Reports Analytics ACA Standard Templates

ACA Standard Templates

Table of Contents

ACA Large Employer Analysis [Standard Template] ................................................................ 2

ACA Employee Measurement* Report [Standard Template] .................................................... 5

ACA Affordability [Standard Template] ..................................................................................... 7

Standard Templates

These are report templates already setup by Paycor, and are available to users with Reports & Analytics access.

Note: Standard Templates cannot be edited, but you may create a copy of the template then make changes as your own custom template.

Standard Templates cannot be edited, but you may create a copy of a standard template then add, sort, subtotal etc to the columns available.

Reports & Analytics Job Aid: ACA Standard Templates

Page 2 Copyright © Paycor Inc. All Rights Reserved Updated: 7/8/15

ACA Large Employer Analysis [Standard Template]

Description: Organizations with 50 or more full-time equivalent employees (FTEs) are considered applicable large employers (ALEs) in the eyes of the law, and must therefore comply with the ACA employer mandate. If the employer has less than 50 FTEs, it is considered to be a small employer

Paycor’s Large Employer Analysis Report allows clients to easily determine whether or not their organization has 50 or more FTEs. Employers that are close to the 50 FTE threshold should use this report to strategically manage their employee hours.

Calculation: Total Month's Hours of all Part Time EE's / 120 = Number of Full Time Equivalent Employees. Average all months for "Total Full Time and FTE Employees" of all months (Full Number)

Note: There are three types of controlled groups that are considered one employer for the purposes of the ACA employer mandate. The IRS defines and provides examples of these three controlled groups in IRS Code, and more information can be found on the IRS website. Defining a controlled group/common ownership requires expertise from a broker or an attorney. If Paycor does not have data for all separate Federal IDs under common ownership, please note that clients will need to compile data from across all companies in the controlled group for ACA reporting purposes.

If reporting in 2015, clients should look at data from the calendar year 2014. For 2014 reporting only, Measurement Settings will be available.

Measurement Settings:

Filters Indicates

Calendar Year Select the year to run the report.

Consecutive Months Select the number of consecutive months to run the report (6 months or 12 months).

Start Month Select the first month to begin the consecutive month timespan.


Updated: 7/8/15 Copyright © Paycor Inc. All Rights Reserved Page 3

Examples:

The report will be split into two sections: Summary and Detail.

Note: The Summary will show results based on the ACA definition of Full Time or Part Time. Even if an employee is labeled as “Part Time” in Paycor’s system, this report will be strictly based on calculations.

Summary Status: Indicates:

Full Time Salary Employees: Shows the number of Full Time employees by month. (Number of employees with a rate type of Salary, with monthly hours >= 130, or if monthly hours are zero, then the Average hours are considered.)

Full Time Hourly Employees: Shows the number of employees with a rate type of Hourly and that the monthly hours >= 130 (both part time and full time status employees are considered).

(All ACA Eligible Earnings Codes are considered. *For a complete list of ACA Eligible Hours Earnings Codes, please look towards the end of this guide.)

Total Full Time Employees Shows the total of all Full Time Hourly and Salary Employees each month.

Part Time Salary – Hours Shows the total monthly hours of all employees with a rate type = salary with < 130 hours during the month.

(Each employee’s hours are capped at 120.)

Part Time Hourly – Hours Shows the total monthly hours of all employees with a rate type = hourly and with <130 hours during the month.

(Each employee’s hours are capped at 120.)

Total FTEs Calculation used is the total monthly hours of all Part Time EEs / 120 = Number of Full Time Equivalent Employees (rounded down)

Total Full Time Employees and FTEs

Shows the Monthly Total of Full Time Employees and Full Time Equivalent Employees.

YTD Monthly Full Time Employee and FTE Average

Shows a Year-To-Date average of all Monthly Total Full Time Employees and FTEs.



Summary tab*

*The Summary information will continue out to the right, showing all months for the Consecutive Months Period which was selected on the setup screen.

Detail tab

Note: The beginning columns (all besides the Month/Year columns) will display information already entered and selected on the employee’s profile.

Where are the hours derived?

First, the Status set for the employee is considered. *Perform users – see an employee profile, Company area, Status page. **Paycor Payroll users – see an employee profile, General tab.

Any employee marked as Full Time and has a Salary pay will appear as such in the Summary. It is assumed that this employee should have 40 hours a week spread across all pay periods.

Any employee marked as Full Time and has an Hourly pay rate will appear as such in the Summary. Hours are derived from any ACA Eligible hours entered into the paygrid. If no hours were given, we assume 8 hours per day. *For a list of ACA Eligible Hours Earning Codes, please look towards the end of this guide.

Any employee marked as Part Time and has an Hourly pay rate will appear as such in the Summary. Hours are derived from any ACA Eligible hours entered into the paygrid. *For a list of ACA Eligible Hours Earning Codes, please look towards the end of this guide.

Any employee marked as Part Time and has a Salary pay will appear as such in the Summary. Hours are derived from the Annual Hours field. *Perform users – see an employee profile, Time & Attendance area, Work Schedule page. **Paycor Payroll users – see an employee profile, General tab.



ACA Employee Measurement* Report [Standard Template]

*Paycor Payroll Users – your report will be labeled “ACA Employee Eligibility Report” but will cover the same information. Your measurement settings will be configured within Reports & Analytics.

Description: Full-time employees are defined as those who work 30 hours in a week or 130 hours in a month. So when looking at hours, an employee will show as ‘full time’ if he or she had over 30 hours of work despite the employee being labeled in the system as ‘part time’.

Hours of service include paid time off due to vacation, holiday, illness, incapacity (including disability), layoff, jury duty, military duty or leave of absence. *For a complete list of ACA Eligible Hours Earning Codes, please look towards the end of this guide.

Should a client’s business be declared a large employer and required to offer benefits to full-time employees, the ACA Employee Measurement/Eligibility Report can be used to identify which employees are full-time equivalent according to the ACA definition and eligible for coverage.

The measurement period used must be determined by each employer, and must be at least 3 consecutive months and no more than 12 consecutive months in length. For questions, employers should contact their ERISA Attorney, legal counsel and/or broker.

Measurement Settings: For Perform clients, the setup for this report is done under Configure Company > ACA > Lookback Measurement. Click on the blue info icons for more information.



Example:

The report will be split into two sections: Projected Full Time and Projected Part Time.

Projected Full Time tab*

Projected Part Time tab*

Note: · The Start and End columns will pull directly from the setup screens. · If the Administrative dates display in bold, then these are employees that are

in their current administrative period based on the filter criteria selected and the current date.

· The rows will sort on the Weekly Avg column: first based off of Initial Measurement Period, then on the Standard Measurement Period.

Calculations:

‘Weekly Average Hours’ calculation is as follows:

The sum of hours between the measurement period start and end dates, divided by the total weeks and divided by 7 (days in a week). *For a list of ACA Eligible Hours Earning Codes, please look towards the end of this guide.

If your measurement period start or end dates falls within a pay period, Paycor will distribute the hours evenly across the pay period.

Note: The results will only display the most recent measurement and administrative periods. Once you enter a new stability period, the report will not show historical information.



ACA Affordability [Standard Template]

Description: Provides an estimated safe harbor contribution based on 9.5% of an employee’s income for a specific time period. This applies to both hourly and salary.

A plan is considered affordable if the employee portion of the premium for self-only coverage is not greater than 9.5% of an employee’s annualized income based on a 30 hour week.

Unfortunately, employer funded contributions to HSA, Section 125 or 401k plans do not count towards this total. Paycor’s ACA Affordability Report shows each employee’s taxable income and compares it against the ‘Proposed Premium’ field that must be entered by the client. This gives a measure of a plan’s affordability, taking the guesswork out of the process and reducing risk.

If an employee’s share of the premium for employer-provided coverage would cost the employee more than 9.5% of that employee’s annual household income, the coverage is not considered affordable for that employee. By using one of the three safe harbors to calculate annualized household income, an employer can guarantee that the IRS deems the coverage affordable. The three Affordability Safe Harbors are: 1) the Form W-2 wages safe harbor, 2) the rate of pay safe harbor, and 3) the Federal Poverty Line (FPL) safe harbor.

This report can provide specific details related to the Form W-2 and Rate of Pay safe harbors.

You may also use it to check against the Federal Poverty Line safe harbor. It is the simplest to assess, as it is the same amount for any employee regardless of income. In 2014, the Federal Poverty Line for a single individual was $11,670. Accordingly, using 2014 rates, your proposed monthly premium under this safe harbor should not exceed $92.39 in 2015. ($11,670/12 x 9.5% = $92.39)

To run the report:

1. Within Standard Temples, go to the “ACA Affordability” report 2. Make sure the ACA – Proposed Premium has been set.

*Perform users – setup for this field is done under Configure Company > ACA > Lookback Measurement. **Paycor Payroll users – setup for this field is within the actual report in the Proposed Premium field in the Filters. In the Proposed Premium field, employers may enter a premium amount that may be used to compare against the requirements of being affordable.

3. Click Run Report button



Example:

Calculations: Hourly: Employee’s rate of pay * 130 hours * 0.095 = the Estimated Contribution amount.

Salary: Employee annualized salary amount * 0.095 = the Estimated Contribution amount.

Figures: 130 hours = 30 hour per week * (52 /12).

9.5% = 0.095 which is the percentage of an employee’s annualized income based on a 30 hour week that their premium portion for self-only coverage cannot exceed.



ACA Eligible Earning Codes

Code Description

OnCall On Call

OT1.5 Overtime Hours 1.5



Hol2.0 Holiday 2.0

Hol2.5 Holiday 2.5

Hol1.5 Holiday 1.5

Draw Draw - Taxable

Double Double Time

3ps6Mo Third Party Sick Over 6 Months

Fnrl Funeral

Jury Jury Duty

Stat Statutory Employee

Mat Maternity Leave

PTO Paid Time Off

Retro Retroactive Pay

Trn Training Pay

Code Description

Comp Comp Time

Vac Vacation

Hol Holiday

Reg Regular

OT Overtime Hours

Sick Sick

3ps Third Party Sick Payment

3psx Third Party Sick - EE funded

Brv Bereavement

BDay Birthday

Other Other Earnings

OTHalf Half Time Overtime

RR-OTA80

Regular Rate OT Average 80 hrs

WSProg Work Study Prog - SS&Med EX

RR-OTA40

Regular Rate OT Average 40 hrs

BonusOT Bonus Otime - tothrs/hrswrkd



Report Types

When creating a new template the Type selected will determine what fields will be available for that new report. For instance, a Pay Detail report type will have some field selections that an HR report will not have and vice versa. All report types have current employee information fields, as well as field selections for custom fields you use within Paycor’s applications.

Note: For each report type, you have the option to start with a template. Checking the Use Default Report Template box will start your report with preselected columns of commonly used fields for that report type. You can then use the template as is, or you may add and remove fields from the template to customize your report.

ACA Affordability [Report Type]

Use this template to create a report that shows employment and ACA contribution estimates by employee.

Column Drawers Available:

Employee

· Personal Information · Employment Information · ACA Information

Default Report Template Columns:

Documents

Reports Analytics ACA Standard Templates