KB14-030 

Shared Employees are employees that work for one of your EIN companies for a period of time and then you transfer them to another company to work. You may even bring them back to the original company or to a third company.

Shared employees and eligibility: If they are part time employees, eligibility will be determined by the sum of hours the employee worked in all entities using the Combined Group ID. This is setup in the ACA Compliance Solution under Configuration/Control Group and Company. For further information on the Control Group review the user guide here. To accomplish this in the ACA Compliance Solution it requires you have the same Employee ID for each company. This is easily accomplished by using the SSN as the unique Employee ID.

Shared Employees and the 1095-C: The ACA law requires that a 1095-C be printed for each separate EIN company that employed the employee. To accomplish this the ACA Compliance Solution requires that you have the same Employee ID for each company. This is easily accomplished by using the SSN as the unique Employee ID. Both the Employee and the Transactions Uploads will need to have this matching unique ID.

When the employee moves from Company A to Company B, you can enter the information in the ACA Compliance Solution one of two ways:

  • • First, you can use the Employee import template that has the Company ID column and upload the data every time the employee moves between companies. When the employee moves from company A to company B you enter a termination date in the Employee file for company A and enter the adjusted hire date for company B. When using the import process the Employee Employment History (Previously Employee Company Exception) window on the Employee card will automatically fill for you.

shared 1

In the example above, I imported the original upload for this employee with a Hire Date and Adjusted Hire Date of 12/15/2014, a Termination Date of 1/1/1900, and a Company ID of TWO. When this employee moved to Company ID ADV, I edited the TWO line in the upload and put a termination date of 2/11/2015. I inserted a row below the TWO line and copy/paste the TWO line onto it. To this inserted row, I changed the Adjusted Hire date to 2/28/2015, the Termination Date to 1/1/1900, and the Company ID to ADV. I uploaded and the Employee Employment History record auto fills.  This is the point where you may see an error on the employee upload.  Here is the error:

This error is saying that the Adjusted Hire Date or Termination Date you are uploading from your payroll system does not match what is already in the Cloud in the Employee Employment History record.  You need to edit one or the other so they match.  It is usually easier to edit the History Record.  See below.

  • Second, if you do not want to import the employee data for Company A, B, C, and more, you can manually update them through the above mentioned Employee Employment History maintenance record, ADD NEW EMPLOYEE/COMPANY.

The Primary Job checkbox is selected when you have an employee who divides his hours relatively equally between companies. You are telling the system to credit the hours to a particular company for the sake of Reports, ACA Information Assignment and 1095-Cs.

 

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Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Compliance and ACA Law for Cloud Users