MID-AMERICA APARTMENT COMMUNITIES, INC. EMPLOYEES’ STOCK OWNERSHIP PLAN SUMMARY PLAN DESCRIPTION
Effective April 1, 2013
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TABLE OF CONTENTS ARTICLE I PARTICIPATION IN YOUR PLAN
Am I eligible to participate in the Plan? .......................................................................................................4 When am I eligible to participate in the Plan? ..............................................................................................5 When is my Entry Date? ...............................................................................................................................5 Does all my service with the Employer count for purposes of Plan eligibility? ...........................................5 Does my service with another Employer count for eligibility purposes? .....................................................6 What happens if I’m a participant, terminate employment and then I’m rehired? .......................................6 ARTICLE II CONTRIBUTIONS What kind of Plan is this? .............................................................................................................................6 How much will the Employer contribute to the Plan? ..................................................................................7 Will I share in Employer contributions during the year of my Retirement (Normal or Late), Total and Permanent Disability or death? .....................................................................................................................7 How will the Employer contributions be allocated to my account? .............................................................7 What compensation is used to determine my Plan benefits? ........................................................................8 Is there a limit on the amount of compensation which can be considered? ..................................................8 Is there a limit on how much can be contributed to my account each year?.................................................8 May I direct the investment of my account balance?....................................................................................9 May I vote Company Stock held in my account? .........................................................................................9 What happens if a dividend is payable on Company Stock allocated to my account? .................................9 ARTICLE III RETIREMENT BENEFITS What benefits will I receive at normal retirement? .......................................................................................9 What is my Late Retirement Date? .............................................................................................................10 What happens if I leave the Employer’s workforce before I retire? ...........................................................10 What is my vested interest in my account?.................................................................................................10 How do I determine my Years of Service for vesting purposes?................................................................10 Does all my service count for vesting purposes? ........................................................................................11 Does my service with another Employer count for vesting purposes? .......................................................11 As a veteran, will my military service count as service with the Employer? .............................................11 What happens to my non-vested account balance if I’m rehired? ..............................................................11 What happens to the non-vested portion of a terminated participant’s account balance? ..........................12 ARTICLE IV DISABILITY BENEFITS How is disability defined? ..........................................................................................................................12 What happens if I become disabled?...........................................................................................................12 ARTICLE V FORM OF BENEFIT PAYMENT How will my benefits be paid? ..............................................................................................................12 May I delay the receipt of benefits?......................................................................................................12 ARTICLE VI
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DEATH BENEFITS What happens if I die while working for the Employer? ............................................................................13 Who is the beneficiary of my death benefit? ..............................................................................................13 What happens if I’m a participant, terminate employment and die before receiving all my benefits?.......13 ARTICLE VII IN-SERVICE DISTRIBUTIONS Can I withdraw money from my account while working?..........................................................................14 ARTICLE VIII TAX TREATMENT OF DISTRIBUTIONS What are my tax consequences when I receive a distribution from the Plan? ............................................14 Can I reduce or defer tax on my distribution? ....................................................................................14 ARTICLE IX HOURS OF SERVICE What is an Hour of Service? .......................................................................................................................15 How are Hours of Service credited? ...........................................................................................................15 ARTICLE X YOUR PLAN’S TOP HEAVY RULES What is a top heavy plan? ...........................................................................................................................15 What happens if the Plan becomes top heavy? ...........................................................................................15 ARTICLE XI PROTECTED BENEFITS AND CLAIMS PROCEDURES Is my benefit protected?..............................................................................................................................15 Are there any exceptions to the general rule? .............................................................................................16 Can the Plan be amended? ..........................................................................................................................16 What happens if the Plan is discontinued or terminated? ...........................................................................16 How do I submit a claim for Plan benefits?................................................................................................16 What if my benefits are denied? .................................................................................................................16 What is the Claims Review Procedure? ......................................................................................................17 What are my rights as a Plan participant?...................................................................................................19 What can I do if I have questions or my rights are violated?......................................................................20 ARTICLE XII PLAN EXPENSES ARTICLE XIII GENERAL INFORMATION ABOUT THE PLAN General Plan Information............................................................................................................................21 Employer Information.................................................................................................................................21 Administrator Information ..........................................................................................................................22 Trustee Information ....................................................................................................................................22 Service of Legal Process .............................................................................................................................22
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MID-AMERICA APARTMENT COMMUNITIES, INC. EMPLOYEES’ STOCK OWNERSHIP PLAN SUMMARY PLAN DESCRIPTION
INTRODUCTION TO YOUR PLAN Mid-America Apartment Communities, Inc. Employees’ Stock Ownership Plan (the “Plan”) has been adopted to provide you with additional income for retirement. This Summary Plan Description (“SPD”) contains valuable information regarding when you may become eligible to participate in the Plan, your Plan benefits, your distribution options, and many other features of the Plan. You should take the time to read this SPD to get a better understanding of your rights and obligations under the Plan. We have attempted to answer most of the questions you may have regarding your benefits in the Plan. If this SPD does not answer all of your questions, please contact the Administrator. The name and address of the Administrator can be found in the Article of this SPD entitled “General Information About the Plan.” This SPD describes the Plan’s benefits and obligations as contained in the legal Plan document, which governs the operation of the Plan. The Plan document is written in much more technical and precise language. If the non-technical language under this SPD and the technical, legal language of the Plan document conflict, the Plan document always governs. If you wish to receive a copy of the legal Plan document, please contact the Administrator. This SPD describes the current provisions of the Plan, as designed to comply with applicable legal requirements. The Plan is subject to federal laws, such as the Employee Retirement Income Security Act (“ERISA”), the Internal Revenue Code (the “Code”) and other federal and state laws which may affect your rights. The provisions of the Plan are subject to revision due to a change in laws or due to pronouncements by the Internal Revenue Service (IRS) or Department of Labor (DOL). We may also amend or terminate this Plan. If the provisions of the Plan that are described in this SPD change, we will notify you. On December 31, 2010, the Plan was frozen by amendment, whereby effective January 1, 2011, no additional employees became eligible for the Plan, no additional contributions were made to the Plan, and all Participants with an account balance under the Plan became 100% vested. ARTICLE I PARTICIPATION IN YOUR PLAN Am I eligible to participate in the Plan? If you are classified by the Employer as an Employee and you are not an Excluded Employee, then you are eligible to participate in the Plan once you satisfy the Plan’s eligibility conditions described in the next question. The following employees are Excluded Employees and are not eligible to participate in the Plan: employees whose employment is governed by a collective bargaining agreement under which retirement benefits were the subject of good faith bargaining, unless such agreement expressly provides for participation in this Plan. certain nonresident aliens who have no earned income from sources within the United States.
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Election not to participate. An Employee may, subject to the approval of the Employer, elect to make a one-time irrevocable election not to participate in the plan. The election not to participate must be communicated to the Employer, in writing, within a reasonable period of time before the beginning of a plan year. On December 30, 2010, the Plan was frozen by amendment. Accordingly, notwithstanding any provision in this SPD or the Plan documents, effective January 1, 2011, no additional employees who were not then eligible for the Plan will become eligible for the Plan. When am I eligible to participate in the Plan? Provided you are not an Excluded Employee, you will be eligible to participate in the Plan once you satisfy the requirements below. However, you will actually enter the Plan once you reach the Entry Date as described in the next question. You will be eligible to participate in the Plan if you have completed one (1) Year of Service and have attained age 21. You will have completed a Year of Service if, at the end of your first twelve consecutive months of employment with us, you have been credited with at least 1000 Hours of Service. If you have not been credited with at least 1000 Hours of Service by the end of your first twelve consecutive months of employment, you will have completed a Year of Service at the end of any following Plan Year during which you were credited with at least 1000 Hours of Service. For purposes of determining whether you have completed a Year of Service where the computation period is based upon a short Plan Year, your Administrator will notify you of the number of the Hours of Service that are required and the method of calculating a Year of Service. You should review the Article in this SPD entitled “Hours of Service” for an explanation of Hour of Service. Additionally, as explained above, on December 30, 2010, the Plan was frozen by amendment. Notwithstanding any provision in this SPD or the Plan documents, effective January 1, 2011, no additional employees who were not then eligible for the Plan will become eligible for the Plan. When is my Entry Date? Provided you are not an Excluded Employee, you may begin participating under the Plan once you have satisfied the eligibility requirements and reached your “Entry Date.” The Administrator may request that you complete certain paperwork related to your Plan participation. In addition, special rules may apply if you terminate employment and are then rehired. If you have questions about the timing of your Plan participation, please contact the Administrator. Your Entry Date will be the first day of the Plan Year during which you satisfy the eligibility requirements. Does all my service with the Employer count for purposes of Plan eligibility? In determining whether you satisfy the minimum service conditions required to participate under the Plan, all service you perform for us will generally be counted. However, there are some exceptions to this general rule. Break in Service rules. If you terminate employment and are rehired, you may “lose” credit for prior service under the Plan’s Break in Service rules. While these eligibility Break in Service rules may
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delay you from participating in the Plan, they will never cause you to lose any benefits to which you have already become entitled to. For eligibility purposes, you will have a Break in Service if you complete less than 501 Hours of Service during the computation period used to determine whether you have a Year of Service. However, if you are absent from work for certain leaves of absence such as maternity or paternity leave, you may be credited with Hours of Service. Five-year Break in Service rule. The five-year Break in Service rule applies only to totally nonvested (0% vested) participants. If you are totally nonvested in your benefits resulting from our contributions and you have five consecutive Breaks in Service (as defined above), all the service you earned before the 5-year period no longer counts for eligibility purposes. Thus, if you return to employment after incurring five consecutive Breaks in Service, you would have to resatisfy any minimum service requirements under the Plan. However, if you have benefits under the Plan resulting from our contributions which are vested, you do not lose any rights to those amounts under these rules. If you are a veteran and are reemployed under the Uniformed Services Employment and Reemployment Rights Act of 1994, your qualified military service may be considered service with us. For eligibility purposes, your Years of Service with the Cates Company, or with any of the 23 apartment properties managed by the Cates Company, which were merged into Mid-America Apartments, L.P. as a part of the initial formation of Mid-America Apartments, L.P. will be recognized. What happens if I’m a participant, terminate employment and then I’m rehired? If you are no longer a participant because you terminated employment, and are rehired, you will continue to participate in the Plan in the same manner as if your termination had not occurred but only if your service prior to your reemployment has not been lost under the eligibility Break in Service rules. If you are not eligible to participate because your service with us has been lost under the eligibility Break in Service rules, then you will again be required to meet the eligibility requirements to become a participant. However, as explained above, on December 30, 2010, the Plan was frozen by amendment. Accordingly, notwithstanding any provision in this SPD or the Plan documents, effective January 1, 2011, no additional employees who were not then eligible for the Plan shall become eligible for the Plan. ARTICLE II CONTRIBUTIONS What kind of Plan is this? This Plan is a type of retirement plan commonly referred to as an Employee Stock Ownership Plan. The purpose of the Plan is to enable you to participate in the growth and prosperity of the company by making you a stockholder. As a stockholder you are an owner of the company. Your efforts, added to the efforts of all other employees, contribute to the profitability and growth of the company and thereby increase the value of Company Stock and your benefits. Consequently, our contributions made to the Plan will be invested primarily in Company Stock. If we do well, and the value of the Company Stock increases, you will share in its improved performance. If you may be affected by this law, ask your Administrator for further details. Does my service with another Employer count for eligibility purposes?
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When you retire, or at certain other times as described in this SPD, you will be entitled to receive the value of the amounts which have accumulated in your account in the form of Company Stock. This Article describes the types of contributions that may be made to the Plan and how these monies will be allocated to your account to provide for your retirement benefit. You are not taxed on the amounts we contribute to the Plan on your behalf generally until you withdraw those amounts from the Plan. How much will the Employer contribute to the Plan? On December 30, 2010, the Plan was frozen by amendment. Accordingly, notwithstanding any other provision of this Plan, effective for Plan Years beginning after December 31, 2010, no further contributions will be made to the Plan. To have shared in an employer contribution to the Plan, you must have completed a Year of Service during the Plan Year, and have been actively employed on the last day of the Plan Year for which the contribution was made. A Year of Service for purposes of sharing in our contributions occurs if you are credited with at least 1000 Hours of Service during a Plan Year. Will I share in Employer contributions during the year of my Retirement (Normal or Late), Total and Permanent Disability or death? In determining your eligibility to share in contributions for the year, there are special rules which apply if your employment terminates due to your Retirement (Normal or Late), Total and Permanent Disability or death. In such cases, you will be eligible to share in the contributions in accordance with the following: If the reason your employment terminated is due to your Retirement (Normal or Late), Total and Permanent Disability or death, then you will be eligible to share in the contribution for the year without regard to whether you satisfied the requirements explained above. How will the Employer contributions be allocated to my account? Our discretionary contribution will be “allocated” or divided among participants eligible to share in the contribution for the Plan Year. (See the question in this Article “How much will the Employer contribute to the Plan?” to determine if you are eligible.) Your share of the contribution will depend upon how much compensation you received during the year and the compensation received by other eligible participants. Your share of our discretionary contribution is determined by the following fraction: Employer’s Your Compensation Discretionary Contribution X Total compensation of all Participants Eligible to Share For example: Suppose our discretionary contribution for the Plan Year was $20,000. Employee A’s compensation for the Plan Year was $25,000. The total compensation of all participants eligible to share, including Employee A, is $250,000. Employee A’s share would have been:
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$20,000
X
$25,000
or
$2,000
$250,00 These contributions will vest (your ownership rights) in accordance with the vesting schedule. (See the question “What is my vested interest in my account?” found in the Article of this SPD entitled “Retirement Benefits” for an explanation of your ownership rights.) In addition to our contributions made to your account, your account will be credited annually with a share of the investment earnings or losses of the trust fund. What compensation is used to determine my Plan benefits? For the purposes of the Plan, compensation has a special meaning. Compensation is generally defined as your total compensation that is subject to income tax, that is, all of your compensation paid to you by us during a Plan Year. However, the following adjustments to Compensation will be made by: • including your salary reduction contributions to any plan or arrangement maintained by your Employer. • including Compensation paid during the Plan Year while you are not a Participant in the component of the Plan for which Compensation is being used. • effective for Plan Years beginning on and after July 1, 2007, including the following amounts (to the extent they would otherwise be taken into account under the definition of Compensation above) that are paid after you terminate employment with the Employer, provided the payments are made within the later of 2 1/2 months after you terminate employment or the end of the year that includes the date of the your termination of employment. Any other payment that is made after termination of employment is not treated as Compensation. • Compensation will include compensation for services performed during your regular working hours, or compensation for services outside your regular working hours (such as overtime or shift differential), commissions, bonuses, or other similar payments; and payments that would have been made to you had you continued employment. • Compensation will include amounts paid for unused accrued bona fide sick, vacation or other leave, if such amounts would have been included in Compensation had they been paid prior to your termination of employment and you would have been able to use the leave if employment had continued. • Compensation will include nonqualified unfunded deferred Compensation if the payment is includible in gross income and would have been paid to you had you continued employment. Is there a limit on the amount of compensation which can be considered? The Plan, by law, cannot recognize annual compensation in excess of a certain dollar limit. The limit for the Plan Year beginning in 2009 is $245,000. After 2009, the dollar limit may increase for cost- of-living adjustments. Is there a limit on how much can be contributed to my account each year? Generally, the law imposes a maximum limit on the amount of contributions you may receive under the Plan. This limit applies to all contributions we make on your behalf and any other amounts allocated to any of your accounts during the Plan Year, excluding earnings. Beginning in 2009, this
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total cannot exceed the lesser of $49,000 or 25% of your annual compensation. After 2009, the dollar limit may increase for cost-of-living adjustments. May I direct the investment of my account balance? When you have completed ten (10) Years of Service as a participant and have attained age fifty-five (55), you will have the right to direct the investment of a portion of your account attributable to Company Stock. The Administrator will advise you of any such rights. May I vote Company Stock held in my account? The Trustee of the Plan will vote all Company Stock held by it as a part of the Plan assets at the direction of the Administrator, provided that you or your beneficiary will be entitled to direct the Trustee as to the manner in which voting rights on shares of Company Stock which are allocated to your account are to be exercised (i) with respect to any corporate matter which involves the voting of such shares with respect to the approval or disapproval of any corporate merger or consolidation, recapitalization, reclassification, liquidation, dissolution, sale of substantially all assets of a trade or business, or such similar transaction, and (ii) with respect to all corporate matters if, at the time of the vote thereon, the Company Stock is a “registration-type” class of securities. If you do not timely exercise your right to vote Company Stock, the Trustee, at the direction of the Administrator, will vote such Company Stock in same proportion as the shares the Trustee has voted on account of participants’ or beneficiaries’ direction, unless the Trustee has well-founded reasons why doing so would not be prudent. In the case where a Participant or Beneficiary has the ability to direct the Trustee as to the manner in which the Company Stock which is entitled to vote, you will receive notice from your Employer informing you of your ability to direct the Trustee, providing instructions or other relevant information for making such direction, and explaining the manner in which non-directed shares will be treated. What happens if a dividend is payable on Company Stock allocated to my account? Stock dividends on Company Stock held in your account will be credited to your account when paid to the Plan. Cash dividends on Company Stock held in your account will, in the sole discretion of the Administrator, be: (a) Paid in cash directly to you or your beneficiaries. (b) Paid to the Plan and distributed in cash to you or your beneficiaries not later than 90 days after the close of the Plan Year in which paid. (c) Credited to your account when paid to the Plan. ARTICLE III RETIREMENT BENEFITS What benefits will I receive at normal retirement? You will be entitled to all your accounts under the Plan when you reach your Normal Retirement Age. However, actual payment of your benefits will, at your election, occur as soon as administratively feasible following your Normal Retirement Date.
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Your Normal Retirement Date is the first day of the month coinciding with or next following your Normal Retirement Age. You will attain your Normal Retirement Age when you reach your 65th birthday. What is my Late Retirement Date? You may remain employed past the Plan’s Normal Retirement Date and retire instead on your Late Retirement Date. Your Late Retirement Date is the first day of the month coinciding with or next following the date you choose to retire after first having reached your Normal Retirement Date. On your Late Retirement Date, you will be entitled to all your accounts under the Plan. However, actual payment of your benefits will, at your election, occur as soon as administratively feasible following your Late Retirement Date. What happens if I leave the Employer’s workforce before I retire? The Plan is designed to encourage you to stay with us until retirement. Payment of your account balance under the Plan is available upon your death, disability or retirement. If your employment terminates for reasons other than those listed above, you will be entitled to receive only your vested percentage (your ownership rights) of your account balance. You may elect to have your vested benefit distributed to you as soon as administratively feasible following your termination of employment. What is my vested interest in my account? On December 31, 2010 the Plan was frozen by amendment, whereby effective January 1, 2011, no additional employees became eligible for the Plan, and all Participants with an account balance under the Plan became 100% vested.
Before the plan was frozen by amendment, the following vesting schedule applied: Vesting Schedule Vesting Years of Service Percentage Less than 5 0% 5 100%
In addition, in the event of a Top Heavy Plan Year, the following vesting schedule applied: (See the Article in this SPD entitled “Your Plan’s Top Heavy Rules for an explanation of when the Plan is considered to be Top Heavy.) Vesting Schedule Vesting Years of Service Percentage Less than 3 0% 3 100% Your vested benefit will normally be distributed to you or your beneficiary upon your death, disability, or retirement. How do I determine my Years of Service for vesting purposes?
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To earn a Year of Service, you must be credited with at least 1000 Hours of Service during any Plan Year. (See the Article in this SPD entitled “Hours of Service” for an explanation of Hour of Service.) The Plan contains specific rules for crediting Hours of Service for vesting purposes. The Administrator will track your service and will credit you with a Year of Service for each Plan Year in which you are credited with the required Hours of Service, in accordance with the terms of the Plan. If you have any questions regarding your vesting service, you should contact the Administrator. Does all my service count for vesting purposes? In calculating your vested percentage, all service you perform for us will generally be counted. However, there are some exceptions to this general rule. Break in Service rules. If you terminate employment and are rehired, you may “lose” credit for prior service under the Plan’s Break in Service rules. For vesting purposes, you will have a Break in Service if you complete less than 501 Hours of Service during the computation period used to determine whether you have a Year of Service. However, if you are absent from work for certain leaves of absence such as maternity or paternity leave, you may be credited with 501 Hours of Service to prevent a Break in Service. Five-year Break in Service rule. The five-year Break in Service rule applies only to totally nonvested (0% vested) participants. If you are totally nonvested in your benefits resulting from our contributions and you have five consecutive Breaks in Service (as defined above), all the service you earned before the 5-year period no longer counts for vesting purposes. Thus, if you return to employment after incurring five consecutive Breaks in Service, you will be treated as a new employee (with no prior service) for purposes of determining your vested percentage under the Plan. However, if you have benefits under the Plan resulting from our contributions which are vested, you do not lose any rights to those benefits under these rules. Does my service with another Employer count for vesting purposes? For vesting purposes, your Years of Service with the Cates Company, or with any of the 23 apartment properties managed by the Cates Company, which were merged into Mid-America Apartments, L.P. as a part of the initial formation of Mid-America Apartments, L.P. will be recognized. As a veteran, will my military service count as service with the Employer? If you are a veteran and are reemployed under the Uniformed Services Employment and Reemployment Rights Act of 1994, your qualified military service may be considered service with us. If If you had no vested percentage in your account balance when you left, your account balance was forfeited. However, if you return to service with us before incurring 5 consecutive 1-Year Breaks in Service, or if the number of 1-Year Breaks exceed the number of pre-break years of service, your account balance as of your termination date will be restored unadjusted for any gains or losses. If you were partially vested in your account balance when you left, the non-vested portion of your account balance will be forfeited on the earlier of the date: (a) of the distribution of your entire vested account balance, or (b) when you incur 5 consecutive 1-Year Breaks in Service. you may be affected by this law, ask your Administrator for further details. What happens to my non-vested account balance if I’m rehired?
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If you previously received a distribution of your entire vested account balance, and are reemployed prior to incurring 5 consecutive 1-Year Breaks in Service, you may repay this distribution. If you repay the entire amount of the distribution, we will restore your account balance with your forfeited amount. You must repay this distribution within five years from your date of reemployment, or, if earlier, before you incur 5 consecutive 1-Year Breaks in Service. If you were fully vested when you left, you do not have the opportunity to repay your distribution. What happens to the non-vested portion of a terminated participant’s account balance? The non-vested portion of a terminated participant’s account balance remains in the Plan and is called a forfeiture. Forfeitures may be used by the Plan for several purposes such as the payment of Plan expenses. Any forfeitures not used by the Plan will be added to our discretionary contribution and allocated to participants eligible to share in such contribution in the same manner as any such discretionary contribution is allocated. ARTICLE IV DISABILITY BENEFITS How is disability defined? Under the Plan, disability is defined as a physical or mental condition resulting from bodily injury, disease, or mental disorder which renders you incapable of continuing your usual and customary employment with us. Your disability will be determined by a licensed physician chosen by the Administrator. What happens if I become disabled? If you become disabled while a participant, you will be entitled to 100% of your account balance. Payment of your disability benefits will be made to you as if you had retired. ARTICLE V FORM OF BENEFIT PAYMENT How will my benefits be paid? All distributions from the Plan will be made in one lump-sum payment. You must consent to the distribution before it may be made. Distribution of your account at retirement will be in the form of cash or Company Stock or both. However, you or your beneficiary may demand distribution of your entire account in the form of Company Stock. Cash may be paid (1) in lieu of partial shares of Company Stock, or (2) in certain circumstances where it may not be possible for the Plan to purchase Company Stock for distribution. If the Company Stock distributed to you or your beneficiary cannot be readily sold, then you or your beneficiary will have two “Put Options” to the Employer. In other words you may require the Employer to purchase the stock at a price equal to its value, and to pay you for the stock in cash or in installments over a period of time (not in excess of five (5) years and in certain cases not in excess often (10) years). The first sixty day “Put Option” period will begin on the day following the date your Company Stock is distributed, and if not exercised, the second sixty day “Put Option” period will begin as of the first day of the fifth month of the Plan Year next following the date your Company Stock was distributed. May I delay the receipt of benefits?
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Yes, you may delay the receipt of benefits. However, if you elect to delay the receipt of benefits, there are rules which require that certain minimum distributions be made from the Plan. If you are a 5% owner, distributions are required to begin not later than the April 1st following the end of the year in which you reach age 70 1/2. If you are not a 5% owner, distributions are required to begin not later than the later of the April 1st following the end of the year in which you reach age 70 1/2 or the year in which you retire. You should see the Administrator if you feel you may be affected by these rules. ARTICLE VI DEATH BENEFITS What happens if I die while working for the Employer? If you die while working for us, then your entire account balance will be used to provide your beneficiary with a death benefit. Who is the beneficiary of my death benefit? If you are married at the time of your death, your spouse will be the beneficiary of the death benefit, unless an election is made to change the beneficiary. IF YOU WISH TO DESIGNATE A BENEFICIARY OTHER THAN YOUR SPOUSE, YOUR SPOUSE MUST IRREVOCABLY CONSENT TO WAIVE ANY RIGHT TO THE DEATH BENEFIT. YOUR SPOUSE’S CONSENT MUST BE IN WRITING, BE WITNESSED BY A NOTARY OR A PLAN REPRESENTATIVE AND ACKNOWLEDGE THE SPECIFIC NON- SPOUSE BENEFICIARY. If you are married and you change your designation, then your spouse must again consent to the change. In addition, you may elect a beneficiary other than your spouse without your spouse’s consent if your spouse cannot be located. If you are not married you may designate the beneficiary on a form to be supplied to you by the Administrator. In the event no valid designation of beneficiary exists, or if the beneficiary is not alive at the time of your death, the death benefit will be paid in the following order of priority to: (a) Your surviving spouse; (b) Your children, including adopted children, per stirpes; (c) Your surviving parents, in equal shares; or (d) Your estate. The death benefit will be paid to your beneficiary in a single lump-sum payment. Your entire death benefit must be paid to your beneficiaries within five years after your death. Since your spouse has certain rights to the death benefit, you should immediately report any change in your marital status to the Administrator. What happens if I’m a participant, terminate employment and die before receiving all my benefits? If you terminate employment with us and subsequently die, your beneficiary will be entitled to the vested percentage of your remaining account balance at the time of your death.
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ARTICLE VII IN-SERVICE DISTRIBUTIONS
Can I withdraw money from my account while working? Generally, you may receive a distribution from the Plan prior to your termination of employment if you satisfy certain conditions. You may be entitled to receive a pre-retirement distribution if you have reached the age of 59 1/2 and are 100% vested in your account from which such distribution is made. However, any distribution will reduce the value of the benefits you will receive at normal retirement. This distribution is made at your election. ARTICLE VIII TAX TREATMENT OF DISTRIBUTIONS What are my tax consequences when I receive a distribution from the Plan? Generally, you must include any Plan distribution in your taxable income in the year in which you receive the distribution. The tax treatment may also depend on your age when you receive the distribution. Can I reduce or defer tax on my distribution? You may reduce, or defer entirely, the tax due on your distribution through use of one of the following methods: (a) The rollover of all or a portion of the distribution to a traditional Individual Retirement Account (IRA) or another qualified employer plan. This will result in no tax being due until you begin withdrawing funds from the traditional IRA or other qualified employer plan. The rollover of the distribution, however, MUST be made within strict time frames (normally, within 60 days after you receive your distribution). Under certain circumstances all or a portion of a distribution may not quality for this rollover treatment. In addition, most distributions will be subject to mandatory federal income tax withholding at a rate of 20%. This will reduce the amount you actually receive. For this reason, if you wish to roll over all or a portion of your distribution amount, the direct transfer option described in paragraph (b) below would be the better choice. (b) For most distributions, you may request that a direct transfer of all or a portion of your distribution amount be made to either a traditional Individual Retirement Account (IRA) or another qualified employer plan willing to accept the transfer. A direct transfer will result in no tax being due until you withdraw funds from the traditional IRA or other qualified employer plan. Like the rollover, under certain circumstances all or a portion of the amount to be distributed may not quality for this direct transfer, e.g., a distribution of less than $200 will not be eligible for a direct transfer. If you elect to actually receive the distribution rather than request a direct transfer, then in most cases 20% of the distribution amount will be withheld for federal income tax purposes. WHENEVER YOU RECEIVE A DISTRIBUTION, THE ADMINISTRATOR WILL DELIVER TO YOU A MORE DETAILED EXPLANATION OF THESE OPTIONS. HOWEVER, THE RULES WHICH DETERMINE WHETHER YOU QUALIFY FOR FAVORABLE TAX TREATMENT ARE VERY COMPLEX. YOU SHOULD CONSULT WITH QUALIFIED TAX COUNSEL BEFORE MAKING A CHOICE. ARTICLE IX HOURS OF SERVICE
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What is an Hour of Service?
You will be credited with an Hour of Service for: (a) performance of duties during the Plan Year; (b)
each hour for which you are directly or indirectly compensated by us for the
each hour for which you are directly or indirectly compensated by us for reasons other than performance of duties (such as vacation, holidays, sickness, disability, lay-off, military duty, jury duty or leave of absence during the Plan Year); and (c) each hour for back pay awarded or agreed to by us. You will not be credited for the same Hours of Service both under (a) or (b), as the case may be, and under (c). How are Hours of Service credited? You will be credited with your actual Hours of Service. ARTICLE X YOUR PLAN’S TOP HEAVY RULES What is a top heavy plan? A retirement plan that primarily benefits “key employees” is called a “top heavy plan.” Key employees are certain owners or officers of the Employer. A plan is generally a “top heavy plan” when more than 60% of the Plan assets are attributable to key employees. Each year, the Administrator is responsible for determining whether the Plan is a “top heavy plan.” What happens if the Plan becomes top heavy? If the Plan becomes top heavy in any Plan Year, then non-key and key employees will be entitled to certain “top heavy minimum benefits,” and other special rules will apply. Among these top heavy rules are the following: • We may be required to make a contribution on your behalf in order to provide you with at least “top heavy minimum benefits.” • If you are a participant in more than one Plan, you may not be entitled to “top heavy minimum benefits” under both Plans. ARTICLE XI PROTECTED BENEFITS AND CLAIMS PROCEDURES Is my benefit protected? As a general rule, your interest in your account, including your vested interest, may not be alienated. This means that your interest may not be sold, used as collateral for a loan, given away or otherwise transferred. In addition, your creditors may not attach, garnish or otherwise interfere with your account.
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Are there any exceptions to the general rule? There are two exceptions to this general rule. The Administrator must honor a “qualified domestic relations order.” A “qualified domestic relations order” is defined as a decree or order issued by a court that obligates you to pay child support or alimony, or otherwise allocates a portion of your assets in the Plan to your spouse, former spouse, child or other dependent. If a qualified domestic relations order is received by the Administrator, all or a portion of your benefits may be used to satisfy the obligation. The Administrator will determine the validity of any domestic relations order received. You and your beneficiaries can obtain, without charge, a copy of the qualified domestic relations order procedure from the Administrator. The second exception applies if you are involved with the Plan’s administration. If you are found liable for any action that adversely affects the Plan, the Administrator can offset your benefits by the amount you are ordered or required by a court to pay the Plan. All or a portion of your benefits may be used to satisfy any such obligation to the Plan. Can the Plan be amended? Yes. We have the right to amend the Plan at any time. In no event, however, will any amendment authorize or permit any part of the Plan assets to be used for purposes other than the exclusive benefit of participants or their beneficiaries. Additionally, no amendment will cause any reduction in the amount credited to your account. What happens if the Plan is discontinued or terminated? Although we intend to maintain the Plan indefinitely, we reserve the right to terminate the Plan at any time. Upon termination, no further contributions will be made to the Plan and all amounts credited to your accounts will become 100% vested. We will direct the distribution of your accounts in a manner permitted by the Plan as soon as practicable. (See the question “How will my benefits be paid?” found in the Article of this SPD entitled “Form of Benefit Payment.”) You will be notified of any modification or termination of the Plan. How do I submit a claim for Plan benefits? Benefits will be paid to you and your beneficiaries without the necessity of formal claims. However, if you think an error has been made in determining your benefits, then you or your beneficiaries may make a request for any Plan benefits to which you believe you are entitled. Any such request should be in writing and should be made to the Administrator. If the Administrator determines the claim is valid, then you will receive a statement describing the amount of benefit, the method or methods of payment, the timing of distributions and other information relevant to the payment of the benefit. What if my benefits are denied? Your request for Plan benefits will be considered a claim for Plan benefits, and it will be subject to a full and fair review. If your claim is wholly or partially denied, the Administrator will provide you with a written or electronic notification of the Plan’s adverse determination. This written or electronic notification must be provided to you within a reasonable period of time, but not later than 90 days after the receipt of your claim by the Administrator, unless the Administrator determines that special circumstances require an extension of time for processing your claim. If the Administrator determines that an extension of time for processing is required, written notice of the extension will be furnished to you prior to the termination of the initial 90 day period. In no event will such extension exceed a period of 90 days from the end of such initial period. The extension notice will indicate the special
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circumstances requiring an extension of time and the date by which the Plan expects to render the benefit determination. In the case of a claim for disability benefits, the Administrator will provide you with written or electronic notification of the Plan’s adverse benefit determination within a reasonable period of time, but not later than 45 days after receipt of the claim by the Plan. This period may be extended by the Plan for up to 30 days, provided that the Administrator both determines that such an extension is necessary due to matters beyond the control of the Plan and notifies you, prior to the expiration of the initial 45 day period, of the circumstances requiring the extension of time and the date by which the Plan expects to render a decision. If, prior to the end of the first 30-day extension period, the Administrator determines that, due to matters beyond the control of the Plan, a decision cannot be rendered within that extension period, the period for making the determination may be extended for up to an additional 30 days, provided that the Administrator notifies you, prior to the expiration of the first 30-day extension period, of the circumstances requiring the extension and the date as of which the Plan expects to render a decision. In the case of any such extension, the notice of extension will specifically explain the standards on which entitlement to a benefit is based, the unresolved issues that prevent a decision on the claim, and the additional information needed to resolve those issues, and you will be afforded at least 45 days within which to provide the specified information. The Administrator’s written or electronic notification of any adverse benefit determination must contain the following information: (a) The specific reason or reasons for the adverse determination; (b) Reference to the specific Plan provisions on which the determination is based. (c) A description of any additional material or information necessary for you to perfect the claim and an explanation of why such material or information is necessary. (d) Appropriate information as to the steps to be taken if you or your beneficiary want to submit your claim for review. (e) In the case of disability benefits: (1) If an internal rule, guideline, protocol, or other similar criterion was relied upon in making the adverse determination, either the specific rule, guideline, protocol, or other similar criterion; or a statement that such rule, guideline, protocol, or other similar criterion was relied upon in making the adverse determination and that a copy of the rule, guideline, protocol, or other similar criterion will be provided to you free of charge upon request. (2) If the adverse benefit determination is based on a medical necessity or experimental treatment or similar exclusion or limit, either an explanation of the scientific or clinical judgment for the determination, applying the terms of the Plan to your medical circumstances, or a statement that such explanation will be provided to you free of charge upon request. If your claim has been denied, and you want to submit your claim for review, you must follow the Claims Review Procedure in the next question. What is the Claims Review Procedure? Upon the denial of your claim for benefits, you may file your claim for review, in writing, with the Administrator.
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(a) YOU MUST FILE THE CLAIM FOR REVIEW NO LATER THAN 60 DAYS AFTER YOU HAVE RECEIVED WRITTEN OR ELECTRONIC NOTIFICATION OF AN ADVERSE BENEFIT DETERMINATION. HOWEVER, IF YOUR CLAIM IS FOR DISABILITY BENEFITS, YOU MUST FILE THE CLAIM FOR REVIEW NO LATER THAN 180 DAYS FOLLOWING RECEIPT OF NOTIFICATION OF AN ADVERSE BENEFIT DETERMINATION. (b) You may submit written comments, documents, records, and other information relating to your claim for benefits. (c) You will be provided, upon request and free of charge, reasonable access to, and copies of, all documents, records, and other information relevant to your claim for benefits. (d) Your claim for review must be given a full and fair review. This review will take into account all comments, documents, records, and other information submitted by you relating to your claim, without regard to whether such information was submitted or considered in the initial benefit determination. In addition to the Claims Review Procedure above, if your claim is for disability benefits, then the Claims Review Procedure provides that: (a) Your claim will be reviewed without deference to the initial adverse benefit determination and the review will be conducted by an appropriate named fiduciary of the Plan who is neither the individual who made the adverse benefit determination that is the subject of the appeal, nor the subordinate of such individual. (b) In deciding an appeal of any adverse benefit determination that is based in whole or part on medical judgment, the appropriate named fiduciary will consult with a health care professional who has appropriate training and experience in the field of medicine involved in the medical judgment. (c) Any medical or vocational experts whose advice was obtained on behalf of the Plan in connection with your adverse benefit determination will be identified, without regard to whether the advice was relied upon in making the benefit determination. (d) The health care professional engaged for purposes of a consultation under (b) above will be an individual who is neither an individual who was consulted in connection with the adverse benefit determination that is the subject of the appeal, nor the subordinate of any such individual. The Administrator will provide you with written or electronic notification of the Plan’s benefit determination on review. The Administrator must provide you with notification of this denial within 60 days after the Administrator’s receipt of your written claim for review, unless the Administrator determines that special circumstances require an extension of time for processing your claim. If the Administrator determines that an extension of time for processing is required, written notice of the extension will be furnished to you prior to the termination of the initial 60 day period. In no event will such extension exceed a period of 60 days from the end of the initial period. The extension notice will indicate the special circumstances requiring an extension of time and the date by which the Plan expects to render the determination on review. However, if your claim relates to disability benefits, then 45 days will apply instead of 60 days in the preceding sentences. In the case of an adverse benefit determination, the notification will set forth: (a) The specific reason or reasons for the adverse determination.
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