Health Compliance. HR Import File Specification. Creation Date: 04/21/2014 Modified Date: 06/13/2016 Version: 3.0

Transcription

1 Health Compliance HR Import File Specification Creation Date: 04/21/2014 Modified Date: 06/13/2016 Version: 3.0

2 Table of Contents Table of Contents... 2 Document Information... 3 Document Revisions... 3 HR Data Interface... 6 Historical (Initial Load) File... 6 Ongoing Files (Full File, with changes)... 6 Ongoing Files: Which Employees Should be Included?... 7 Frequency of Data... 7 Clearing a Data Element for an Employee... 7 File Naming Convention... 8 Companion Documentation... 8 s Included on the Interface... 8 Client and File Identifiers... 8 Employee Identifiers... 9 Employment Status Data Indicative Employment Data Employment Wage Data Employee Contact Information Appendix

3 Document Information Document Revisions Version Date Author Description /13/2016 J. Johnson Added historical file instructions Ongoing file enhanced instructions Added file Source Info tags (optional) <FileType>, <SourceSystem>, <SourceSystemVersion>, <SpecVersion>, <Environment>, <ContactName> Added reference to file spec companion document SSN Added preferred format TermDate enhanced notes EmploymentStatus enhanced notes, including historical sort order ExpectedACAStatus enhanced notes EffectiveDateOfIndicativeData enhanced notes WorkState enhanced notes HourlyRate enhanced notes AnnualSalary enhanced notes Sample Data updated layout /20/2015 C. Murphy Added test file naming convention /16/2015 C. Murphy Changed Organization OID (COID) to a Required if field and updated its note 3

4 Changed Client Identifier to a Required if field, updated its XML tag and its note Added Associate OID (AOID) note Changed Employee Identifier to a Required if field, updated its XML tag, and added its note Added Employment Status valid value R = Retired and its note Updated Union Indicator, Common Law Employee, and Phone Number Extension XML tags Updated Mailing Address State field name and its length Updated Mailing Address Zip Code field length and added its note Updated Mailing Address Zip Extension field length Added Mailing Address Country Code Updated File Naming Convention and added example /31/2015 C. Murphy Added Employment Wage Data section Added Expected ACA Status Added Expected ACA Status Effective Date Added Date of Termination Changed HR Status (FT/PT Indicator) to Required field Added FEIN formatting note 4

5 2.2 01/30/2015 C. Murphy Initial Document 5

6 Overview The ADP Health Compliance system provides data synthesis, monitoring, analytics and managed service around Affordable Care Act (ACA) compliance. This guide provides the specifications and information necessary for successful file transmission for files from your Human Resources (HR) system to the ADP Health Compliance system. HR Data Interface Historical (Initial Load) File A historical HR file must be received and loaded for every ADP Health Compliance implementation. The historical file is only required one-time. Records in the historical file must be grouped by employee and ordered oldest to most current (top to bottom) within the file. A new record should be written to the historical file anytime there was a change in data (employee status, ad dress, expected ACA status, rate of pay (if being sent on the HR interface), etc). Determining how far back to extract HR history. Information for all employees should be pulled from 3 months prior to the first ongoing measurement period being processed with ADP Health Compliance. Example: If the first ongoing measurement period setup in ADP HC begins 10/3/2014, then the HR historical file should include all records with employment status and effective dates as of 7/3/2014 (and all subsequent changes, to current). If an employee is Active as of 7/3/2014 and the most recent change the employee experienced was a rehire event on 4/15/2014, then the first record in the HR historical file for this employee would be as of 4/15/2014. The file would also contain all changes from that point, to current. Ongoing Files (Full File, with changes) The ADP Health Compliance system will accept full files (top of stack), including changes since the last ongoing HR file was produced. A full file consists of all employees that are active or on leave and any recent terminations. Example: Ongoing HR file sent to ADP on April 9 th : John Smith s record was on this file, currently an active employee. April 11 th : A termination for John Smith is keyed into the HR system April 12 th : John Smith was rehired into another division and received a pay adjustment. 6

7 Ongoing HR file sent to ADP on April 13 th : The file contains two records for John Smith o Record #1: Terminated status and updated status effective date o Record #2: Active status (including new effective date), updated recent date of hire and updated pay rate/effective date. Example 2: Ongoing HR file sent to ADP on April 9 th : John Smith s record was on this file, currently an active employee. No changes are made to John Smith s record between 4/9 and 4/13 Ongoing HR file sent to ADP on April 13 th: John Smith s record is on this file, with the same information as the file on April 9 th. Ongoing Files: Which Employees Should be Included? All active employees and those currently on a leave of absence should be included on the file. Terminated employees (e.g., terminated, retired, deceased, etc) should be included in at least one file. ADP prefers that they be included in all files for at least for one month to ensure accurate reporting. Frequency of Data In order to perform accurate eligibility and affordability calculations, as well as annual filings, it is very important that the ADP Health Compliance system have timely, relevant data. It is required that the HR system send data to the ADP Health Compliance system daily. Clearing a Data Element for an Employee In the event where a field was previously reported to the ADP Health Compliance system and is subsequently empty, the field will need to be cleared. To clear a field, the XML tags should be included on the file and should not include data between the tags. Note: If the HR system is not able to track removal of data elements on an employee record, preferred solution is to include an XML tag for all fields in the HR interface, on all records. Refer to example. Example: An employee is in a Union as of January 1, The employee is included on the interface with a Union Code tag and a value. 7

8 On June 1, 2016, the employee moves to a non-union status. The Union Code now is empty. To ensure the data is processed accurately, the Union Code tag should be included on the interface for this employee without any data between the tags. This will result in the Union Code being cleared for the employee. File Naming Convention Please reference the SDG transmission summary document provided by the ADP Implementation Specialist. Companion Documentation This is a supplemental document which outlines scenarios, provides schema examples and additional information related to the elements contained in the specification. s Included on the Interface Below are the fields that may be provided on the interface from the HR system. The format of the file is XML. Client and File Identifiers Length Organization OID Required 16 The 16 character (COID) company ID assigned by ADP. Client Identifier 16 The NetSecure ID assigned by ADP. File Type 1 H Historical F Full O - Other Source System 100 The name of the system the data is being sent from (examples: SAP, ClientInfo OrganizationOID ClientInfo ClientId ClientInfo - FileType ClientInfo - SourceSystem 8

9 PeopleSoft, Enterprise) Source System Version 100 Name or Version of the source system Spec Version 50 The version of the file spec the extract was coded to Environment 10 Source of the data in the file, Production or Test environment Contact Name 50 Name or UserID of the system or person who ran the export. ClientInfo SourceSystemVersion ClientInfo SpecVersion ClientInfo Environment ClientInfo - ContactName Employee Identifiers Associate OID (AOID) Length 16 A unique 16 character GUID assigned to the employee by ADP. AssociateOID Employee Identifier Required if this is the identifier of an employee ADP internal only 16 The Employee ID assigned to the employee by your HR system of record. SSN Required 11 Format: XXXXXXXXX (preferred) Or XXX-XX-XXXX Employee_ID SocialSecurityNumber 9

10 Employee First Name Required 50 EmployeeFirstName Employee Middle Name 50 EmployeeMiddleName Employee Last Name Required 50 EmployeeLastName Gender 1 Valid Values: M = Male Gender F = Female U = Unknown Date of Birth Required 10 Format: MM/DD/CCYY BirthDate 10

11 Employment Status Data Most Recent Date of Hire Length Required 10 Format: MM/DD/CCYY If employee is hired for the first time, this should be the original Date of Hire. If employee has been rehired by the company, this should be the most recent Date of Hire. RecentHireDate Original Date of Hire Required 10 Format: MM/DD/CCYY PreviousHireDate Date of Termination Condition ally Required Provide in ongoing file, if employee is or was terminated If employee is hired for the first time or has been rehired by the company, this should be the original Date of Hire. 10 Format: MM/DD/CCYY If passed on the file, this should be the first day the terminated status was in effect. Historical HR File TermDate 11

12 Length If passed on the historical file, this value will be ignored. Employment history will be built based on employee status changes and effective dates. Ongoing HR File If employee has ever terminated service with the company, this should be the most recent Date of Termination, as of the export date of the ongoing HR file. Employment Status Status Effective Date Required 1 Valid Values: A = Active T = Terminated L = Leave D = Deceased R = Retired If unable to map to these ADP values in the interface, system of record values can be passed, then mapped to valid values within the ADP Health Compliance system. Required 10 Format: MM/DD/CCYY EmploymentStatus StatusEffectiveDate 12

13 Length Expected ACA Status The date the Employment Status first became effective. 2 Valid Values: FT = Full Time PT = Part Time If this information is not provided, Forms 1095-C for ACA FT new hires and rehires will not be produced. This is used to identify the expected ACA status of employees when they are hired. Employees that are reasonably expected to average 30 or more hours of service per week MUST have an expected ACA status of FT. ExpectedACAStatus Expected ACA Status Effective Date Condition ally Required (if Expected ACA Status If field is not valued, system assumes PT 10 Format: MM/DD/CCYY This is the effective date of the expected ACA Status. ExpectedACAStatusEffe ctivedate 13

14 field is valued) Length Indicative Employment Data Effective Date of Indicative Data Length 10 Format: MM/DD/CCYY Applies to all data in this section and the name fields on this import. EffectiveDateOfIndicative Data Primary Work State Code* (see notes regarding system functionali ty) 2 The employee s primary work state abbreviation. If this field is blank, ADP HC uses the Federal Poverty Level of the mainland US, for the FPL safe harbor test. WorkStateCode Pay Type* Required 1 Recommended Values: S = Salaried H = Hourly PayType Other values are accepted and will need to be mapped within ADP HC. 14

15 Length Union Indicator* 1 Valid Values: Y = Yes (Employee is Union) N = No (Employee is Non-Union) Union Code* Condition 20 The code identifying ally a specific union. Required Must be valued if HR Status (FT/PT Indicator) Union Indicator is Y Required 1 Recommended Values: F = Full Time P = Part Time Employee Type 1 Valid Values: R = Regular T = Temporary S = Seasonal C = Contractor UnionInd UnionCode HRStatus EmployeeType Federal Employer Identification Number (FEIN)* Required 10 Format: OR FederalEIN Job Title 50 JobTitle Common Law Employee 1 Valid Values: Y = Yes N = No CommonLawEE Organizational Code 1 50 May be used for reporting/filtering of OrgCode01 15

16 Organizational Code 2 Organizational Code 3 Organizational Code 4 Organizational Code 5 Length data. 50 May be used for reporting/filtering of data. 50 May be used for reporting/filtering of data. 50 May be used for reporting/filtering of data. 50 May be used for reporting/filtering of data. *May be used to define a Category in ADP Health Compliance system. FEIN Work State PayType Union Indicator/Code OrgCode02 OrgCode03 OrgCode04 OrgCode05 Employment Wage Data If wage information is being sent on the payroll import file, the information is not required on this file For any clients who utilize ADP AutoPay for payroll, the wage information must be sent on the HR import. Hourly Wage Rate Conditionally Required Length 14 Numeric Format: XXXXXXXXX.XXXX HourlyRate (if wage information is setup to be imported from the HR interface) Examples: Values less than 1.0 should only have one 16

17 AND Length leading zero to the left of the decimal. (if pay type is H (or will be mapped to H ) This is the hourly base wage rate. It should not include bonus, overtime, etc. Recommended: Hourly Wage Rate and Annual Salary are sent for all employees. Hourly Wage Rate Effective Date Annual Salary Required if Hourly Wage Rate is provided Conditionally Required If both hourly wage and salary are provided for an employee, the system will use the Pay Type code to determine which field will be used in the Rate of Pay Safe Harbor calculation. 10 Format: MM/DD/CCYY 12 Numeric The effective date for the Hourly Wage Rate Format: XXXXXXXXX.XXXX HourlyRateEffectiveDate AnnualSalary if wage information is setup to be imported Examples:

18 from the HR interface Length This is the annual salary base rate. Annual Salary Effective Date AND if pay type is S (or will be mapped to S Required if Annual Salary is provided Recommended: Hourly Wage Rate and Annual Salary are sent for all employees. If both hourly wage and salary are provided for an employee, the system will use the Pay Type code to determine which field will be used in the Rate of Pay Safe Harbor calculation. 10 Format: MM/DD/CCYY The effective date for the Annual Salary. SalaryEffectiveDate Employee Contact Information Length Phone Number 10 Numeric only (remove formatting EmployeeAddress PhoneNumber and country code) Phone Number Extension 10 Numeric only (remove formatting) EmployeeAddress PhoneExtn Address 50 EmployeeAddress 18

19 Mailing Address Line 1 Length Required 50 Current mailing address for employee as of export date. EmployeeAddress AddressLine1 Mailing Address Line 2 Mailing Address City Mailing Address State/Province Mailing Address Zip Code Mailing Address Zip Extension Mailing Address Country Code 50 EmployeeAddress AddressLine2 Required 50 EmployeeAddress City Required 64 Must be 2 character EmployeeAddress state, if Mailing State Address Country Code is US (or blank). Required 12 Allows letters if country code is not US. EmployeeAddress ZipCode 13 EmployeeAddress ZipCodeExtn Required 2 Valid Values: EmployeeAddress if Mailing US = United States Country Address State/Prov ince is not US Foreign country codes are identified in the IRS list Foreign Country Code Listing for Modernized e-file (MeF). This list can be found: x-professionals/e- File-Providers-&- Partners/Foreign- Country-Code- Listing-for- Modernized-e-File 19

20 Appendix Sample Data <HR_Data> <ClientInfo> <OrganizationOID>0R8JLMSFMN04078L</OrganizationOID> <ClientId>COMPANYABC</ClientId> <FileType>F</FileType> <SourceSystem>SAP</SourceSystem> <SourceSystemVersion>6.0</SourceSystemVersion> <SpecVersion>3.0</SpecVersion> <Environment>Production</Environment> <ContactName>John Smith<ContactName> </ClientInfo> <EmployeeHRData> <Employee_ID> </Employee_ID> <SocialSecurityNumber> </SocialSecurityNumber> <EmployeeFirstName>JOHN</EmployeeFirstName> <EmployeeMiddleName>K</EmployeeMiddleName> <EmployeeLastName>SMITH</EmployeeLastName> <Gender>M</Gender> <BirthDate>01/01/1980</BirthDate> <RecentHireDate>01/01/2015</RecentHireDate> <PreviousHireDate>01/01/2012</PreviousHireDate> <TermDate>02/01/2013</TermDate> <EmploymentStatus>A</EmploymentStatus> <StatusEffectiveDate>01/01/2015</StatusEffectiveDate> <ExpectedACAStatus>FT</ExpectedACAStatus> <ExpectedACAStatusEffectiveDate>01/01/2015</ExpectedACAStatusEffectiveDate> <EffectiveDateOfIndicativeData>06/17/2015</EffectiveDateOfIndicativeData> <WorkStateCode>CA</WorkStateCode> <PayType>H</PayType> <UnionInd>Y</UnionInd> <UnionCode>ELG</UnionCode> <HRStatus>F</HRStatus> <EmployeeType>R</EmployeeType> <FederalEIN> </FederalEIN> <JobTitle>ELIGIBILITY CONSULTANT</JobTitle> 20

21 <CommonLawEE>Y</CommonLawEE> <OrgCode01>ORG Code 01</OrgCode01> <OrgCode02>ORG Code 02</OrgCode02> <OrgCode03>ORG Code 03</OrgCode03> <OrgCode04>ORG Code 04</OrgCode04> <OrgCode05>ORG Code 05</OrgCode05> <HourlyRate> </HourlyRate> <HourlyRateEffectiveDate>10/01/2015</HourlyRateEffectiveDate> <AnnualSalary>52000</AnnualSalary> <SalaryEffectiveDate/>10/01/2015</SalaryEffectiveDate/> <EmployeeAddress> <PhoneNumber> </PhoneNumber> <PhoneExtn>0141</PhoneExtn> <AddressLine1>155 ALABAMA ST</AddressLine1> <AddressLine2>2 ST</AddressLine2> <City>UPHALA</City> <State>AL</State> <ZipCode>64738</ZipCode> <ZipCodeExtn>1234</ZipCodeExtn> <Country>US</Country> </EmployeeAddress> </EmployeeHRData> </HR_Data> 21