From the Payroll or Human Resources screen, select the Maintenance menu and then Employees.
Note: If desired, to access the Employee File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Employees.
Select the Options menu and then Adjust Affordable Care Act Hours Data.
At the Adjust Affordable Care Act Hours Data screen, enter the start date of the measurement period for which to adjust the data in the Measurement Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
To adjust only the newly hired employees (those with an initial measurement start date within the selected measurement period), select the New Hires field; otherwise, to adjust only the ongoing employees, leave the New Hires field unselected. A checkmark will appear in the box if the field is selected.
Complete the Adjust section as follows:
If applicable, select the Copy Previous Year field to copy the data in the Exempt From Tracking Hours, Report As Full Time, Service Break, Service Break Weeks, and Benefit Status fields as entered in the Employee File from the prior year's measurement period for the employees. A checkmark will appear in the box if the field is selected.
Note: If the measurement period
specified in the Measurement Start Date field is the first
measurement period being tracked in the system, or the New Hires field
is selected, the Copy Previous Year field is disabled.
Tip: If
the Copy Previous Year field is selected, the remaining fields in the
Adjust section will be disabled since all the data will be copied from
the prior year.
To update the status for the Exempt From Tracking Hours field located on the ACA Hours screen in the Employee File for the employees, select the Exempt From Tracking Hours field, and then select the appropriate status (Exempt or Non-Exempt) in the input field to the right of the field (or click the down-arrow button to select the correct one). A checkmark will appear in the box if the field is selected.
To update the status for the Report As Full Time field located on the ACA Hours screen in the Employee File for the employees, select the Report As Full Time field, and then select the appropriate status (No or Yes) in the input field to the right of the field (or click the down-arrow button to select the correct one). A checkmark will appear in the box if the field is selected.
If the New Hires field is selected, the Initial Benefit Status field is enabled. If applicable, select the Initial Benefit Status field to update the status for the Initial Benefit Status field located on the ACA Hours screen in the Employee File for the employees, and then select the appropriate status (Accepted, Declined, or Ineligible) in the input field to the right of the field (or click the down-arrow button to select the correct one). A checkmark will appear in the box if the field is selected.
If the Initial Benefit Status field is selected and completed with Accepted or Declined, the Initial Benefit Eligibility Date field will be selected by default in order to update the date in the Initial Benefit Eligibility Date field located on the ACA Hours screen in the Employee File for the employees (a checkmark will appear in the box for the Initial Benefit Eligibility Date field and it cannot be changed). If applicable, enter the date in which the employee is eligible for the health insurance benefits during the initial measurement period (whether accepted or declined) in the input field to the right of the Initial Benefit Eligibility Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
To update the status for the Service Break field located on the ACA Hours screen in the Employee File for the employees, select the Service Break field, and then select the appropriate status (No, Override, or Yes) in the input field to the right of the field (or click the down-arrow button to select the correct one). A checkmark will appear in the box if the field is selected.
If the Service Break field is selected with Override specified as the status, the Service Break Weeks field will be selected by default in order to adjust the number of weeks entered in the Service Break Weeks field located on the ACA Hours screen in the Employee File for the employees (a checkmark will appear in the box for the Service Break Weeks field and it cannot be changed). If applicable, enter the number of weeks to update for the employees for the break in service in the input field to the right of the Service Break Weeks field. The number must be 0 or from 4 to 52 (no decimals).
Tip: A break in service is defined within the Affordable Care Act guidelines as at least 4 consecutive weeks during which an employee is not working and is not credited with any hours of service (such as from vacation or sick leave, etc.), and is applicable for educational organizations only. When calculating the total hours per week average for a measurement period for an employee with a service break, an employer can either exclude the service break weeks in the computation, or treat the employee as credited with hours of service for the service break at a rate equal to the average hours per week rate when the employee was working, with a maximum of up to 501 hours of service credited for service break periods in a calendar year. The School Accounting System uses the second method of crediting hours of service for the service break, up to 501 hours of service.
To update the status for the Benefit Status field located on the ACA Hours screen in the Employee File for the employees, select the Benefit Status field, and then select the appropriate status (Accepted, Declined, or Ineligible) in the input field to the right of the field (or click the down-arrow button to select the correct one). A checkmark will appear in the box if the field is selected.
Click the Display button to select the employees for which to adjust the data.
The employees that can be adjusted appear in the Employee Selection List on the bottom of the screen. If the New Hires field is selected, only the employees hired within the selected measurement period appear; otherwise, if the New Hires field is unselected, only the ongoing employees appear. The information currently entered into the applicable fields on the ACA Hours screen in the Employee File appear under Existing Values for each employee, while the new values to be updated in the fields appear under New Values. Specify the employees for which to adjust by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Note: If needed, the fields under New Values can be adjusted if they appear in white (rather than gray).
Click the Execute button.
A message will appear in the status bar at the bottom of the screen once the option is complete.