Steps
to Print a ReportNote: Complete the instructions below throughout and at the end of the measurement period to view the hours worked for the new employees and determine if they are considered full time or trending towards full time, and to also quickly view new employees who are currently in their administrative period.
From the Payroll screen, select the Government Reporting menu and then Affordable Care Act (ACA) Hours Tracking.
At the Affordable Care Act (ACA) Hours Tracking screen, click the New Hires tab.
Enter the starting date of the measurement period to use as the basis for which newly hired employees to display in the Measurement Start Date field (only the employees tracked as new hires who have an initial measurement start date within the date range of the specified measurement period will appear). Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: Only the measurement periods that were created on the Report Options tab (in the Affordable Care Act (ACA) Hours Tracking option) are available to be entered in this field.
Enter the number of average hours per week to use as the value for when to consider employees as trending towards working full time (getting close to working an average of 30 hours per week) in the Trending Hours field. Initially, 28 will appear in the field by default, but it can be changed. The employees who work an average of the number of weekly hours specified in this field or higher will have the Trending Full Time field selected.
Click the Display button.
The New Hires List appears showing the employees who are defined to be tracked as new hires (the Track as ACA New Hire field was selected for the applicable Hire/Rehire Date on the Employment screen) and have an initial measurement start date within the date range of the specified measurement period. To view only the newly hired employees who do not have the Exempt From Tracking Hours field or the Report As Full Time field selected, and had the Initial Benefit Status field (and Benefit Status field, if applicable) completed with Ineligible or left blank, click the Display Non-Exempt Employees without Benefit Status button located above the New Hires List. To view only the newly hired employees who are currently in the administrative period (have an administrative period start date prior to the current computer date and an administrative period end date after the current computer date), click the Display Current Administrative Period button. To view all the newly hired employees with an initial measurement start date within the date range of the specified measurement period, click the Display All button. By default, the Display Non-Exempt Employees without Benefit Status button is selected. If desired, change the filters to modify the employees displayed here.
Tip: By default, the employees are listed on the screen by order of Hire Date.
For each employee that displays, the following information appears:
The Exempt From Tracking Hours, Report As Full Time, Initial Benefit Status, Initial Benefit Eligibility Date, and Benefit Status fields reflect the information from those fields as defined for the employee on the ACA Hours screen in the Employee File and cannot be changed.
If applicable, the number of service break weeks defined for the employee on the ACA Hours screen in the Employee File, or the default service break weeks defined on the Report Options tab in the Affordable Care Act (ACA) Hours Tracking option, appears in the Service Break Weeks field. If the employee does not have a break in service, 0 appears in this field.
If applicable, the number of unpaid leave weeks for FMLA, USERRA, or jury duty defined for the employee on the ACA Hours screen in the Employee File appears in the Special Unpaid Leave Weeks field. If the employee did not have special unpaid leave, 0 appears in this field.
The total number of hours the employee has worked during the specific measurement period appears in the Hours Worked field.
The applicable dates for the employee appear in the appropriate date fields under New Hire Dates.
If an employee has multiple hire dates that fall within the selected measurement period, the Duplicate field under New Hire Dates will be selected indicating the employee has multiple records displaying.
The Through Last Worked Date field displays the Last Worked Date from the latest posted or unposted payroll calculation batch if the current computer date is within the measurement period; otherwise, if the current computer date or the Last Worked Date from the latest posted or unposted payroll calculation batch is after the end of the measurement period, the date will be the Measurement End Date of the measurement period.
The To Date Weeks field displays the number of weeks from the Measurement Start Date through the date shown in the Through Last Worked Date field.
The Hours Per Week field under With Service Break reflects the average hours per week from the beginning of the measurement period through the date in the Through Last Worked Date field, and including the service break and special unpaid leave weeks in the calculation, if applicable. To see the details for calculating the average hours per week including the service break and special unpaid leave weeks, click the Go To button.
If the employee is considered to be working full time based on the number in the Hours Per Week field under With Service Break (is 30 or greater), a checkmark will appear in the Full Time field under With Service Break.
If the employee is trending towards working full time based on the number in the Hours Per Week field under With Service Break (is equal to or greater than the number entered in the Trending Hours field located at the top of the screen), a checkmark will appear in the Trending Full Time field under With Service Break.
The Hours Per Week under Without Service Break reflects the average hours per week from the beginning of the measurement period through the date in the Through Last Worked Date field, and excluding the service break weeks but including the special unpaid leave weeks in the calculation, if applicable. To see the details for calculating the average hours per week excluding the service break weeks and including the special unpaid leave weeks, click the Go To button.
If the employee is considered to be working full time based on the number in the Hours Per Week field under Without Service Break (is 30 or greater), a checkmark will appear in the Full Time field under Without Service Break.
If the employee is trending towards working full time based on the number in the Hours Per Week field under Without Service Break (is equal to or greater than the number entered in the Trending Hours field located at the top of the screen), a checkmark will appear in the Trending Full Time field under Without Service Break.
Note: If applicable, the hours from Payroll checks (or direct deposit stubs) that were voided are excluded.
To view the detailed earnings records (including the number of hours worked) for an employee, click the plus sign (+) in the box in front of the employee. The payroll earnings information will appear with each payroll calculation batch (and pay period entry or employee absence batch) and pay code listed as a separate entry. If needed, make the desired changes to the entries.
To adjust the number of hours worked, click in the Hours Worked field (column) for the desired entry and key the new number of hours worked (will be rounded to 4 decimal places).
If applicable, to change the starting or ending date, click in the Start Date or End Date field (column) for the desired entry and then enter the correct date. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
To not have the hours worked for an entry tracked for the Affordable Care Act (ACA) Hours Tracking option (will still be tracked for inclusion on the other applicable government reports, such as retirement and unemployment reports), select the Exclude Contract Hours From ACA Tracking field. A checkmark will appear in the box if the field is selected. The Exclude Contract Hours From ACA Tracking field is only applicable for entries for contract pay codes, and the field will be selected or unselected by default, based on whether or not the Exclude Contract Hours From ACA Tracking field was selected when completing the payroll calculation for the entry.
Tip: Typically, the Exclude Contract Hours From ACA Tracking field is selected for entries during the summer months if a contract employee who is defined with a service break (on the ACA Hours screen in the Employee File) is getting paid while on break; for example, select the field for the appropriate entries that paid the June, July, and August wages for a contract employee who is defined with a service break for the summer months.
Click the Save button to save any changes.
Note: Only the Hours Worked, Start Date, End Date, and Exclude Contract Hours From ACA Tracking fields that appear in white (rather than gray) can be adjusted.
If desired, to view a graphical diagram of the specified measurement period, the next measurement period, and the initial measurement periods for all the employees displayed on the screen, along with the administrative and stability periods, click the Timeline button.
To print the information for the newly hired employees, print one of the applicable reports available under the Reports menu from within the Affordable Care Act (ACA) Hours Tracking option, or if desired, export the information in the New Hires List to a file using the Export Grid option.