Are employers required to collect and monitor actual hours worked by employees or hours scheduled to work?
For employees paid on an hourly basis, an employer is required to calculate actual hours of service from records of hours worked and hours for which payment is made or due.
For employees paid on a non-hourly basis (such as salaried employees), an employer may: calculate the actual hours of service using the same method as for hourly employees, or use a days-worked equivalency crediting the employee with eight hours of service for each day for which the employee would be required to be credited with at least one hour of service, or a weeks-worked equivalency whereby an employee would be credited with 40 hours of service for each week for which the employee would be required to be credited with at least one hour of service.
The proposed regulations prohibit use of these equivalencies, however, in circumstances in which their use would result in a substantial understatement of an employee’s hours of service in a manner that would cause that employee not to be treated as a full-time employee. ACA-Track collects and monitors actual hours worked from a variety of data sources, including all types of payroll and timekeeping systems.
How can ACA-Track help in the event of an IRS audit?
Within just a few minutes, ACA-Track, by capturing a timely snapshot, can produce an IRS Audit Report showing all the information required, including:
- measurement period
- total reported hours worked
- total reported unique days worked
- weekly and monthly averages for the measurement period,
- PLUS a detail report of reported hours worked each day, and
any UNPAID LEAVE time affecting the weekly and monthly averages.
In addition, this institutive report highlights days where duplicate time has been captured.
Can ACA-Track be used for new hire measurement periods?
Yes. ACA-Track looks at the hire date or other appropriate date field as defined in the admin section when a snapshot is run. If the hire date is greater than the company/district measurement start date, an individual measurement period is set. When the person reaches the end of the individual measurement period, the company measurement period is used and all averages recomputed for the company measurement period when a new snapshot is run.
ACA-Track offers the option of using the actual hire date or using the first day of following month.
The system automatically calculates the weeks and the months between the first day of work (hire date or first day of following month) and the snapshot “as of date” and produces weekly and monthly averages on an individual basis. Whenever the snapshot is run, the averages are correct for each employee regardless of the first day worked method selected. After the individual measurement period expires, the system detects this and automatically recalculates the weekly and monthly averages based on the company measurement period.
Does ACA-Track run snapshots in “real time?”
Yes. When a new snapshot is created, the request is passed to a background engine for real-time execution. This allows the operator to continue working within ACA-Track (or any application) and uses the server background resources separate from the web front-end. The process will run and when completed, the results are available and shown in the dropdown window.
When a new snapshot is created, current HRIS and Payroll data is captured and stored in the ACA-Track data repository, preserving the data as it existed at snapshot time. All “time worked” data is retrieved from live files when ACA-Track is opened so any time-worked corrections are reflected correctly.
Can ACA-Track save a copy of a snapshot such as a year-end version?
Yes. ACA-Track allows you to load the snapshot and export as an Excel document to be saved for future reference.
What are the system requirements for ACA-Track?
ACA-Track is Cloud based SaaS solution, secure within a SOC I data center. There is nothing you need to supply, except your data.
Is sensitive employee/employer data secure with ACA-Track?
Yes. The ACA-Track cloud-based data center has been SAS 70 certified since 2010, and now is currently certified under the new SSAE 16 standard. Additionally:
• No HIPPA based medical information is hosted within ACA-Track
• Personal identifying data is encrypted in the database so if, in the unlikely event the data is compromised, no personal info is exposed
• All data transfers are conducted via Secure Hypertext Transfer Protocol (HTTPS)
Does ACA-Track assist with Cadillac plan and affordability monitoring?
Yes. Assistance with Cadillac plan and affordability monitoring is available with ACA-Track.
Does ACA-Track integrate with existing payroll and/timekeeping systems?
Yes. ACA-Track™ integrates with any payroll, time-capture, benefit management and substitute placement systems, while placing no restrictions on your operational systems.
Does ACA-Track integrate with financial management or HR systems?
Yes. ACA-Track can electronically integrate directly with your financial management and/or HR system. Systems include, but are not limited to Munis®, Finance Manager, WinCap™, Info-Matic, CIMS, AkunaWare, ClearPATH and Vbas.
Is it too late to get started?
No, you’re not too late! ACA-Track allows you to capture data retroactively. With ACA-Track you can comply with the federal mandate to track time with a “look back” period of all employee hours for a three- to twelve-month period.
What about IRS reporting?
ACA-Track offers electronic IRS reporting included with your subscription. Multiple groups may be generated and processed if needed.
What about employee notifications?
The base ACA-Track subscription includes a PDF file containing each “offered” employee’s 1095, suitable for distribution. Additional cost-based options include printing and sealing individual 1095 forms with either individual USPS mailing or bulk delivery back to the employer for distribution. An online employee portal suitable for online distribution is also available. The online portal allows an employee to access multiple 1095 forms from multiple ACA-Track employers with direct employee access as a feature of your existing employee portal.
What if I do not electronically track unpaid leave or coverage waivers?
Not a problem, ACA-Track includes an “Event Tracking” module suitable for tracking many ACA related events at no extra charge, all included in the one low subscription fee.
Can ACA-Track be private labeled?
ACA-Track offers private labeling options for software providers, Third Party Administrators, brokers, CPA firms and payroll processors. With its exclusive Client Data Loader, ACA-Track can connect electronically with your systems providing a true seamless data flow, thus eliminating data export/import. Your customers will appreciate the efficiency provided by this unique premier service level. Contact us about this superior approach to integrated solutions at 1.800.488.7395.