ACA Review Errors
Review Errors Generated from ACA Data
Affordable Care Act (ACA) data is collected and entered manually, via import, or via auto-population on the Offer of Coverage page.
Once data is entered, the next step is to validate the data. Data validation takes place during the Generate process where data is screened, verified, and identified as valid or invalid. As the Generate process completes, it provides a series of status updates.
| Status | Description |
|---|---|
| Generate - Pending | When the data is waiting to be processed, a status of Pending appears. |
| Generate - In Progress | When the data is being processed, a status of In Progress appears. |
| Generated | When the data is valid, a status of Generated appears. |
| Generate with Errors | When the data is invalid, a status of Generate with Errors appears. The error link provides the number of errors and the invalid values are listed in the error report (CSV format). |
It is recommended that ACA administrators generate and correct invalid data on a monthly basis. Before finalizing forms, the ALE must be regenerated with the correct data. In most cases, time is needed to troubleshoot and correct data. Correcting errors each month in preparation for year-end helps to ensure the timely distribution of final forms and reporting to the IRS. A final validation may be required after December 31 for auto-populated codes that include averages over a 12-month period as part of the calculation. It is a best practice to re-generate an ALE after the final payroll of the year has been processed, including payrolls with a pay date in January. This ensures that the auto-population calculation includes all of the days in December for the reporting year.
Review data errors by selecting the error link in the 1095-C Error(s) column on the Generate and Review Forms page. The error link provides the number of errors identified during the generate process. Correct the data errors listed in the error file.
To review errors generated from ACA data:
- From the Generate and Review Forms page, in the 1095-C Error(s) column, select the Errors link. The Generate 1095-C Error Report page appears.
- For a complete list of Form 1095-C errors, select the Full Error Report link. For Form 1095-C, Part II Errors only, select the 1095-C Part II Import Template link. The error file (CSV format) downloads. The error file contains only invalid data records and provides an error message for each record.
Troubleshoot Errors Generated from ACA Data
Follow the recommended process to troubleshoot and correct errors.
To troubleshoot errors generated from ACA data:
- Determine if the data error affects an employee or non-employee.
- Employee - refers to an individual who has or already had an employee record in the UKG Pro solution.
- Non-Employee - refers to an individual who does not have a record in the UKG Pro solution, which may include non-employee directors, retirees, COBRA beneficiaries, and dependents. An error that affects a non-employee must be corrected using one of the Business Intelligence report templates. For more information, refer to the Update Form 1095-C Data using BI Report Templates.
- Troubleshoot and determine the reason that the error is occurring.
Review the error message and troubleshoot why the error is occurring. For example, the error message, "The dependent(s) already exists for this employee for the given Applicable Large Employer (ALE) with the same SSN" means that two contacts have the same Social Security Number (SSN) recorded on the Contacts page. The SSN is either the same for the employee and the dependent or the same for both dependents. In this case, two dependents have the same SSN on record.
Error Message The dependent(s) already exist for this employee for the given ALE with the same SSN. Enter the correct Social Security Number for each of the dependents on the Contacts page (Menu > My Team > My Employees > (select employee) > Personal. or
Enter one of these alternative Social Security Numbers. When entered, the UKG Pro solution uses the dependents' Date of Birth instead of the SSN.- 111-11-1111
- 123-45-6789
- 987-65-4321
- 999-99-9999
- Address errors.
- For employees in the UKG Pro solution, modify the data on the appropriate page.
- For non-employees, use a Business Intelligence import template to import the revised data.
- Re-generate the applicable large employer (ALE) to ensure the data is correct and valid.
Should the error persist, submit a case via the UKG Ultimate Community.
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