ACA on Demand, ACA Compliance Center: Employees: Employee Setup

For Integrated Clients:

• Employee information will populate directly from the payroll system.
• Different sort options are available by clicking on the column header or selecting the blue orb.

For Stand-alone Clients:

• Stand-alone client utilizes ACA OnDemand by importing employee and payroll data on a recurring bases.  
• Adding or editing a record is for a standalone client only.  
  • Click 'Add new record' to add an employee or click on the 'pencil' icon to edit or view a record.
  • To add multiple records, an employee import feature is available under Payroll (Payroll>Import Wizard).

Employee Information Fields

*A red asterisk indicates a required field that is either printed on the Form 1095 or used in compliance calculations

Employee ID –  The employee ID number is used to match records during the import process.

First Name- First name will display on the IRS Form 1095

Middle Name- Middle name

Last Name- Last name will displays on IRS Form 1095

Suffix – Using the drop down, select the suffix. This is informational only

SSN- The nine-digit social security number displays on IRS Form 1095

Hire Date- The first date of employment

Recall Date – The date of re-employment, also referred to as the re-hire date

Termination Date- The final date of employment

Effective Date -The date that the system should start or stop tracking hours for an employee.

• If an employee changes from being a salary full-time employee to a hourly part-time employee, the effective date should reflect the date of the part-time status.

Employee Type – This displays if the employee is Full Time, Part Time, or Seasonal.  

• When an integrated client setup (vs stand-alone), the status field populates based off the record in the payroll system.

Pay Type

• For a stand-alone client, select hourly or salary from the drop down menu.  
• For an integrated client, the pay type will feed from the payroll system.
  • If the employee is set up with a pay type other than salary or hourly, the system will convert the pay type record to ‘hourly’ in ACA OnDemand.  
  • The additional pay types in the payroll system include: Contract, Commission, Draw, Piecework or Time Only.

Location- This displays the primary location the employee is assigned to.

• For stand-alone clients, select the location from the drop down menu

Department- This displays the home department the employee is assigned to.

• For stand-alone clients, select the department from the drop down menu.

Address Information

Address 1 – The address will print on IRS Form 1095

Address 2 – Enter an apartment number or additional information if necessary

City / State/Zip – Enter the city, state, and zip code for the employee

County – This is a required field.  Based on certain zip codes, the county will auto-populate