The Data Mapping tab is where you will map all of your internal terminology, such as your division and coverage type codes, to those used within the ACA TRACK system and/or reported to the IRS.
These mappings are necessary for ACA Track to properly report your employee information to the IRS. All fields must be completed, and any codes used within your employee data must be listed here.
Division Codes
This section is used to map the division codes listed on your employee level data to this company/division. If you refer to this division by more than one code, list all that apply here.
For example, if the Florida division of a company is referred to both as “FL” and “FLA” in your data file, then make sure to enter both of these codes on this screen. This is how the ACA Track system will map the employees to this division while still allowing you flexibility in your data reporting.
Note: You must enter something in this section. Even if the division code used in your data files matches the name you set up in ACA Track exactly, it is still necessary to enter it here.
Coverage Type Codes
This section is used to map any internal Coverage codes used in your employee level data to the standard Coverage Type codes used by the IRS. This way, you do not need to make any changes to your data file. Just make sure to list all Coverage Type terms listed in your files and map them to the appropriate standard codes:
- Insured: Employee was eligible for company health insurance and elected coverage.
- Waived: Employee was eligible for health insurance, but waived coverage.
- Not Eligible: Employee was not eligible for health insurance. (Example: They are not full-time.)
- COBRA Not Employed: A non-employee (either termed employee or covered dependent) elects COBRA coverage. This is only reported on self-insured plans.
- COBRA Reduction in Hours: After experiencing a reduction in hours (ex. moving from full-time to variable hour), employee was offered and elected COBRA coverage.
- COBRA Waived: Employee was offered COBRA coverage because they moved from full-time to part-time (reduction in hours), and waived COBRA coverage. Cobra Waived SHOULD NOT be used for termed employees.
- Union Provided: Health insurance benefits were provided by an employer-sponsored union.
- LNAP: Limited Non-Assessment Period. This is most often used for employees in a waiting period.
- Eligible No Offer Given: Employee was eligible for coverage, but it was never offered to them.
Job Status Codes
Similar to the Coverage Type Codes, this section allows you to map your internal codes for employee status to the standard codes used by the IRS. It is very important that you list all codes used within your employee level data and link them to the appropriate standard codes:
- Full Time: Employees that work an average of at least 30 hours per week or 130 hours per month.
- Variable Hour: Variable hour refers to part-time (work less than 30 hours per week), seasonal, and per diem employees.
- Leave: The leave status is typically used when an employee is on an unprotected leave. Protected leave should be reported as full-time or variable hour, based on the employee’s circumstances.
- Non-Employee: This refers to individuals not employed by your company at any point during the calendar year but who were the primary insured subscriber: spouses, severance recipients (terminated in previous year), retirees, and COBRA primary dependents. Non-employee cannot refer to someone employed at any point in the year.
Next Step: Division Management 5 - Employee Count