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Setup and Reporting for Shared Employees Between Companies

Setup and Reporting for Shared Employees Between Companies

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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, our system will add the new company to the Employment History window in Employee Maintenance.  If the current History record of A has a 1900 Termination Date, the import record will automatically terminate the Company A history record 1 day prior to the new Company B Adjusted Hire Date from the upload file. This is the same for any details with Job Title, Department, ie. the fields that are used in the ACA Information Assignments as filters.

  • 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.  This would be used when an employee works between 2 companies or more on pay periods.

Questions / Resources

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Last Review: 5/25/2022 – Revision: 2.1

Applies To: ACA Compliance and ACA Law for Cloud Users

Categories:  Import of Data

Keywords:  Shared, Primary Job

KB 14-030

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