Who Needs to Track Hours?
Tracking employee hours is required for when using eligibility management for variable hour employees. The hours need to be added at minimum for all variable hour ACA classified employees. Hours can also be added for ACA classified Part Time and Full Time employees. The hours won't affect the eligibility into plans, but we will provide notification if an ACA classified Part Time employee is approaching 30 hours, which could be helpful in ensuring the employee is classified correctly.
It is also required for 1094 reporting for calculating the number of Full Time Employees, including Full Time Equivalents (FTE), the employer had each month. For purposes of 1094 reporting all Part Time and Variable Hour employees need to be imported to properly calculated FTE.
In summary, when using both the eligibility management and 1094 reporting, tracking of hours for all hourly employees is required. We recommend downloading a file from either your time and attendance system or payroll, and in that case, importing hours for all your employees would be our best practice recommendation.
What is an Hour of Service?
An hour of service is defined as each hour for which an employee is paid, or entitled to payment, for performance of duties for the employer and each hour for which the employee is paid, or entitled to payment, during which no duties were performed due to vacation, holiday illness, incapacity, layoff, leave of absence. The software does not calculate hours of service. The employer must determine the proper hours for the employees, including those eligible non-worked hours.
Company Hours Overview
The Manage Hours tab provides an overview of the hours that have been imported for the company separated by month and calendar year. We are separating the hours of Full Time employees and Non Full Time Employees, with the calculation of the total Full time Equivalent (FTE) for each month.
Total hours of Variable Hour and Part Time employees, never exceeding 120 hours for a given employee, divided by 120 = FTE.
Hours can be imported on either a monthly or a daily basis. Select the Import Hours button on the Manage Hours page to download templates and import a file. Since pay periods may cross over months, hours cannot be imported based on pay period because we would not know how to disburse them to the appropriate month needed for proper measuring.
Very Important! - Hours cannot be imported from the same import tool used to import employees and enrollments! You MUST use the Import Hour Tools.
Hours templates are very simple, however the import hours tool requires precise formatting to the template. There is no mapping for worksheets, therefore the import will only recognize a worksheet labeled 'output'. Column names are also very precise, only reading the columns in the template if headers match.
Best practice, identify how the hours are available from either your payroll or time & attendance system, and download a copy of the template. Copy and paste your hours into the template file. Save and upload.
- Can import multiple months on the same file.
- If hours already exist for an employee, and it is included on an import file, the new import file will overwrite the existing information not add to it. For example, if you have imported 65 hours for employee A for April 2015. If you include employee A on another file with 25 hours for April 2015, the employee record will reflect 25 hours, not the total 90 hours.
- Importing 0 hours is acceptable.
- Hours cannot be imported for terminated employees.
Troubleshooting Import Errors
Given the precise requirements of the templates, we've identified some areas that may help with troubleshooting import errors.
- Messed Up Worksheets: File will not upload, and no records will be imported
- Worksheet name 'Output' containing the hours data does not exist. The worksheet name on your imported spreadsheet must be named 'Output' just as it is on the provided templates. We recommend using our templates to load in hours, however, if you would like to use your own, the worksheet must be named 'Output'
- Column Headers don't match template
- Month names are spelled incorrectly
- Non-numeric value in the Hours Worked column
- Date that is not formatted correctly
- You cannot import a negative number of hours
- SSN on file doesn't exist in the company
- Hours Worked information, but no date/month identified as to where the hours should be applied
Manually Adding Hours
Hours can be input on an individual basis, if desired. From the Dashboard or Manage Employee, search the desired employee. The employee will be displayed with the current stability period pre-selected in the ACA Eligibility Period. This is relevant because hours can be added manually for the selected period. For example, if employee has a Measurement Period of 10/1/14 to 9/30/15, the options displayed when adding hours will be for the October 2014 through September 2015. To change the options, select the desired Eligibility Period, or choose 'No filter' to remove the period restrictions for adding hours.
Next, choose the applicable month for the hours, and select whether adding Monthly or Daily Hours. Add the total monthly hours in the Total Hours Worked box. If choosing daily, the form will reload with a box next to each day of the selected month. Add in the hours for each day. Select Save.
New Hire Eligibility Report & Stability Report
You are able to see keep track of your New Hires using the New Hire Eligibility Report. You are able to see if employees are Trending Eligible, Trending Ineligible, and when employees are in their administrative period, who is Eligible and Ineligible. You able to download this report into an Excel sheet. The same can be done for your ongoing employees with the Stability Report. For new hires who pass their initial measurement period, they may also have the eligibility set for their first ongoing Stability Period because their new hire period runs falls across both stability periods.This means that you will see from time to time employees on the Eligible stability report who are still being measured for the next stability period. This is because they have passed their new hire measurement period which overlaps with the next stability period. For example, a company has plans with a 10/1 renewal and a measurement period of 12 months with a 1 month administrative period. This means that the measurement period for the ongoing employees in this company for 2016 reporting is 09/01/2015 - 08/31/2016 and the administrative period is 09/01/2016 - 09/30/2016. An employee who was hired 04/25/2015 would have a new hire measurement period of 05/01/2015- 04/30/2016. If this employee passes their new hire measurement period, their stability period will be 06/01/2016-05/31/2017. This will cause an overlap between an employee's new hire period and their ongoing measurement period.