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Information Needed to Import for the ACA Compliance Solution

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 KB14-014

ACA Compliance Solution – Hosted/Cloud import information

Excel Templates:

The system requires employee and transaction data to be imported. If your organization is self-insured, then you will need to import the dependent information as well. If your organization is fully insured, the dependent information is not required. Click Here

To download sample files, log onto the ACA cloud solution and go to Utilities & Maintenance>Upload & Import. Under this page there are options to download each type of upload file. These files are text files that can be opened in Microsoft Excel.

 

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Open Microsoft Excel and click “Open” and then go to downloads.

Select “All Files” and click on the template file.

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The next step is to format the sample files. When you click on open excel will prompt you to format the text file. When this comes up, simply click “Finish.”

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Once this is opened the correct data can be added in.  After the data is in the spreadsheet, it is wise to Save the file as Excel and then you will need to Save As Text (Tab delimited).  Always open your Text file in Notepad before uploading.  Remove extra lines by using Ctrl/End on the keyboard and then backspacing until the cursor is next to the last character.  Also use the Edit button next to File and go down to Replace.  Then enter  ” and Remove All.  These operations will prevent an error message from occurring.

Employee import: this file includes the employee data required to print the 1095-C and run the reports. It is important you format the fields and enter the data exactly as required. This import is a add/edit type of import where a record will be added if the employee information is not present and if it is present, that record will be modified based on the most current information being imported.

It is important to include full time employees as well as part time employees in the employee and transaction files. The Standard Measurement Period reports tests all employees and the law requires you to track their hours even if you offer them coverage. The Initial Measurement report only tests part time employees.

For the Employee Type field, the system requires entering Fulltime, Parttime. It will not import if FT or PT is entered. The system uses these fields to determine which employees to run for the reports.

The Department is not required for ACA purposes but it is used in the system to help you find/sort employees. We recommend importing information that is meaningful for your organization in this field. The system does not import if this field is empty.

The Adjusted Hire Date is important for rehired employees. You can enter their most recent rehire date in this field. This field cannot be empty. If an employee does not have an adjusted hire date, then enter the hire date in this field.

Termination Date – You will want to include employees that worked in the filing year. If an employee has been terminated, you will need to enter the t