This document explains what ACA category codes are and how they are used to track employees ACA Status from year to year.

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1 This document explains what ACA category codes are and how they are used to track employees ACA Status from year to year. Category codes are a simple way to group employees together to track their measurement, administrative, and stability periods. These are user defined and can be as simple or detailed as the district requires. The category code, start of the measurement period, and the acceptance or denial of insurance coverage are what make up the ACA Employee Status. Examples of category codes include: Ongoing Full- Time, Ongoing Variable, New Hire Full- Time, New Hire Variable, New Hire (Change in Status), and Seasonal. Category Code Setup Navigate to web Human Resources, Employee, Setup, Codes. Revised: 8/24/2015 Page 1 of 5 Version

2 Choose ACA Employee Category Codes. Initially this browse will be blank. The category codes will need to be set up for the district. Click Add to add a category code. There are two different types of category codes; New Hire and Ongoing. The main difference between the two is that ongoing employees have been employed with the district for at least one measurement period, while new hires have not. Ongoing Employee 1. Category Code Name of code (Ongoing Full Time, Ongoing Variable, etc.) 2. Category Type Ongoing Employee 3. Start Date of Measurement Period Enter the month and day the measurement period starts for this category. 4. Pick the length of the measurement period. 5. Start Date of Stability Period Enter the month and day the stability period (insurance coverage) starts for this category. Revised: 8/24/2015 Page 2 of 5 Version

3 New Hire 1. Category Code Name of code (EX: New Hire Full Time, New Hire Variable, etc.) 2. Category Type New Hire 3. Start Date of Measurement Period Date hours tracked for the employee begins. Since new hires can start on different dates, the measurement period start date can not be entered as it is for ongoing employees. Instead, the options are Start Date, Hire Date, Current Position Start Date, and Rehire Date. a. Current Position Start Date This field is located on the Profile>Employee>Personnel tab and is the start date of the employee s primary job. If a new hire changes primary jobs during the measurement period (status change) it may be necessary to start measuring hours from the current position start date and not from the initial measurement period start date. Using the Current Position Start Date option solves this problem. Typically, a separate category code using the Current Position Start Date is added for this situation. b. Rehire Date This field is also located on the Profile>Employee>Personnel tab and is typically the date the employee was hired after a leave of absence. According to the IRS, if an employee has a break in service longer than 26 weeks, he/she is considered a new hire. Typically, a separate category code using the Rehire Date is added for this situation. 4. If blank use Tell the system which date to use if the measurement period start date is blank for the employee. a. Use 1 st day of next month This option will be used when a new hire starts mid-month, but you want to start his/her measurement period on the 1 st of next month. 5. Pick the length of the measurement period. 6. Enter the length of the administrative period (0-90 days). Continue to see how category codes are used to track an employee s ACA status for each year Revised: 8/24/2015 Page 3 of 5 Version

4 ACA Employee Status 1. From the Employee Status node click Add 2. Pick the category code to assign to the employee and pick the measurement period start year. The measurement and stability periods will default for the employee based on the category code. Note that the stability period will be sensitve for new hires only. a. This is because typically a full-time new hire is offered coverage before the end of the initial measurement period. The stability period is editable to accurately track this information. 3. Accepted Coverage This identifies whether the employee accepted coverage for the specific stability period. Use the ACA Status Mass Process utility (WH>EP>PS>UT>AC>SP) to update this for multiple employees at once. The employee s ACA status is for internal reporting purposes only. Revised: 8/24/2015 Page 4 of 5 Version

5 The Employee Status tab allows tracking of the employee category, measurement period, stability period, and acceptance or refusal of coverage from year to year. Notice, new hire status as well as ongoing status can be tracked simultaneously. Examples of category codes and when they would be used New Hire Variable Can t be determined whether the employee is reasonably expected to work 30 hours per week upon hire. New Hire Full Time The employee is reasonably expected to work 30 hours per week upon hire. New Hire (Change in Status) Used when an employee changes status (FT to PT) midmeasurement period. This would show a change in status, and possibly measurement period, mid-year. Skyward suggests talking with your legal advisor to determine what constitutes an ACA status change. Ongoing Variable Can t be determined whether the employee is reasonably expected to work 30 hours per week after having been employed with the district for one full measurement period. Ongoing Full Time The employee is reasonably expected to work 30 hours per week and has been employed with the district for one full measurement period. Seasonal An employee who works < 6 months and starts at the same time each year. Revised: 8/24/2015 Page 5 of 5 Version