Maintaining Your ACA Records

Keep records organized and regularly update employee information to enhance the efficiency of year-end ACA reporting. Proactively managing your records streamlines the filing process, ensures all necessary information is readily available, maintains compliance, and improves the overall reporting experience.

Cost & Compliance Records
New Hires
Rehires and Qualified Events
Employee Dependents – Self-Insured Plans Only
Review Your Records

 

Cost & Compliance Records

Upon confirming your annual medical insurance plan renewal, it is critical to add the new ACA plan year information for your lowest-cost single plan.

Cost and Compliance records can be updated by navigating to HR Admin (module) → ACA Center → Setup → Cost & Compliance.

Once you have set up your new Cost and Compliance record(s), assign the applicable ACA Employee Group to the record(s) to finalize this step.

 

New Hires

When adding new hires to the system, be sure to assign each new hire to an ACA Employee Group and ACA status.

This step is completed in the HR Admin (module) → Hire Employees → Add New Employee and will be the last section of Add New Employee, after entering tax information.

 

Rehires and Qualified Events

Add new ACA Status records to individual employees who were rehired or had a Qualifying Event during the calendar year that affected their ACA Status or ACA Participation in your Company’s Medical plan. Qualifying Events can include marriage, divorce, birth of a child, and loss of medical coverage.

Employee Status Records can be updated in the HR Admin (module) → ACA Center → Employee Status.

 

Employee Dependents – Self-Insured Plans Only

For companies that administer a self-insured health plan, covered dependents must be added for all employees enrolled in the health insurance plan.

 

Review Your Records

ACA Reports can be found in the HR Admin → ACA Center → Reporting. Helpful reports include:

• ACA - Validation: This report will identify potential errors in your ACA data that may need editing before end-of-year filing and 1095-C distribution. To fix these potential errors, please refer to our ACA Validation Errors article.
• ACA – Employee Status: This report will give you a full list of status records for employees. These records should be audited for accuracy.
• ACA – Dependent Status: This report is only used if your health insurance plan is self-insured. This report can be used to audit and ensure all covered dependents have been correctly added for your enrolled employees.