[PR] ACA Process Initializing Employees

When preparing year-end ACA (Affordable Care Act) reporting, ensure all HR resources and employee records are correctly coded for the current reporting year.

Employees will only initialize into the PR ACA Process if they meet the following criteria:

• Work 30 or more hours per week, 130 or more hours per month, or
• Have recorded at least 1 hour of work during the tax year.

Common Causes and Resolutions

Retired or Inactive Employees (e.g., COBRA participants):

• These employees are not considered active in the Payroll (PR) module.
• To include them, manually add their records on the Employees tab in the PR ACA Process form.
• Enter required 1095 data manually if they had no recorded hours during the reporting year.

Active Employees Without Timecards (e.g., Salaried Staff):

• If an employee has no time entries meeting the hours threshold, they will not populate automatically.
• Add them manually in the ACA Process → Employees tab and complete the required codes and coverage details.
• Alternatively, initialize using All Employees (instead of Full-Time), but note that at least 1 hour worked is still required.

Missing or Outdated HR Data:

• If HR data for the current year has not been entered, initialization will not bring employees over.
• Each year, ensure current-year codes and dates are manually entered into HR.
• This process is not automatic, and there is no copy-forward feature for annual updates.

Accurate ACA reporting depends on maintaining up-to-date HR coding, verifying employee hour criteria, and ensuring manual inclusion of special cases (such as COBRA or salaried employees). Each new tax year requires re-entry of HR dates and codes to properly initialize employee data for ACA processing.