Affordable Care Act
Update
Office of Human Resources
Agenda
• Employee definitions
• New employees
• Part-time employees
• Temp agencies
• ACA reports
• Post look-back procedures
• Year end forms
• Questions
Employee Definitions
a) Full-Time Faculty
b) Full-Time Staff
c) Defined-Term Full-Time Staff
d) Temporary Full-Time Staff
e) Variable-Time Staff
f) Adjunct Faculty
g) Student Employees
http://www.udel.edu/Benefits/definitions.html
Benefits Eligibility
a)
b)
c)
d)
Full-Time Faculty
Full-Time Staff
Defined-Term Full-Time Staff
Temporary Full-Time Staff
Only employees in categories a-d will receive benefits.
Part-time Employees
• Searches commencing June 1, 2015, only positions defined as
full-time will be benefits eligible.
• Individuals currently in part-time benefitted positions will be
grandfathered until such time that the job is vacated by the
incumbent or the position FTE is increased to full-time.
• FTE for benefitted positions will not be permanently
decreased.
• A formal process with approval through the CHRO was
implemented for temporary (one-year or less) FTE reduction
requested by units with a clear business need.
New Employees
Reminder to give ACA Letters to new employees
The ACA notice for non-benefitted employees is located at:
http://www.udel.edu/onboarding/forms/aca-nonben.pdf
Part-time Employees
• Spreadsheets sent out to gather information.
• Convert 9-12 month 37.5-40 hrs/week employees to full-time.
• Position works 09-01-5/31 37.5 hrs/week
– FTE = 1
– Contract period = 9
– Standard hours 37.5
• Leave accrual will be full month form months they work and none
for months they don’t work.
• Leave requests will be for 7.5 hours per day for a full day of leave.
Temp Agencies
We have two contracted vendors at this time, CareersUSA and J&J
Staffing. If you have specific needs or questions, please contact Jared
Aupperle – jaup@udel.edu.
CareersUSA
Christina Taylor
302-737-3600
ctaylor@CareersUSA.com
J&J Staffing
Macy Pederson
302-738-7800
Macy.Pedersen@jjstaff.com
Reports
• Employee View
• Department View
• Quarterly Reports
• Other
Post Look-Back Procedures
Employee worked on average
30hrs/week or more during the
measurement period
No
Employee start the next
measurement period
Department: Notify employee
Yes
Class & Comp: Classify position
Payroll Notifies:
Records Management: Create position
Department: Process JED
Benefits: Set up and notify employee
Post Look-Back Procedures
Note:
• For Employees in Initial Look-back period, the administrative
period is only up to 30 days following the end of the
measurement period (depend on ACA hire date). =>
Procedure will start early
• For Employees in Standard Look-back period, the
administrative period is only up to 90 days following the end
of the measurement period.
Year-End Forms
•
W-2
• New ACA Form: 1095-C Employer-Provided Health Insurance
Offer and Coverage Insurance.
• Used to report the information required under sections 6055
and 6056 about offers of health coverage and enrollment in
health coverage for our employees.
• UD as ALE sponsoring self-insured group health plans will
report information about the coverage in Part III of Form
1095-C, instead of on Form 1095-B.
• Forms will be mailed to each full-time employee by January
31. For CY15, forms are due to individuals by February 1,
2016.
Year-End Forms
AFFORDABLE CARE ACT
Questions?
aca-help@udel.edu
AFFORDABLE CARE ACT
Additional Slides
AFFORDABLE CARE ACT
Look Back Period
Administrative Period
Stability Period
Look Back Period
Initial look back:
Look back period:
12 months Measurement period to
determine if employee is 30 or
more hours/week on average
For new employees/rehire.
Begins on the date of hire.*
Standard look back:
For continuing employees.
April 1st – March 31st each year *
 The following April 1st, the new employee will be included in the Standard Look
back period Period.
 The first look back period began on July 1st, 2014 and ended March 31st 2015.
Administrative Period
Initial Admin. Period:
Administrative Period:
Period to allow HR/Department to
enroll eligible employees for benefits.
up to 1 month – following the
Initial look back period
Standard Admin. Period:
3 months – April 1st to June 30th
Stability Period
Stability Period:
12 months period where employees
who worked an average of 30 hours
or more during the measurement
period must have benefits.
Initial Stability Period:
Begins immediately after the Initial
Administrative Period end date
Standard Stability Period:
July 1st - June 30th each year
Break in Service
Zero hours of service for at least four
consecutive weeks and less than 26
weeks?
Yes
Previous measurement and stability period apply;
Initial measurement period still applies for a new
hire and hours averaged before/after the break.
Average weekly hours (prior to the break in
employment) as their total imputed weekly hours
(up to 501 hours) for each week during that period.
No
Zero hours of service for 26
weeks or more?
Yes
Employee is considered ACA
termed a new initial measurement
period applies if rehired.
Employee View
Employee View
Employee View
Employee View
Employee View
Employee View
Department View
Department View