Why is ACA tracking more challenging for companies with multiple locations?

Managing ACA compliance across multiple locations involves consolidating data from various payroll and timekeeping systems, tracking diverse employee types, and ensuring consistent monitoring of hours worked. This complexity increases the risk of errors and penalties without a centralized tracking system like ACA-Track.

How does ACA-Track help manage ACA compliance for multi-location organizations?

ACA-Track integrates employee hours and benefits data from all locations into one centralized platform, automating the tracking of variable-hour, part-time, and full-time employees. It monitors eligibility thresholds, provides alerts, and automates accurate 1094-C and 1095-C IRS reporting, streamlining compliance across all sites.

What types of employee data does ACA-Track collect for ACA compliance?

ACA-Track collects actual hours worked for all employee categories including full-time, part-time, variable hour, paraprofessional, and substitute employees. It gathers data from multiple sources such as payroll systems, time clocks, manual entries, and mobile devices to ensure comprehensive coverage.

How does ACA-Track ensure data accuracy and IRS reporting compliance?

ACA-Track performs monthly line code audits to verify accurate employee classification and coverage status. It generates IRS-compliant 1094-C and 1095-C forms and supports electronic filing with the IRS, reducing the risk of reporting errors and potential penalties.

Can ACA-Track help during IRS audits or when correcting ACA reporting errors?

Yes. ACA-Track securely stores all ACA compliance data and snapshots employee information over time, making it easy to retrieve accurate records during IRS audits. It also assists in identifying and correcting reporting errors promptly, helping employers avoid penalties.

The Best Way to Handle ACA Tracking Across Multiple Locations

Managing Affordable Care Act (ACA) compliance can be a complex and time-consuming process — especially for organizations operating across multiple locations. With varying employee types, fluctuating work hours, and the detailed IRS reporting requirements, businesses need a reliable, integrated solution that simplifies ACA tracking and reporting across the board.

That’s where ACA-Track comes in. ACA-Track offers a comprehensive and user-friendly platform designed specifically to handle the complexities of ACA compliance for organizations with diverse and multi-location workforces.

Why ACA Compliance is More Complex Across Multiple Locations

Employers classified as Applicable Large Employers (ALEs)—those with 50 or more full-time employees or full-time equivalents (FTEs)—must carefully track employee hours, eligibility, and benefits offers. When a company operates across several locations, these challenges multiply:

Multiple data sources: Employee hours might be recorded in separate payroll systems, timekeeping software, or even manual timesheets at different locations.
Varied employee types: From full-time and part-time to variable-hour and seasonal workers, each employee category requires precise tracking to determine ACA eligibility.
Decentralized HR and payroll: Different locations may have separate HR or payroll departments, making consolidated data collection and reporting difficult.
IRS reporting compliance: Accurate filing of Forms 1094-C and 1095-C for federal and state reporting requires comprehensive, error-free data aggregation.

Without a unified system, ACA tracking can become an administrative burden prone to errors, risking costly IRS penalties.

How ACA-Track Simplifies ACA Compliance Across Multiple Locations

ACA-Track was built with the needs of multi-location employers in mind. Here’s how it addresses the major pain points:

1. Seamless Data Collection From Multiple Systems

ACA-Track collects actual hours worked by all employee types — full-time, part-time, variable hour, substitute, paraprofessional — regardless of where they work or how their hours are recorded. Whether employee time is entered via:

Automated time clocks,
Payroll systems,
Manual timesheets,
Employee mobile device entries,

ACA-Track integrates this data into one centralized platform. This eliminates the need to manually consolidate disparate data streams from multiple locations and systems.

2. Real-Time Monitoring of Employee Eligibility

With ACA-Track, employers can monitor employee eligibility thresholds based on actual hours worked. The system provides advance alerts when an employee crosses full-time status eligibility (averaging 30 hours/week or 130 hours/month), enabling proactive benefits offers.

It also tracks employee events like waivers, leaves, or job changes — all critical for maintaining ACA compliance across multiple locations with varying workforce dynamics.

3. Accurate and Automated Reporting

ACA-Track electronically creates and files required IRS forms:

Form 1095-C: Individual employee coverage reports,
Form 1094-C: Transmittal summary forms to the IRS.

The platform supports monthly line code audits, ensuring the accuracy of the 1095-C codes assigned to each employee. It also helps employers fix ACA reporting errors quickly to avoid IRS penalties.

Electronic submission complies with IRS AIR (Affordable Care Act Information Returns) schema, essential for employers with over 250 employees who must file electronically.

4. Customizable Dashboard and User Interface

The ACA-Track platform offers a flexible dashboard that can be tailored to display:

Employee ACA status,
Location-specific data,
Full-time/part-time filters,
Custom date ranges.

This flexibility makes it easy for HR and payroll professionals to focus on relevant data for specific locations or groups of employees, improving oversight and reducing errors.

5. Snapshot Summary for Historical Data Tracking

One of ACA-Track’s unique features is the “Snapshot Summary,” which preserves payroll and ACA data at specific points in time. This is especially valuable during IRS audits or state exchange inquiries, as it provides a historical view of employee data exactly as it was during the compliance period.

6. Security and Compliance

ACA-Track prioritizes data security with:

SAS 70 and SSAE 16 certified cloud hosting,
SOC 2 Type 2 compliance,
Encrypted personally identifiable information,
Secure HTTPS data transfers.

This is critical when handling sensitive employee data across multiple locations, ensuring compliance with data privacy regulations and protecting against breaches.

7. Dedicated Client Success Advisors

ACA-Track doesn’t just provide software; it offers support. A dedicated Client Success Advisor guides your organization through ACA compliance, simplifying setup, data integration, and reporting, regardless of your organization’s size or complexity.

Why Using ACA-Track Is the Best Choice for Multi-Location Employers

Handling ACA compliance without a centralized platform can be overwhelming. For multi-location employers, the stakes are even higher due to the scale and complexity involved.

ACA-Track offers:

Complete integration with any payroll or HRIS system across locations,
Comprehensive tracking of actual hours worked for all employee types,
Automatic and accurate federal and state ACA reporting,
User-friendly tools for monitoring eligibility and compliance status,
Security protocols to keep employee data safe,
Support from ACA experts committed to your success.

This combination reduces the risk of costly IRS penalties and frees up HR and finance teams to focus on strategic priorities rather than administrative headaches.

Final Thoughts

ACA compliance doesn’t have to be a complicated, stressful, or error-prone process — especially if your organization spans multiple locations. By leveraging a proven ACA compliance solution like ACA-Track, you gain control, clarity, and confidence.

From collecting hours worked to electronic IRS reporting and audit-ready data management, ACA-Track is the best way to handle ACA tracking across multiple locations. It simplifies your workflow, enhances compliance accuracy, and gives you peace of mind in a complicated regulatory environment.

If your organization needs a scalable ACA compliance solution with a proven track record, ACA-Track is the partner to trust.

For more information and to explore ACA-Track’s features and pricing tailored to your business, visit https://aca-track.com/.