Shared Responsibility Payroll Import File Specification

Transcription

1 Health Compliance Shared Responsibility Payroll Import File Specification Creation Date: 03/19/2013 Modified Date: 09/16/2015 Version: v2.51 adp.com

2 Table of Contents Document Information... 3 Document Revisions... 3 Overview... 4 Payroll and HR Data Interface... 4 Glossary... 4 Historical Data... 5 Fields Included on the Interface... 5 File Naming Convention Correcting Bad Payroll Files Appendix

3 Document Information Document Revisions Version Date Author Description /16/2015 Chris Murphy Updated COID to Organization OID (COID) and its note Added Client Identifier note Updated AOID to Associate OID (AOID) and its note Added Employee Identifier note Updated Company Code to a Required if field Updated SSN to a Required field Updated Date of Hire note Updated Status to Employment Status and its note, added valid value R = Retired Added Status Effective Date note Updated Work State Code to Primary Work State Code and its note Updated FT/PT Indicator to HR Status (FT/PT Indicator) Updated Hours Code to a Required if field and its field length Updated Annual Salary note Updated Calendar Year for End of Year Box 1 W2 Wages, End of Year Box 1 W2 Wages, and Current YTD Box 1 W2 Wages to Required for W2 Safe Harbor fields Updated File Naming Conventions and added examples /06/2015 Chris Murphy No Changes /06/2015 Chris Murphy Initial Document 3

4 Overview One of the major provisions of the Affordable Care Act (ACA) is the Employer mandate for providing coverage to Full Time employees (30 or more hours/week) or risk a penalty. The ADP Health Compliance system will be used to determine the Full Time status of employees. This document provides the specifications and information necessary for successfully loading Payroll data into the ADP Health Compliance system. Payroll and HR Data Interface The ADP Health Compliance system allows data to come from multiple sources. A client may have HR and Payroll data maintained in a single system. For others, the HR and Payroll data may be maintained in separate systems. This interface may be used to provide only Payroll related data (e.g., Hours) or both HR and Payroll related data. If only Payroll data is provided on this interface, it is expected that the HR data will be provided on a separate interface in accordance with the ADP Health Compliance HR File Import Specification. Best Practice Recommendation for Health Compliance Comprehensive and Foundations: Separate Payroll and HR files so that the ADP Health Compliance system receives daily HR data. Glossary This section defines key terms used in this document. Term Full Time Employee Full Time HR Status Definition This status is used to determine if an employee is Full Time according to the ACA requirements. The label of full time here can be misleading. The new federally defined test for average service hours >= 30 hours per week defines eligibility for employer medical plans, but does not categorize an employee as full time in broader terms for purposes of other benefit eligibility, vacation accrual level, etc. This is the Full Time status that clients may use in their HR/Payroll systems. This is typically used by clients to determine eligibility for many benefit plans (e.g., medical, vision, FSA, Life, AD&D, disability, etc). 4

5 Historical Data In addition to producing the interface for ongoing payrolls, historical payroll data will be needed to support the Shared Responsibility Full Time Status calculation. The ADP Health Compliance system will require payroll data for all employees back to the first pay cycle in October Historical data may be provided in a single file or in multiple files for a client. Fields Included on the Interface Hours: For any given Payroll system, ADP will support either of the following methods: 1) Payroll system accumulates Paid Hours for the pay period and provides one record with the Total Paid Hours for each employee. The Payroll system will be responsible for determining which hours are to be used in the Full Time Status calculation (definition of Paid Hours is below). 2) Payroll system sends all Paid Hours for the pay period along with codes identifying the type of hours for each employee. This will require a separate record per Hours Code for the pay period for each employee. Definition of Paid Hours Hours for which the employee was or will be compensated, but also including unpaid leave hours related to FMLA, USERRA, or Jury Duty if not being sent via the Leave of Absence Import. Does not include compensated hours worked outside of the United States or as a contractor. Note: Although hours paid for illness are to be included, if a client provides a payout for accumulated sick time (that was not taken), the accumulated sick time payout should not be included. 5

6 Below are the fields that may be provided on the interface from the Payroll system. The format of the file is pipe delimited ( ). Field Field Required/Optional Maximum Field Length 1. Organization OID Required if Client 16 (COID) Identifier is not provided 2. Client Identifier Required if COID is 16 not provided 3. Associate OID Required if this is 16 (AOID) the identifier of an employee 4. Employee Identifier Required if this is the identifier of an employee 5. Employee File 16 Optional Company Code Required if Hours Code has multiple definitions Notes The 16 character company GUID assigned by ADP. The NetSecure ID assigned by ADP. The unique 16 character GUID assigned to the employee by ADP for crossplatform linking. For non-adp systems, this should not be used (leave empty). The Employee ID assigned to the employee by the client system of record. This field should be populated if it exists in Payroll system.. Also, this is used if an Hours Code could have two different meanings for an employer. For example, if an employer has two divisions and each division has its own set of hours codes each with different meanings, this field should be populated with the division. 7. SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX 8. Employee First Required 50 Name 9. Employee Middle Name Optional 50 6

7 Field Field Required/Optional Maximum Field Length 10. Employee Last Required 50 Name 11. Gender Required 1 Notes Valid Values: M = Male F = Female U = Unknown 12. Date of Birth Required 10 Format: MM/DD/CCYY 13. Date of Hire Required 10 Format: MM/DD/CCYY If employee is hired for the first time, this should be the original Date of Hire. 14. Employment Status Required 1 If employee has been rehired by the company, this should be the most recent Date of Hire. Valid Values: A = Active T = Terminated L = Leave D = Deceased R = Retired If unable to map to these ADP values in the interface, clients can pass their system values and map to these values within the ADP Health Compliance system. 7

8 Field Field Required/Optional Maximum Notes Field Length 15. Status Effective Date Required 10 Format: MM/DD/CCYY The date the Employment Status first became effective. If Status = A, this should be the first date as an active employee. If Status = T, this should be the Date of Termination (last day worked). If Status = L, this should be the first date on leave. If Status = D, this should be the date of death. 16. Filler Optional 1 No longer used. 17. Filler Optional 10 No longer used. 18. Primary Work State Code Optional 2 The employee s primary work state abbreviation. 19. Pay Type Required Location Code Optional 50 Valid Values: S = Salaried H = Hourly 8

9 Field Field Required/Optional Maximum Field Length 21. Union Indicator Optional 1 Notes Valid Values: Y = Yes (Employee is Union) N = No (Employee is Non- Union) 22. Union Code Optional 50 The code identifying a specific union. 23. HR Status (FT/PT Indicator) Optional 1 Valid Values: F = Full Time P = Part Time 24. Pay Group Optional Home Department Optional Federal Employer Identification (FEIN) Required 10 Format: Or

10 Field Field Required/Optional Maximum Field Length 27. Branch Optional Cost Optional 50 Notes 29. Standard Weekly Hours Optional 6 Numeric Format: XXX.XX Weekly equivalent of standard (scheduled) hours. This field represents expected hours not actual hours worked. 30. Pay Period Begin Date Required 10 Format: MM/DD/CCYY 31. Pay Period End Date Required 10 Format: MM/DD/CCYY 32. Frequency Required 1 Valid Values: W = Weekly B = Bi-weekly S = Semi-monthly M = Monthly D = Daily A = Annual Q = Quarterly 33. Hours Code Required if type of hours is identified for each record 10 This is used to identify the type of hours on this record. Code is specific to the Payroll system and client. 10

11 Field Field Required/Optional Maximum Field Length 34. Total Hours Paid for Required 8 Pay Period Numeric Notes Format: XXXX.XX -XXXX.XX 35. Hourly Wage Rate Required if Annual Salary is not provided 14 Numeric May be negative value. If negative, precede value with minus sign. If Hours Code is provided, this is the total number of hours paid during the pay period that is associated with the Hours Code. If Hours Code is not provided, this is the total number of hours paid during the pay period. Format: XXXXXXXXX.XXXX The hourly base wage rate. It should not include bonus, overtime, etc. Either Hourly Wage Rate or Annual Salary should be provided for an employee. 36. Wage Rate Effective Date Required if Hourly Wage Rate is provided If both are provided for an employee, system will use the Pay Type code to determine which field will be used in calculations. 10 Format: MM/DD/CCYY The effective date for the Hourly Wage Rate. 11

12 Field Field Required/Optional Maximum Field Length 37. Annual Salary Required if Hourly 12 Wage Rate is not Numeric provided Notes Format: XXXXXXXXX.XX The annual salary wage base rate. 38. Salary Effective Date Required if Annual Salary is provided Either Hourly Wage Rate or Annual Salary should be provided for an employee. If both are provided for an employee, system will use the Pay Type code to determine which field will be used in calculations. 10 Format: MM/DD/CCYY 39. Calendar Year for End of Year Box 1 W2 Wages 40. End of Year Box 1 W2 Wages Required for W2 Safe Harbor Required for W2 Safe Harbor 4 12 Numeric The effective date for the Annual Salary. The previous calendar year. Format: XXXXXXXXX.XX 41. Current YTD Box 1 W2 Wages Required for W2 Safe Harbor 12 Numeric 42. Payroll Optional Payroll Batch Required Payroll Year Optional Payroll Week Optional 2 The previous calendar year wages. Format: XXXXXXXXX.XX May be used as Payroll Identifier. May be used as Payroll Identifier. If a payroll is rerun to correct a bad payroll, the Payroll, Batch, Year, and Week should be the same for the two payrolls to override the previous bad payroll. May be used as Payroll Identifier. May be used as Payroll Identifier. 12

13 File Naming Convention Multiple clients cannot be included in a single file. Each file should represent data for a single client. The Payroll Import file should be sent to ADP utilizing the following file naming convention: Historical Data File <COID>_<NETSECUREID>_HistoryPayrollData_YYYYMMDD_HHMMSS.txt Example: 0R8JLMSFMN04078L_COMPANYABC_HistoryPayrollData_ _ txt The Historical Data file may contain multiple Payroll Batch s. Ongoing Data File <COID>_<NETSECUREID>_PayrollData_YYYYMMDD_HHMMSS.txt Example: 0R8JLMSFMN04078L_COMPANYABC_PayrollData_ _ txt For the current release, it is assumed that the Ongoing Data file contains records for a single Payroll Batch. NOTE NetSecure ID is a case sensitive unique, different than the COID. Both the NetSecure ID and COID shall be provided to the client/vendor by ADP. The date time stamp represents the date and time the file was created. 13

14 Correcting Bad Payroll Files Historical Data File It is expected that the Historical data file is accurate and rollbacks of bad payroll files will not be needed. If some of the Payroll Batches in the Historical data file need to be rolled back, manual intervention within the ADP Health Compliance system will be needed to purge the records. Ongoing Data File An optional Header record may be included on the file to indicate that a previous Payroll Run is bad and should be purged. The syntax for the Header record is: HDR:PURGE:<BATCH_ID> If used, this record must be the first record on the file. If this Header record does not exist on a file or the BATCH_ID does not match any Payroll Batch from a previous ongoing file, no payroll data will be purged. If this Header record exists and the BATCH_ID matches a Payroll Batch from a previous ongoing file, all of the payroll data from the previous ongoing file with the same Payroll Batch will be purged. Appendix Sample Data 0R8JLMSFMN04078L WB LAURA CROFT F 05/01/ /14/2000 A 01/14/2000 CA H Y UCODE F PAYGRP BRANCH /18/ /31/2013 B RG /14/ R8JLMSFMN04078L WB LAURA CROFT F 05/01/ /14/2000 A 01/14/2000 CA H Y UCODE F PAYGRP BRANCH /18/ /31/2013 B OT /14/ R8JLMSFMN04078L WB LAURA CROFT F 05/01/ /14/2000 A 01/14/2000 CA H Y UCODE F PAYGRP BRANCH /18/ /31/2013 B 1PS /14/ R8JLMSFMN04078L WB JOSEPH R DOE M 10/01/ /22/2000 A 10/01/1980 CA H Y UCODE F PAYGRP BRANCH /18/ /31/2013 B RG /22/