The following tables include the reporting requirements for each field on your Employee Data Spreadsheet.
Personal Information
Required (Yes/No) |
Description/Purpose |
Validation Rules |
What happens if changes are reported? |
Does this data need to be mapped to ACA TRACK Codes? |
|
Employee SSN |
Yes |
Social Security Number. Unique employee identifier. |
Can be in either of the following formats:123456789 or 123-45-6789. It is required on every row of data |
Each unique SSN is treated as a new employee. |
No |
Last name |
Yes |
Last Name of Employee (Full legal name) |
Text field, required on every row |
Only most recent is stored. |
No |
First Name |
Yes |
First Name of Employee (Full legal name) |
Text field, required on every row |
Only most recent is stored. |
No |
Middle Initial |
No |
Middle initial of employee |
Text field. |
Only most recent is stored. |
No |
Address |
Yes |
Employee Current Address |
Alpha Numeric (Maximum of 35 characters) |
Only most recent is stored. |
No |
Address2 |
No |
Employee Current Address |
Alpha Numeric (Maximum of 35 characters) |
Only most recent is stored. |
No |
City |
Yes |
Employee Current Address |
Alpha Numeric (Maximum of 22 characters) |
Only most recent is stored. |
No |
State |
Yes |
Employee Current Address |
Two-digit state abbreviation Code |
Only most recent is stored. |
No |
Zip/Postal Code |
Yes |
Employee Current Address |
Five or nine-digit format. If nine-digit, dash is required (12345-6789). |
Only most recent is stored. |
No |
Country Code |
Yes |
Employee Current Address. |
Two-digit country code (see Country Codes). |
Only most recent is stored. |
No |
Employment History
Data Field Name |
Required (Yes/No) |
Description/Purpose |
Validation Rules |
What happens if changes are reported? |
Does this data need to be mapped to ACA TRACK Codes? |
Hire Date |
Yes – for Employee No – for Non-employee (primary insured subscriber) |
For employees, this should be the original hire date, rehire date, or division change date (depending on which is most recent). For a non-employee (primary insured subscriber) the field can be left blank. |
Date mm/dd/yyyy |
History is kept to determine employee status on a month-to-month basis. |
No |
Term Date |
No – if still employed Yes – if terminated |
If the employee was terminated, then this field must be populated. |
Date mm/dd/yyyy |
History is kept to determine employee status on a month-to-month basis. |
No |
Status Begin Date |
Yes |
This describes the begin date for an employee’s Employment and Job Status. |
Date mm/dd/yyyy |
History is kept to determine employee status on a month-to-month basis. |
No |
Job Status |
Yes |
This describes the type of employee: Full-time, Variable Hour, Non-employee, Leave |
Alphanumeric values |
History is kept to determine employee status on a month-to-month basis. |
Yes |
Division |
Yes |
This identifies which division the employee is employed by for the Status time period. |
Alphanumeric values |
History is kept to determine employee status on a month-to-month basis. |
Yes |
Medical Benefits History
Data Field Name |
Required (Yes/No) |
Description/Purpose |
Validation Rules |
What happens if changes are reported? |
Does this data need to be mapped to ACA TRACK Codes? |
Plan ID |
Depends on Coverage Type. Required for: · Insured · Waived · Not Eligible · COBRA Reduction in Hours ·COBRA Not Employed · COBRA Waived · ENOG Not Required for: · LNAP · Union Provided · Not Eligible |
This identifies which Plan to attach the employee to for reporting purposes. Plan ID should be associated with the specified line’s Coverage Dates. |
Alphanumeric values. |
History is kept to determine employee status on a month-to-month basis. |
Yes |
Coverage Type |
Yes |
Description of the type of coverage (or non-coverage) provided during this period: Insured, Waived, Not Eligible, COBRA Waived, COBRA Reduction in Hours, COBRA Not Employed, Union Provided, LNAP (Limited Non-Assessment Period), ENOG (Eligible No Offer Given) |
Alphanumeric values |
History is kept to determine employee status on a month-to-month basis. |
Yes |
Coverage Begin Date |
Yes |
Date indicating the start of the coverage period being described in this record. |
Date mm/dd/yyyy |
History is kept to determine employee status on a month-to-month basis. |
No |
Coverage End Date |
Yes – if coverage or waiver ended No – if still covered |
Date indicating the end of the coverage period being described in this record. |
Date mm/dd/yyyy |
History is kept to determine employee status on a month-to-month basis. |
No |
Unaffordable Coverage Offered |
No |
If the coverage offered to the employee was unaffordable put Yes, otherwise leave null (blank) |
Yes or Null |
History is kept to determine employee status on a month-to-month basis. |
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