Importing Health Deductions for Employees Without Payroll Deductions for Certain Months such as Retirees or Teachers

Importing Health Deductions for Employees Without Payroll Deductions for Certain Months such as Retirees or Teachers

KB14-032

The ACA solution does require monthly deductions/benefits for Health coverage. If there are no payroll benefit/deductions for any reason in a month, the system will show that the employee is not covered for those months. When a benefit/deduction transaction does not exist for a particular month the way to tell the system that the employees are covered is to upload a Benefit Transaction with zero UNITSTOPAY, RATEAMOUNT and AMOUNT for each month the employee does not have a benefit/deduction transaction.

For example, employee ACKE0001 is a teacher paid on a 9-month schedule with only benefits/deductions transactions for the 9 months the employee received a check yet had coverage for 12 months. Because we need to import monthly transactions for the entire year, we will import 3 lines of zero amount benefit transactions for the 3 months a paycheck was not received.

zero 2

Note: you can edit the file in Excel then save as a Tab Delimited Text file before importing.

This scenario is often found with Educational Institutions that cover the employees for the year but deduct from the paychecks spread over 9 months.

Other situations that you will need to upload Health coverage transactions are:

  • Employer pays 100% of the coverage for the employee
  • Employee is on FMLA during the month and coverage remained in force
  • Employee is on military duty during the month and coverage remained in force
  • Employee is on jury duty or illness during the month and coverage remained in force

Self-Insured plans will need to upload Benefits for Part III proof of coverage as below:

  • Retirees with zero hours but have Health coverage
  • Partners or owners who have zero hours but have Health coverage

Questions / Resources

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Last Review: 4/21/2016 – Revision: 1.0

Applies To:
ACA Compliance and Law for Cloud Users

Categories:  Import of Data

Keywords:  Monthly, Deductions

2017-10-18T16:05:42+00:00 April 21st, 2016|0 Comments

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