Affordable Care Act Initialization Process

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ACA Initializition Process

To assist you with the initial coding of your employees who have worked for you , TempWorks will be running an initial process on your database the night of October 1, 2014.

*Note - You must have your administration section ACA periods set up prior to the night of 10/1/2014.  If you do not have this set up, the initialization process will be unable to process the calculations and initialization will not be performed on your employee records.

*Note - If you are not live on an ACA compatible version of TempWorks by 10/1/2014, this initialization process can be run manually on your system.  Please contact product support to request the initialization of your ACA employee coding.

What the Initialization Process Will Do

The initialization process will:

1. Clear out any ACA hire dates that have been coded on the employee ACA coding section:

2. Clear out any previously calculated cycles and dates if hire date was previously entered.  (Last eval, admin status, insurance due, next eval...)

3. Add hire date to the employee ACA coding section based on the timecard history that exists in the TempWorks Enterprise database.

a. Hire date = The first day of the first week the employee was paid.  If there was a break in service per the ACA break in service rules, the hire date is the first day of the first week they were paid after the last break in service.

What the Initialization Process Will NOT Do

The initialization process will not:

1. It will not clear out any insurance statuses that existed on the employee records at the time the initialization is performed.

2. It will not insert a hire date for any employees who are assigned on their first assignment but have not yet been paid at the time of the initialization process.  You will want to identify any employees who fall into the above criteria and after 10/1/2014 enter their hire date in the ACA employee coding section.  (Employee/pay setup)

*Note - If you do not code an employee who meets the above criteria you will receive a warning during payroll proofing that the employee does not have an ACA hire date.

Coding Employees After the Initialization Process

After the initialization process has been completed you will want to identify those employees who should be coded as full time and offered insurance and those who should be coded as part time with an insurance status of not eligible.

The Affordable Care Act reports in TempWorks Enterprise will be useful in identifying these two groups of employees.

The ACA lookback reports can be used to identify the employees who, based on your selected transitional measurement period, qualify as full time status and should be coded with and ACA status of full time and offered insurance.

To identify these employees, run the Affordable Care Act benefit lookback list report using your transitional measurement period dates, selecting show current assigned employees, group by employee and entering 30 into the average hours >= field:

To identify the employees who are currently assigned but who do not qualify as full time (average 30 hours during the transitional measurement period), run the ACA employee details report with the criteria displayed below.  

*Note - You may also choose to run this report using the average hours min = 0 and average hours max = 29.99.

*Note - The approaching FTE and not FTE status for the employee is calculated based on the employee average hours during the measurement period for which they are in.

How and When are Employee ACA Cycle Dates Calculated

The employee ACA cycle dates are automatically calculated in your database each night during a procedure called daily maintenance.

  • Measurement period
  • Insurance due date
    • ​Execute date must be between admin period start and end date, thus you will start to see these populated during the administrative period
    • The insurance offer response must have a non decline reason, ie:  accepted or offered
  • Next evaluation
  • Admin period status
  • Break in service
    • ​If an ACA defined break in service is calculated, this will end the cycle for an employee, clear out the ACA hire date and require a rehire to occur
    • This date will clear out 2 weeks after the break in service criteria is met to accommodate for biweekly payroll and late timecards

 

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