ACA Payroll Based Journal Report

Configure the ACA Payroll Based Journal Report

The Centers for Medicare and Medicaid Services (CMS) uses the Payroll Based Journal Report to obtain required electronic staffing and census information from long-term healthcare facilities. The requirement promotes greater accountability for long-term health facilities, and is based on Section 6106 of the Affordable Care Act (ACA).

UKG provides a configurable ACA Payroll Based Journal Report with the ability to extract employee staffing hours and census data from Time Management. Report options include HTML, CSV, and XML file formats. The required XML file format is uploaded to the Centers for Medicare & Medicaid Services (CMS) to ensure ACA compliance.

Specific configurations are required for the ACA Payroll Based Journal Report:

Configure Report Settings – Map work type code values to pay categories; map job code values to jobs.
Configure Report File Generation – Enter customer specific facility information; enter census data.

Navigation:Reports > ACA > Things I Can Do

To configure required mappings for the report, in the Things I Can Do section on the ACA Payroll Based Journal Report page, select Configure Settings. The Settings page appears.

Important Access to the ACA tab is available based on the access group settings in Time Management. Contact your Time Management Support Specialist if you do not have rights to modify access groups or need assistance. Settings are saved on a user (not company) level.
To map your employee pay categories to work type code values, in the Work Type Code Mappings section, select the Search icon from the Mapped Pay Categories column for each value listed.
Based on the work type code, select the applicable pay category values and move them to the box on the right using the right arrow.
Select Save. The pay categories are updated with the selected work type code values.
Continue to map the work type code values until all appropriate values are mapped to the applicable pay categories, and then select Save.
To map the applicable jobs to the job codes values, in the Job Code Mappings section, select the Search icon from the Mapped Job(s) column.

Note The Job Code Mappings list contains all the current ACA Payroll Based Journal Report jobs and non-mapped job codes. As you map the applicable jobs to job code values, the list decreases accordingly. The purpose of the non-mapped job code is to select those jobs in your organization that will not be used for Affordable Care Act reporting.
Based on the job code, select the applicable jobs and move them to the box on the right using the right arrow.
Select Save. The mapped jobs are updated with the selected job code values. Continue to map the remaining values until your company's applicable jobs are mapped to the appropriate job code values, and then select Save.

Note All applicable listed jobs should be mapped to a job code value. When this step is complete, the message, “# Unmapped Job Code(s),” no longer appears at the top of the Job Code Mappings table.

Important Pay Type Code mapping is completed automatically and is not configurable for the Payroll Based Journal Report. Note that a new Pay Type Code value is available for contractors (Value: 3, Description: Contract, Mapped Pay Type(s): 4[Contract]). Administrators must update the employee pay type (UKG Pro > My Team > Time Management) to 4(Contract) for those employees who are contractors to ensure accurate pay type code mapping.
From the Settings page, select Save. The ACA Payroll Based Journal Report configuration is complete.

Note Access level rights to the ACA report provide different action options. Full access to the report provides you with Publish to Users and Save options. The Publish to Users option allows you to publish the mappings to other users. The Read Only option provides you with view only access and the Cancel option.
Go to the Settings page and select Publish to Users.
Go to the Users page and select the applicable users. Move them to the box on the right using the right arrow.
Select Publish.

Important In order to apply these settings to yourself, either choose your name from this selection list or select Save from the Settings page. If you do not save the settings, the mappings will be saved for the other users, but not for yourself.

Configure the ACA Payroll Based Journal Report File Generation

You must configure ACA Payroll Based Journal Report file generation to upload the required XML file format to the Centers for Medicare & Medicaid Services (CMS). This helps ensure ACA compliance.

Navigation:Reports > ACA

At the Date Range field, select Federal Fiscal Quarter from the drop-down list.
Enter the federal fiscal year.

Note The federal fiscal year must be 2017 or higher.
To add filters, select the Add icon.

Important Several fields are available for filter selection: Employee, Pay Code, Groups 1-8, Pay Category, Pay Method, Pay Type, Supervisor, Pay Policy, and Month.
Select Pay Code as a filter to ensure only worked hours are included. Only worked hours are reportable to the CMS.
Select the Search icon next to each filter row and then select the applicable values. As you save the filter row, the number of selected values appear.

Note The Home Group filter option enables you to run the report using employee home group values. The Transfer Group option enables you to run the report using timesheet group values.
Select Generate Report after all appropriate filters are complete. Additional mandatory file generation criteria options for the report appear.
Select an option from the File Specification Version drop-down list.
Enter your Facility/Provider Submission ID.
Select your Facility's State Code from the drop-down list.
Select Replace or Merge from the Process Type drop-down list:
- Replace - New or replacement data for data already transmitted this fiscal quarter.
- Merge - Additional data for data already transmitted this fiscal quarter.
Enter your facility’s census resident counts per month for each of the census fields, including Medicaid Resident Count, Medicare Resident Count, and Other Resident Count. All fields must have a numeric entry from 0-9999.

Note If the Month filter is chosen, you can only enter census counts for the selected month.
Select OK. The data validates against the Settings configuration for the ACA Payroll Based Journal Report. A message appears stating that the report has completed.

Important If the ACA Payroll Based Journal Report contains hours not configured to the work type code or job code, the following error message appears: “The report includes hours that have not been mapped in the settings. Please navigate to Configure Settings under Things I Can Do to be sure all your applicable Job Codes have been mapped correctly." Based on this error, report files do not generate until the configuration is corrected. Once corrected, select Generate Report until the Success message appears.
If the filters are not configured correctly, the following information message appears: "No records found." Based on incorrect or missing filter value selections, report files do not generate until the filters are corrected. Once corrected, select Generate Report until the Success message appears.
From the ACA Payroll Based Journal Report page, select the hyperlink for the download file format option to save your report:
- HTML – File format selected to verify data in the file for CMS.
- CSV – File format selected to allow summarization and sorting of staffing hours.
- XML – File format selected to save and zip files to meet submission requirements for CMS.
Note It is recommended to select the Download CSV File option first to review and verify data.
Submit the ACA Payroll Based Journal Report and XML file(s) in a zipped format to the CMS per the submission instructions.

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