When should I use the ACA Historical Import Tool?
The ACA Historical Import tool allows enrollment records to be imported into a separate table that will not affect any existing enrollment records. This was created to simplify the setup process for a group. Use this tool when you are using Employee Navigator for only ACA reporting needs OR to complement enrollment information that already exists in Employee Navigator for benefits administration. For example, if the client's plans began on 7/1/15, and the employees completed open enrollment for their 7/1/15 plan in Employee Navigator, the enrollments that were in effect from 1/1/15 to 6/30/15 will still need to be imported for ACA reporting. The Historical Import tool allows these enrollments to be imported without affecting the current elections.
What do I need to import?
Fully insured health plans only require the employee coverage history for ACA reporting. If dependent enrollments are included in a census file, you are not required to remove prior to importing; however the dependents must already exist on the employee record before importing ACA enrollment history.
Self-funded health plans must include both employee and dependent enrollments.
Historical Import Enrollment Details
- Employee must exist before enrollment history can be imported.
- Dependent must exist before enrollment history can be imported.
- Dependent records must have an SSN and/or Date of Birth. These fields are used to validate which dependent record the enrollment belongs to. If the SSN or Date of Birth doesn't match the data on the dependent record, the enrollment will fail.
- Enrollment start date is required, and must be before the enrollment end date.
- Enrollment end date is required, and cannot be after plan year end date.
- Plan end date is required.
How can I import declined coverage?
Importing declined coverage is not supported because it is not needed for ACA reporting. We are able to determine if coverage was offered without having the declination imported.
What is the difference between loading enrollments in the ACA Historical Import tool vs. the standard import tool?
The standard import tool (Company Home Page > Import Employees & Enrollments) imports enrollments in a status we call "current". These imported enrollments are the employees' current enrollments, and are included in employee benefit summaries and all reports (Company Home Page > Reports).
ACA Historical Import tool will only be used for ACA reporting. ACA Historical Import enrollments will be available on the ACA module (ACA > Historical Import Tool) and on the 1095 audit. This means you cannot run any reports from the Company Reports tab that will include the ACA Enrollment History elections.
Do I use this tool if I am using the full benefits administration product?
For those who are using Employee Navigator for ACA reporting only, using the Historical Import Tool is the easiest way to get data in to the system for purposes of completing the required ACA reporting. For those who are also using Employee Navigator for the benefit administration, the current enrollments will be loaded into the system using the standard import tool (Company Home Page > Import Employees & Enrollments). Enrollments loaded through the standard import tool will allow employees to see enrollments on their benefit summaries, and will allow administrators to run reports on enrolled coverage and costs. See above paragraph for more details.
- NOTE: COBRA enrollments imported using the standard import tool (Company Home Page > Import Employees & Enrollments) will not be accessible for ACA reporting and these enrollments need to re-imported using the Historical Import Tool.
How do I make changes to data uploaded with the Historical Import Tool?
Because the Historical Import Tool creates data in a separate table from existing enrollment data, any corrections to data imported with the Historical Import Tool can be updated by creating a corrected enrollment file and re-uploading the data with the Historical Import Tool.
- NOTE: The Enrollment Editor cannot be used to remove/modify Historical Import enrollments.
- NOTE: If the whole file needs to be corrected, be sure to choose the OVERWRITE option during the import steps when using the Historical Import Tool. This will overwrite anything previously submitted using the Historical Import Tool.
- NOTE: Some use cases may be solved using the Override features for Lines 14 & 16 on an individual employee's 1095.
- See Troubleshooting: Updating Incorrect ACA Data for more information about correcting ACA data.
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