Manage ACA Monthly Details

ACA administrators can select the reporting year and review the latest ACA-related data, including benefit plan and health care eligibility information for individual employees on the ACA Monthly Details page. Administrators can use filters to select employees based on search criteria and mark their employment status as full-time for ACA reporting.

The ACA Monthly Details page displays information from individual employees' Offer of Coverage pages, grouped into sections: General Information (Employee Name, ALE Name, Month, Receiving 1095-C, and Full Time/Part Time Status); ACA Measurement and Classification; Form 1095-C Part II Data (Lines 14, 15, 16, 17, Plan Start Month, and Age as of Jan 1); Plan Information; and Employee Information.

The details are automatically updated when Applicable Large Employers (ALEs) are generated, and Forms 1095-C data are created for:

Employees' auto-populated data
Employees' user-edited data
Employees who do not have a form, but were active during the year
Employees whose Form 1095-C has been suppressed by the user

Configuration is needed to auto-populate data and to change ACA full-time status.

Enable the PPACA Reporting Settings page > Use Auto-Populated Codes for Part II (Menu > System Configuration > System Settings).
Enable both view and edit access rights for the ACA Monthly Details page (Menu > System Configuration > Security > Role Administration).

Note Payroll and deduction information must be stored in UKG Pro payroll history tables.

ACA administrators can download the ACA Monthly Details report as a CSV file.

Change ACA Full-Time Override Setting

The Change ACA Full-Time Override setting is used to mark an employee as full time for ACA reporting. When set to Yes, the employee’s status auto-populates as full time for ACA on Forms 1095-C and 1094-C for each of the months you select to override, regardless of the number of hours worked or their health care measurement group status.

Important Limit the use of the ACA Full Time Override setting to only those employees who meet the ACA criteria for full time, for the specified month(s), per IRS guidelines. Do not use this setting as a substitute for determining an employee’s full-time status. For details, refer to the Information message by selecting the ACA full-time override link at the top right of the ACA Monthly Details page.

The ACA Manager tracks ACA hours of service based on data in UKG payroll history tables. In cases where an employee’s payroll history data does not accurately reflect all the ACA hours of service, the calculated total hours reported by the ACA Manager may be incorrect. ACA Administrators may want to override an employee's calculated status using the Change ACA Full-Time Override setting in the following cases:

Employees with leave of absence hours that are tracked outside of the UKG Pro pay history
Employees with payroll adjustments, such as voided checks, that caused ACA hours to calculate incorrectly
Non-hourly employees whose pay history Earnings were not configured to track hours (for example, employees paid flat rate salaries or paid by commission-only)
Employees assigned to a Health Care Measurement Group who have not yet reached their first Stability Period, but are expected to work 30+ hours/week
Employees with payroll data from a third-party system that has not been loaded in UKG Pro (which may include new customers for the months prior to going live with UKG Pro)

Important Before applying full-time overrides to their employees’ records, ACA administrators must identify the month(s) to which the overrides apply. An override only applies to the selected month(s). If the month is not selected, an override does not carry over to subsequent months. For example, if an administrator applies an override to the month of November, the override does not carry over to the month of December.

The Change ACA Full-Time Override setting is not recommended for use in the following cases:

Employees who are not employed any day of the month, which is indicated by code "2A" in Line 16.
Employees who were not offered coverage while in a limited non-assessment period, which is indicated by the combination of codes "1H" in Line 14, and "2D" in Line 16.
Employees whose Form 1095-C form has been suppressed.

Note For additional guidance on ACA's employer responsibilities or reporting requirements, consult with your organization’s broker or compliance advisor.

Enable Web Access Rights to the ACA Monthly Details

The ACA Monthly Details page is a configurable page that system administrators must enable for users. When the View-only rights are enabled, ACA administrators can view the monthly ACA-related data. When View and Edit rights are enabled, ACA administrators can access the page filter, selection, and override controls to find employee records and override data to report ACA full-time status on Forms 1095-C.

System administrators must enable view and edit access rights to activate the controls on the page.

Navigation:Menu > System Configuration > Security > Role Administration

From the Role Administration page, select a role.
From the Add/Change Roles page, select Web Access Rights.
Expand Reporting, ACA Manager and ACA Monthly Details.
Check the View and Edit boxes for ACA Offered Plans Details and Change ACA Full-Time Status.
Select Save.

Change Employee Records to ACA Full Time using Overrides

ACA administrators can use filters on the ACA Monthly Details page to search for and find employees that match selected criteria and then override data to ensure full-time status is reported on Forms 1095-C.

The page provides many filters you can use to narrow down your employee record selection, including ACA monthly hours, employee type, deduction/benefit group, employment status, company, health care measurement group, and more.

In this example, several filters are used to find employee records that may be incorrectly showing as "Part Time" for ACA reporting purposes. The filter identifies employees with a Leave of Absence status in a given month whose Full time/part time indicator on their employee profile was set to "Full Time", but their ACA status calculated as "Part Time" for that month. Administrators can change the filtered set of employee records to ACA Full Time status for reporting purposes.

Navigation:Menu > Administration > Reporting > ACA Manager > ACA Monthly Details

From the ACA Monthly Details page, use the Find By field to enter the search criteria for Employee Status Is Leave of Absence.
Select '+' to enter the search criteria for Full-Time/Part-Time Status Is Full-Time.
Select '+' to enter the search criteria for ACA Status Is Part-Time.
Select Search.
In the Employee Information section, review the Employee Status Column to confirm that each employee record is set to Leave of Absence.
Select the check box next to the applicable employee records from the list or select all XX records at the top of the column to select all employees listed on the page.
Select the Change ACA Full Time Override button.
From the Change ACA Full Time Override, select Yes, and then select Confirm.
- If you applied an override, but want to revert to the previous status, complete the same steps, but select No, and then select Confirm.
Select OK.
Note A warning message appears: “Some of the information below may be out of date because of the full-time override changes you made. To update your ACA reporting data, go to the Generate and Review Forms page and Generate your ALEs). Don’t worry! If you have manually changed any 1095-C data, it won’t be affected”.

Regenerate the Applicable Large Employer (ALE)

The ACA Monthly Details page displays ACA-related data based on the last time the ALE was generated. When ACA data is overridden, administrators must regenerate the data for the ALE.

Once the data is regenerated, which may take several minutes when using UKG Pro Benefits, and the Generated status displays for the ALE, the ACA Monthly Details page updates to reflect the latest data.

Note When the ACA Full-Time Override setting is used with the UKG Benefits Administration (formerly Benefits Prime) solution, you must wait overnight before you regenerate your ALE(s) from the Generate and Review Forms page.

Navigation:Menu > Administration > Reporting > ACA Manager > Generate and Finalize

In the Generate and Review Forms section, select Continue.

Important It is recommended to generate Forms 1095-C monthly to correct validation errors promptly. Generate Forms 1095-C again after upgrades or post-release updates to ensure the most recent validation checks are applied to your data.
From the Generate and Review Forms section, check the applicable ALE Name boxes. ALEs are initially listed in a Not Started status on the Generate and Review Forms page.
Select Generate.
Once queued, a Generate - Pending status appears.
Select Refresh to update the status.
Once the status is refreshed, a Generated or Generate with Errors status appears with an error count for Form 1095-C.
- Generated – status indicates that all Forms 1095-C were run successfully.
- Generate with Errors – status indicates that errors were found and must be corrected in order to generate forms successfully. A 1095-C error link enables you to view and correct these errors.

This document and all information contained herein are provided to you "AS IS" and UKG Inc. and its affiliates (collectively "UKG") make no representation or warranties with respect to the accuracy, reliability, or completeness of this document, and UKG specifically disclaims all warranties, including, but not limited to, implied warranties of merchantability and fitness for a particular purpose. The information in this document is subject to change without notice. The document and its content are confidential information of UKG and may not be disseminated to any third party. No part of this document or its content may be reproduced in any form or by any means or stored in a database or retrieval system without the prior written authorization of UKG. Nothing herein constitutes legal, tax, or other professional advice. All legal, tax, or other questions or concerns should be directed to your legal counsel, tax consultant, or other professional advisor. All company, organization, person, and event references are fictional. Any resemblance to actual companies, organizations, persons, and events is entirely coincidental.