PeopleSoft ACA Employee Eligibility Page

PeopleSoft ACA Employee Eligibility Page

PeopleSoft ACA Employee Eligibility Page Linda Bove LocalPeople, LLC OMES IS May 2015 Agenda Session Overview ACA Employee Eligibility Page Overview HR Transactions New Hire Employment Status Change

Evaluation Period Results Termination Reporting Tools Questions/ Next Steps/ Action Items Higher Education Employer Processing and Reporting Session Overview Goals: To provide you with an explanation of the new ACA Employee Eligibility page Discuss conditions under which you need to

update employee values on the page Explain data values for different scenarios Higher Education Employer Processing and Reporting Session Overview Assumptions: Audience is familiar with the Affordable Care Act (ACA) Audience is familiar with basic data entry in PeopleSoft Higher Education Employer Processing and Reporting ACA Employee Eligibility Page Overview Why is this Page Important?

The ACA Employee Eligibility Page will: Reflect what the initial employment ACA status was determined to be for each employee Reflect the evaluation and testing periods for employees who are not full-time ACA eligible employees Reflect the date medical coverage was offered to each employee, as applicable Support the annual 1094C and 1095C IRS regulatory reporting Higher Education Employer Processing and Reporting ACA Employee Eligibility Page Overview Location

The ACA Employee Eligibility Page will be located in the Administer Base Benefits module Navigation: Benefits > Employee/ Dependent Information > ACA Employee Eligibility Higher Education Employer Processing and Reporting ACA Employee Eligibility Page Overview Search for an Employee Recommendations: Use the EmplID to search for an employee. It is the best way to ensure you have the correct employee If you do not have the EmplID, enter as much information as possible to narrow the search

Name is the format First Last, e.g. Tom Jones Do NOT use Second Name or Alternate Character Name Higher Education Employer Processing and Reporting ACA Employee Eligibility Page Overview Page Image Higher Education Employer Processing and Reporting ACA Employee Eligibility Page Overview Field Descriptions Field Name Description Effective Date

Enter the date on which the ACA eligibility status becomes effective. The effective date is usually the start of a stability period, but can be different if required. ACA Eligibility Status Average Service Hours Standard Hours Eligible Ineligible Ineligible but Offered Variable-Hour Terminated Higher Education Employer Processing and Reporting ACA Employee Eligibility Page Overview

Field Descriptions Field Name Description ACA FT/Eligible Employee will work more than 30 hours per week and is therefore considered full-time by ACA Standards. Medical Offered Date Coverage Begin Date. (Should always be the first of a month) Evaluation Begin and End Dates Beginning and Ending dates of the lookback period used to determine the ACA status. Stability Begin and End Dates Beginning and Ending dates of the stability period for the ACA status.

Higher Education Employer Processing and Reporting ACA Employee Eligibility Page Overview Field Descriptions Field Name Description Remarks Open-text field where you can type notes about the Employees ACA Status. Last Update User ID/ Updated On System-populated to track when and by whom data was previously updated. Higher Education Employer Processing and Reporting HR Transactions New Hire Data Values Field Name Full-time

Part-time or Seasonal Part-time but offered Medical VariableHour Effective Date Employees Hire Date Employees Hire Date Employees Hire Date Employees Hire Date ACA Eligibility Status

Eligible Ineligible Ineligible but VariableOffered Hour Average Service Hours Standard Hours Standard Hours Standard Hours Expected Average Standard Hours ACA FT/ Eligible Select the checkbox

Do not select Do not select Do not select Medical Offered Date Medical Coverage Begin Date Blank Medical Coverage Begin Date Blank Higher Education Employer Processing and Reporting HR Transactions New Hire Data Values

Field Name Full-time Part-time or Seasonal Part-time but offered Medical VariableHour Evaluation Begin Date Leave Blank for a new hire Evaluation End Date Leave Blank for a new hire Stability Begin Date Leave Blank for a new hire Stability End

Date Leave Blank for a new hire Remarks You can type notes that assist you with tracking an employees status Last Update User ID/ Updated On System will automatically update with your user ID and the system date. Higher Education Employer Processing and Reporting HR Transactions New Hire Data Values Higher Education Employer Processing and Reporting HR Transactions Employment Status Change

You will need to insert a new row on the ACA Employee Eligibility page for the following types of status changes: Part-time, seasonal or variable-hour to full-time Full-time to part-time, seasonal or variable-hour NOTE: The following slides will explain what to do for employees who have more than one year of employment. For those who change status within their first year, contact OMES HCM for direction. Higher Education Employer Processing and Reporting HR Transactions Employment Status Change Field Name Any change to Full-time (30 or more hours per week)

Full-time to Parttime, Seasonal or Variable-Hour Effective Date Date of the change Date of the change ACA Eligibility Status Eligible Eligible Average Service Hours Standard Hours Standard Hours ACT FT/ Eligible Select the checkbox Do Not Select Medical Offered

Date 1st of the month following the date of the change Medical coverage begin date will default from previous row Higher Education Employer Processing and Reporting HR Transactions Employment Status Change Field Name Any change to Full-time (30 or more hours per week) Full-time to Parttime, Seasonal or Variable-Hour Evaluation Begin Date Field will be grey

Most recent annual October testing begin date Evaluation End Date Field will be grey Most recent annual October testing end date Stability Begin Date Field will be grey January 1 of current year Stability End Date Field will be grey December 31 of current year Higher Education Employer

Processing and Reporting HR Transactions Employment Status Change Field Name Any change to Full-time (30 or more hours per week) Full-time to Parttime, Seasonal or Variable-Hour Remarks You can type notes to assist with tracking an employees status. In the case of a status change, you can note the employee changed status. Last Update User ID/ Updated on System will automatically update with your user ID and the system date. Higher Education Employer

Processing and Reporting HR Transactions Employment Status Change Scenario 1 Scenario 1, Status Change, On-Going Employee, Part-time to Full-time: An individual who has been a part-time employee working 15 hours per week since 2010 is offered a full-time position beginning August 31, 2015. Refer to the following table to view the field values you should enter for the employee. Higher Education Employer Processing and Reporting HR Transactions Employment Status Change Scenario 1 Field Name Original Row New Row Effective Date 1/1/2015 8/31/2015 ACA Eligibility Status

Ineligible Eligible Average Service Hours 15 40 ACA FT/ Eligible Not Selected Select the checkbox Medical Offered Date Blank 9/1/2015 Evaluation Begin Date 10/1/2013 Field will be grey Evaluation End Date

9/30/2014 Field will be grey Stability Begin Date 1/1/2015 Field will be grey Stability End Date 12/31/2015 Field will be grey Remarks Last Update User ID/ Updated On This employee changed status mid year System will automatically update with your user ID and the system date Higher Education Employer Processing and Reporting HR Transactions

Employment Status Change Scenario 1 Higher Education Employer Processing and Reporting HR Transactions Employment Status Change Scenario 1 Higher Education Employer Processing and Reporting HR Transactions Employment Status Change Scenario 2 Scenario 2, Status Change, On-Going Employee, Full-time to Part-time: An individual who has been a full-time, 40-hour per week employee since 2010 decides on March 2, 2015 to go to part-time, 15 hours per week. The employee continues to have benefits through the end of 2015 because of the stability date rules. Higher Education Employer Processing and Reporting

HR Transactions Employment Status Change Scenario 2 Field Name Original Row New Row Effective Date 1/1/2015 3/2/2015 ACA Eligibility Status Eligible Eligible Average Service Hours 40 15 ACA FT/ Eligible Checkbox is selected Clear the checkbox Medical Offered Date

1/1/2015 1/1/2015 Evaluation Begin Date Blank (greyed out) 10/16/2013 Evaluation End Date Blank (greyed out) 10/15/2014 Stability Begin Date Blank (greyed out) 1/1/2015 Stability End Date Blank (greyed out) 12/31/2015 Remarks

Last Update User ID/ Updated On This employee changed status mid year System will automatically update with your user ID and the system date Higher Education Employer Processing and Reporting HR Transactions Employment Status Change Scenario 2 Higher Education Employer Processing and Reporting HR Transactions Employment Status Change Scenario 2 Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results

There are two types of Evaluation Periods: After an employees first year of employment Annually, in October Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results Scenario 1 Scenario 1 Evaluation Period Results, First Year of Employment, Variable-hour Employee: In this example, you have an individual who is a variable-hour employee. This employee was hired on February 9, 2015. When you hired the employee, you were unsure whether the employee would be working at least 30 hours per week on average. You believe the employees average hours per week are closer to 25. The initial row on the ACA Employee Eligibility page will reflect that. However, when you test the employee after their first year of employment in February 2016, you will find the employees actual average hours are 32 hours per week.

Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results Scenario 1 Field Name Original Row New Row Effective Date 2/9/2015 4/1/2016 ACA Eligibility Status Variable-hour Eligible Average Service Hours 25 32 ACA FT/ Eligible

Do Not Select Do Not Select Medical Offered Date Blank 4/1/2016 Evaluation Begin Date Blank 3/1/2015 Evaluation End Date Blank 2/29/2016 Stability Begin Date Blank 4/1/2016 Stability End Date

Blank 3/31/2017 Remarks Last Update User ID/ Updated On Employee hired variablehour, found to be eligible System will automatically update with your user ID and the system date Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results Scenario 1 Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results Scenario 1 Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results Scenario 2

Scenario 2 Evaluation Results, On-Going Employee, Annual Testing: Building on Scenario 2 from the previous Status Change section, the employee who changed from fulltime to part-time on March 2, 2015 will need to be measured in October 2015 to see if they qualify for medical benefits during the 2016 stability period. In this example, the status change was early in 2015 and therefore the employees average hours will most likely reflect less than 30 hours per week when measured in October. Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results Scenario 2 Field Name Status Change 3/2/15 October Lookback Effective Date 3/2/2015 1/1/2016

ACA Eligibility Status Eligible Ineligible Average Service Hours 15 15 ACA FT/ Eligible Checkbox is clear Do Not Select Medical Offered Date 1/1/2015 Blank Evaluation Begin Date 10/16/2013

10/19/2014 Evaluation End Date 10/15/2014 10/18/2015 Stability Begin Date 1/1/2015 1/1/2016 Stability End Date 12/31/2015 12/31/2016 Remarks This employee changed status mid year Employee found ineligible during Oct 2015 lookback

Last Update User ID/ Updated On System will automatically update with your user ID Higher Education Employer and the system date Processing and Reporting HR Transactions Evaluation Period Results Scenario 2 Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results Scenario 3 Scenario 3 Evaluation Results, On-Going Employee, Annual Testing: In the previous scenario, the employee changed from full-time to part-time on March 2, 2015. What if the change was later in the year? How might the data be different if an employee changed from full-time (40 hours per week) to part-time (15 hours per week) in September? Most likely, when measured in October, you will find that employee has an average greater than 30 hours per week for the evaluation period, and is therefore eligible for medical during the next

stability period. Higher Education Employer Processing and Reporting HR Transactions Evaluation Period Results Scenario 3 Field Name Status Change 9/15/15 October Lookback Effective Date 9/15/2015* 1/1/2016 ACA Eligibility Status Eligible Eligible* Average Service Hours 15

15 ACA FT/ Eligible Checkbox is clear Do Not Select Medical Offered Date 1/1/2015 1/1/2016* Evaluation Begin Date 10/16/2013 10/19/2014 Evaluation End Date 10/15/2014 10/18/2015 Stability Begin Date 1/1/2015

1/1/2016 Stability End Date 12/31/2015 12/31/2016 Remarks This employee changed status mid year Employee found eligible* during Oct 2015 lookback. Avg hours were 38 Last Update User ID/ Updated On System will automaticallyHigher update with your user ID Education Employer Processing and Reporting and the system date

HR Transactions Evaluation Period Results Scenario 3 Higher Education Employer Processing and Reporting HR Transactions Termination When an employee terminates employment with your agency and your agency is the only employer of the employee, you must indicate the employee has terminated. If you know the employee has another job with a different agency or the employee will be transferring to a new agency within 13 weeks of the termination, you do not need to enter anything on the ACA Employee Eligibility page. Higher Education Employer Processing and Reporting HR Transactions Termination

Field Name Original Row Effective Date Date of termination ACA Eligibility Status Terminated Average Service Hours Leave blank ACA FT/ Eligible Leave blank Medical Offered Date Leave blank Evaluation Begin Date Leave blank

Evaluation End Date Leave blank Stability Begin Date Leave blank Stability End Date Leave blank Remarks Leave blank Last Update User ID/ Updated On System will automatically update with your user ID and the system date Higher Education Employer Processing and Reporting HR Transactions Termination Higher Education Employer Processing and Reporting

Reporting Tools 3 Queries and 2 Reports have been created for managing ACA requirements Other reports and queries may be created upon your request Higher Education Employer Processing and Reporting Reporting Tools Queries: GO_HR_ACA_HIRE_NO_ACA_STATUS - This query will list newly hired employees who have no ACA data, as well as rehired employees who have a termination row on the ACA table. The purpose is to assist you with ensuring you update the ACA data for a new hire or rehire.

GO_HR_ACA_TERMS_NO_ACA_STATUS - This query lists terminations who do not have a termination status on the ACA data record. GO_HR_ACA_EMPL_LIST - This query provides you with a list of your currently active employees with their benefit program and ACA eligibility status. Higher Education Employer Processing and Reporting Reporting Tools Reports Reminder: Annual ACA Eligibility Report Used to verify ACA eligibility for employees who have worked more than one year; located at Main Menu > OK Custom Reports/Processes > OK Reports > HR > ACA Eligibility Hrs Rpt (0666)

Run each year using the Payroll Period End Date which includes October 15th as the report Effective Date. Run this report after the Payroll Period has been confirmed by the Payroll Department. Monthly ACA Eligibility Report Used to verify ACA eligibility for employees who have reached their one year anniversary; located at: Main Menu > OK Custom Reports/Processes > OK Reports > HR > Monthly ACA Hrs Rpt (0668) Run each month beginning in November. Use the last day of the previous month as the Effective Date. Run this report after the Payroll Period has been confirmed by the Payroll Department. Higher Education Employer Processing and Reporting Questions/Next Steps/Action Items Page

Available First or Second Week in June Users will be notified Full-time and terms have rows Users need to enter initial row for PT as of 1/1 Higher Education Employer Processing and Reporting Questions/Next Steps/Action Items Documentation Business Posted on: Application Services HCM Page http://www.ok.gov/cio/Customer_Portal/Business_A pplication_Services_Essentials/

Human_Capital_Management HCM ACA Page http://www.ok.gov/opm/HR_and_Employee_Servic es/ACA Higher Education Employer Processing and Reporting

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