ACA Reporting: Employee Data Guide

ACA Reporting: Employee Data Guide


ACA Reporting: Employee Data

Purpose:

To ensure the data in EHX is accurate and complete for every employee hired within your Benefit Plan Reporting Year. Those employees are subject to receive a 1095C if certain criteria are met.


New Employee Import Template: 
  • If you do not have Employees in your EHX Solution, you will need to complete the New Employee Import Template (download below).
How to Confirm the Data in your Employee Import Spreadsheet: 
  • You must review the Employee data in the template for accuracy.
  • This is the information that will be populated on the 1095-C for each employee that will receive a form and that will be submitted to the IRS.. 
New Employee Import Template:

In the New Employee Import Template contains three (3) tabs.

  • Tab 1: Employee Data Sheet - Column fields are explained below.
  • Tab 2: Payroll - Hours.Wages Template
    • Efficient Hire needs your Payroll files by Pay Period
    • We will need hours and wages per employee for ACA Tracking and WOTC Credits (if applicable)
    •  Your ongoing payroll files can be uploaded to the secure drop box by you or your payroll provider.
  • Tab 3: Drop Box Instructions - (same as below, for your reference)





                                                   

Employee Data Sheet Tab Column Definitions:
  • Existing Employee Data: If Efficient Hire supplied you with an export of your employee data, it is already formatted in the column order that we require in order to re-import your corrected information.
  • New Employee Data: If you are completing a New Employee Import, you must use the template supplied by Efficient Hire, it is formatted in the column order that we require in order to import your Employee Data.

Column

Name

Input Value

Example

Column A

Last Name

Alpha

 Smith

Column B

First Name

Alpha

John

Column C

Email Address

Alpha

john@mail.com

Column D

Date of Birth

MM/DD/YYYY

01/01/2017

Column E

SSN

XXX-XX-XXXX

123-45-6789

Column F

Street Address 1

Alpha/Numeric

123 Field Street

Column G

Street Address 2

Alpha/Numeric

Apartment 4

Column H

City

Alpha

Any City

Column I

State

2 State Abbreviation

CO

Column J

Zip Code

Numeric (5 or 9 digit)

12345-6789

Column K

Primary Phone

Numeric (Dashes Only)

123-456-7890

Column L

Start Date

MM/DD/YYYY

01/01/2017

Column M

Position

Lookup Variable

123456

Column N

Wage Type

Alpha

Hourly or Salary

Column O

Employee Type

Alpha

Full-time or Part-time

Column P

Wage Amount

Numeric (No $ Symbol)

9.00

Column Q

Pay Frequency

Alpha

Weekly, Bi-Weekly, Semi-Monthly or Monthly

Column R

Term Date

MM/DD/YYYY

01/01/2017

Column S

Location Name

Lookup Variable

987654

Column T

Benefit Category

Lookup Variable

876543


Lookup Variables: 

Found in your EHX Admin portal; Left Menu, Import Export tab => "Lookup Lists for Imports" by category. 


How to send your final Employee Data file to Efficient Hire:
  • Rename and Save the file with your Company Name
  • Open the link to our Secure Server Upload (below)
           
  • Enter your Company Name in the Field Provided - see example:
     
  • Choose your File
  • Click Upload File

Note: If you have multiple FEIN's and/or Locations, enter the Company Name first so we know where the files belong! Example: "Company Name_Location Name"








Contact the Efficient Hire ACA Team with any questions or issues!



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