ACA TRACK Knowledge Base

When filling out your Employee Data Spreadsheet, it is important to pay close attention to the instructions presented in the latest version of the Employee Datasheet Guide and the Scenarios Spreadsheet.

Below, we have assembled a list of the most common data errors we see, in order to help you avoid them and to streamline the reporting process.

Blank Cells

A blank cell in any of the columns marked “Required” will cause a validation error and need to be corrected.

Before uploading your data sheet, make sure that all fields marked with an asterisks (*) are filled in for all employees.

Overlapping Time Periods

When an employee changes coverage (due to a Plan change or Coverage Type change), the original Coverage End Date must occur prior to the new Coverage Begin Date, or it will be viewed as an overlap in coverage.

Missing or Incorrect Country Code

The country code field is required this year, and it must be filled in with an IRS-approved code. For a complete list of approved country codes, see Country Codes.

A Country Code is required for ALL employees, even those who live in the United States (US).

Missing Division Code

A Division Code is required for all lines of employee data, even if your company only has one division.

Additionally, the division code listed must match the appropriate Division Code you provided to ACA Track.

Missing Plan ID

A Plan ID is required for all lines of employee data, even if your company only has one health insurance plan.

• A Plan ID is required even if the employee waived coverage.
• The Plan ID listed must match the appropriate Plan ID you provided to ACA Track.
• The only times a Plan ID is not required is when the Coverage Type is LNAP, Union Provided, or Not Eligible.

Invalid Job Status

The Job status field should only be used to report whether an employee was Full-time, Variable Hour, Leave, or Non-Employee (your exact codes may vary, depending on the mapping information you provided).

Active/Terminated are NOT valid Job Status codes.

Missing Job Status for Termed Employees

For termed employees, you must still enter the Job Status they had while actively employed.

Missing Coverage Dates for Employees Who Waived Coverage

Coverage Dates are required for all employees, even if they waived coverage.

Reporting COBRA Waived for a Termed Employee

COBRA Waived should only be used when an employee experiences a reduction in hours. If a termed employee waives COBRA, simply add a Term Date and Coverage End Date to their last line of data. Do not add an additional line for COBRA.

Invalid Formatting or Interpretive Formatting

When entering employee data, all information must be explicitly provided using the existing columns and following the guidelines outlined in the Employee Data Guide and Scenario Spreadsheet.

Note that:

• All data points must be at the record level – additional information cannot be conveyed through the file name, tab name, or in a separate location.
• Any colored highlighting or formatting will be ignored.
• Notes of any kind will be ignored or result in a data error.

Moving from Variable Hours to Full-time

When an employee moves from Variable Hours to Full-time, they may become eligible for health insurance benefits, so it’s essential that this change be appropriately reported for the IRS.

With a Waiting Period

If the employee is subject to a waiting period, it is important to document the time between their switch to full-time and the first day they are eligible for coverage. This time is considered a Limited Non-Assessment Period, and should be marked appropriately with Coverage Type LNAP.

To properly document this transition, you will need to have at least 3 lines of data for the employee:

• First Line: The period of time they were Variable Hours.
• Second Line: The Waiting Period (LNAP), after becoming full-time but before they were eligible for coverage.
• Third Line: After the waiting period, when the employee was full-time and eligible for health insurance coverage.

Notice that that the Status Begin Date and Job Status will be the same for Lines 2 & 3, because these items only changed when the employee first transitioned from VH to FT. Their Coverage Section (purple), will change for all three lines.

No Waiting Period

If the employee is NOT subject to a waiting period, the transition from variable hour to full-time will only require 2 lines of data:

• First Line: The period of time they were Variable Hours.
• Second Line: The part of the year they were Full-time.

Reporting a Loss in Coverage or Eligibility

When a full-time employee is moved to variable hour (part-time), or their hours drop to part-time level, they will typically no longer be eligible for health insurance. In this case, they should have the option to elect COBRA Coverage for a period of time.

In order to properly report this, you need to provide details of the change and note whether the employee accepted or waived the COBRA coverage:

Reporting Mid-Year Coverage Changes

Any time an employee changes their health insurance coverage, it must be documented. Failing to do so could lead to reporting errors and potentially fines from the IRS. That’s why ALL coverage changes MUST be documented as a new line on your Employee Datasheet.

The most common mid-year Coverage changes include:

• Coverage eligibility changes due to a change in job status (transitioning from VH to FT or vice-versa, ending a measurement period, etc.).
• Adding or removing coverage mid-year, due to a life event. For example, if an employee was previously covered under their spouse’s plan, but then loses that coverage, they may be eligible to opt-in for your health plan mid-year. Failing to record this change could cause problems with your reporting, as well as the employee’s tax filings.
• Cancelling or becoming ineligible for COBRA. This could occur with employees that were offered COBRA following a reduction in hours, or for termed employees (with self-insured plans).

Note: All of these scenarios have their own unique reporting requirements. Be sure to carefully review the Sample Scenario guide when documenting any mid-year changes.

Reporting Leave – Covered vs. Uncovered

When an employee takes leave, it is only necessary to document that leave if there is a change to the employee’s coverage eligibility or status:

• If the employee’s health insurance benefits remain unchanged during their leave, you do not need to report the leave on your Employee Datasheet.
• If the employee loses benefits (or changes their benefits) at any point during the leave, you will need to provide additional lines on your Employee Datasheet to mark that change.

There are a number of different scenarios that may occur when an employee goes on leave, so it is important that you carefully review the Leave section of the Sample Scenarios guide to ensure you are appropriately documenting each situation.

Termed Employees – Missing End Dates

When an employee leaves your company (regardless of the reason), it is critical that you document both their Term Date and Coverage End Date correctly. Leaving off either of these dates, or entering this information incorrectly, will cause an error in your reports.

If your company has a self-insured health plan, you also need to document any COBRA coverage the employee takes after their Term Date. In this case, make sure that the original Coverage End Date occurs before the COBRA Coverage Begin Date:

Important Notes:

• If the employee does not elect COBRA following their Termination, you do not need to report it.
• If you have a fully-insured health plan, you do not need to report COBRA in cases of terminations.