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Note that these contributions are only the minimums. For example, if a more generous employer matched up to 6% of employees’ pay, it would still qualify as Safe Harbor.

Right way to 401(k)

Additional Safe Harbor requirements

Making contributions to your employees’ 401(k) is the most notable Safe Harbor requirement, but there are additional rules surrounding when and how you offer your plan.

Safe Harbor deadlines
For new plans, October 1 is the final deadline for starting a new Safe Harbor 401(k). But don’t wait until a few days before the deadline to set up your plan, because you’re also required to notify your employees 30 days before the plan starts, and it can take a week or more to set up your plan. So, make sure you talk to your 401(k) plan provider well before September 1.

Important dates for new plans:

  • August 30, 2018: Deadline for setting up your Safe Harbor 401(k) Plan for the existing year
  • September 1, 2018: 30-day notice must be sent to employees
  • October 1, 2018: Safe Harbor 401(k) Plan is effective and exempt from nondiscrimination testing for 2018

If you want to add a Safe Harbor provision to an existing 401(k), your administrator can make a plan amendment that goes into effect January 1 of any year. Remember, there is an employee 30-day notice requirement, and it may take some time for your administrator to amend the plan, so try to get this taken care by the end of November to go into effect January 1.

Important dates for existing plans

  • November 30, 2018: Deadline for requesting the addition of a Safe Harbor provision to your 401(k) plan for the following year
  • December 2, 2018: 30 day notice must be sent to employees
  • January 1, 2019: Safe Harbor provision takes effect and exempts the plan from nondiscrimination testing

Employee notice requirements
Each eligible employee must be notified in writing about their rights and obligations under the plan annually. Notice must be given within a reasonable amount of time — at least 30, but not more than 90 days — before the beginning of the plan year.

Making mid-year changes to a Safe Harbor plan
If you already offer a Safe Harbor 401(k) plan but would like to make changes, there are special rules that you need to follow. All the details for mid-year changes are included in IRS Notice 2016-16, but these are the basic things the IRS requires:

  • Give employees an updated Safe Harbor notice that describes any changes. Notice should be given 30 to 90 days before the changes go into effect.
  • Give each notified employee at least 30 days to change their cash or deferral election.
  • A combined notice may be provided.

Once you’ve satisfied the notice rules above, you may be able to make changes to certain aspects of the plan including, for example, increasing future safe harbor non-elective contributions from 3% to 4%, or changing the plan entry date for eligible employees from quarterly to monthly.

Several types of changes are not permissible during the year, however, so review the rules carefully if you wish to amend your plan.

Is a Safe Harbor 401(k) plan right for my company?

Good question! In general, Safe Harbor plans are a good choice for companies that do any of the following:

  • Plan to match employee contributions anyway
  • Worry about passing nondiscrimination testing
  • Fail the ADP, ACP, or Top-Heavy tests
  • Have low participation among NHCEs and non-key employees
  • Care deeply for the wellbeing of their employees

In terms of pros and cons, the biggest downside to offering a Safe Harbor plan is that the cost of the contributions your company will make. It's possible they could increase your overall payroll by 3% or more if all employees participate.

But many companies think the upside more than outweighs the cost. Offering a Safe Harbor 401(k) plan will give you happier employees, tax savings, certainty that your plan won’t fail testing, and more retirement savings for everyone (including you).

Talk to a 401(k) Specialist