[HR] ACA Setup and Initialization Process

This guide outlines the steps for setting up ACA-related data through HR and initializing employee ACA information in the Payroll (PR) ACA Process module. Final ACA filing is completed via Aatrix.

Step 1: Set Up HR Benefit Codes

1. Go to HR → Setup → Benefit Codes.
2. Locate or create benefit codes that are ACA-compliant.
3. Flag each applicable benefit as ACA Compliant.
4. Define Coverage Options (e.g., Employee Only, Employee + Spouse, Family).
5. Assign the appropriate ACA Coverage Level for each benefit option.

Step 2: Define ACA Look Back Groups (if measuring hours for eligibility)

This step applies only if your company uses the “Look Back Measurement Method” for ACA eligibility.

1. Navigate to HR → Setup → ACA Look Back Groups.
2. Create one or more Look Back Groups, defining the Measurement, Administrative, and Stability Periods.
3. Assign each employee an ACA Employment Status and the appropriate Look Back Group.
4. Optionally, define Initial ACA Periods for new hires.

If your organization does not measure hours for ACA eligibility, skip this step and proceed to Step 3.

Step 3: Record HR Resource Coverage

1. Go to HR → Resource → Coverage (ACA History).
2. Enter ACA History for each employee to track offers of coverage.
3. Ensure the history:
4. Covers the entire calendar year, and
5. Reflects any periods of change in coverage (e.g., midyear plan changes).

Step 4: Add HR Resource Dependents (Optional)

1. This step is optional for employers that are not self-insured.
2. Go to HR → Resource → Dependents.
3. Add dependents for each employee as needed.
4. Enter the following information for each dependent:

Full Name

Date of Birth (DOB)

Social Security Number (SSN), if available.

Step 5: Assign HR Resource Benefits (Required for Self-Insured Employers)

1. If your organization is self-insured, you must record coverage for employees and their dependents.
2. Go to HR → Resource → Benefits.
3. Add the appropriate ACA Benefit to the employee (and dependents, if applicable).
4. Enter ACA Coverage History, including coverage start and end dates, to track ongoing enrollment.

Step 6: Run HR Eligibility Report (Optional)

1. Go to HR → Reports → Eligibility Report.
2. Preview or print the ACA Eligibility Report to identify:
3. Employees who may be misclassified for ACA eligibility.
4. Any discrepancies between hours worked and ACA employment status.
5. If needed, return to the employee’s HR Resource record and update their ACA Employment Status accordingly.

Step 7: Initialize ACA Data in Payroll

1. Open PR → ACA Process.
2. Enter the Tax Year being reported.
3. Complete the following tabs:
   • Info Tab: Review company details, EIN, contact info, and other ACA filing parameters.
   • ALE Member Info Tab: Confirm employer group information and ALE (Applicable Large Employer) settings.
4. Go to Tasks → Initialize ACA.
5. Choose Initialize from HR.
6. If you are including dependents, check the Include Dependents option.
7. Leave the 1095-C (All 12 Months) section blank so the system uses the HR Resource ACA History for monthly coverage details.
8. Once initialization is complete, review and edit employee records as needed under the Employees tab.

Step 8: File ACA Forms via Aatrix

1. From the PR ACA Process window, select:
2. Tasks → Launch Aatrix Print and eFile.
3. Enter the Tax Year.
4. Select the appropriate ACA form (e.g., 1095-C / 1094-C).
5. Follow the on-screen prompts in Aatrix to review, print, and electronically file your ACA forms.

Important Notes:

• ACA filing is completed through Aatrix, not directly within the accounting software.
• Ensure all HR codes and benefit data are correctly set up for the current reporting year before initializing.
• Dependents are only required for self-insured companies.
• Always review the ACA Eligibility Report before initializing to prevent missing or misclassified employees.