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Data Dictionary and StandardsTracking – Enterprise Import Template

Updated: September 28, 2016

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TABLE OF CONTENTS

ACA-Track™ Data Group..............................................................................................................7

ACA-Track Data Tables.................................................................................................................9ACA Required Data Status Descriptions.......................................................................................9

ACA Data Type Definitions............................................................................................................9Snapshot Table Data Processing................................................................................................10

Employee Data............................................................................................................................11EmpNo.....................................................................................................................................11

SSN.........................................................................................................................................11LastName................................................................................................................................11

FirstName................................................................................................................................11MiddleInit.................................................................................................................................11

SuffixName..............................................................................................................................11PrimeBU..................................................................................................................................11

PrimeBUDesc..........................................................................................................................12PrimeJob..................................................................................................................................12

PrimeJobDesc.........................................................................................................................12PrimeLoc..................................................................................................................................12

PrimeLocDesc.........................................................................................................................12EmploymentStatus...................................................................................................................13

Active.......................................................................................................................................13OrigHireDate............................................................................................................................13

HireDate...................................................................................................................................13StartDate..................................................................................................................................13

TermDate.................................................................................................................................13TermReason............................................................................................................................13

TermCode................................................................................................................................13Addr1.......................................................................................................................................14

Addr2.......................................................................................................................................14City...........................................................................................................................................14

State........................................................................................................................................14CountryCode............................................................................................................................14

Postal.......................................................................................................................................14Email........................................................................................................................................14

DOB.........................................................................................................................................14

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EffectiveDate...........................................................................................................................14

Coverage Data.............................................................................................................................16EmpNo.....................................................................................................................................16

DedCode..................................................................................................................................16DedDesc..................................................................................................................................16

StartDate..................................................................................................................................16EndDate...................................................................................................................................16

Leave Data..................................................................................................................................17EmpNo.....................................................................................................................................17

JobCode..................................................................................................................................17JobDesc...................................................................................................................................17

LeaveType...............................................................................................................................17LeaveDesc...............................................................................................................................17

StartDate..................................................................................................................................17End Date..................................................................................................................................18

Hours.......................................................................................................................................18Waived Data................................................................................................................................19

EmpNo.....................................................................................................................................19StartDate..................................................................................................................................19

EndDate...................................................................................................................................19Employee Job Data.....................................................................................................................20

EmpNo.....................................................................................................................................20PayCode..................................................................................................................................20

PayDesc..................................................................................................................................20JobCode..................................................................................................................................20

JobDesc...................................................................................................................................20BGNU......................................................................................................................................21

BGNUDesc..............................................................................................................................21LocCode..................................................................................................................................21

LocDesc...................................................................................................................................21StartDate..................................................................................................................................21

EndDate...................................................................................................................................21PayPerYr.................................................................................................................................21

Hours.......................................................................................................................................22FTE..........................................................................................................................................22

BasePay..................................................................................................................................22

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AnnualSalary...........................................................................................................................22

HourlyRate...............................................................................................................................22Employee Payroll Data................................................................................................................23

EmpNo.....................................................................................................................................23PayFrom..................................................................................................................................23

PayTo......................................................................................................................................23CheckDate...............................................................................................................................23

JobCode..................................................................................................................................23JobDesc...................................................................................................................................23

PayCode..................................................................................................................................23PayDesc..................................................................................................................................24

BGNU......................................................................................................................................24BGNUDesc..............................................................................................................................24

LocCode..................................................................................................................................24LocDesc...................................................................................................................................24

ActHours..................................................................................................................................25DaysWorked............................................................................................................................25

Rate.........................................................................................................................................25PayAmt....................................................................................................................................25

UnitOfMeasure.........................................................................................................................25PayFrequency..........................................................................................................................25

FedTaxWages.........................................................................................................................25EmpEAmt.................................................................................................................................26

EmpRAmt................................................................................................................................26Employee Time Data...................................................................................................................27

EmpNo.....................................................................................................................................27ClockNo...................................................................................................................................27

PunchDate...............................................................................................................................27PunchJob.................................................................................................................................27

PunchJobDesc.........................................................................................................................27PunchIn....................................................................................................................................27

PunchOut.................................................................................................................................27PunchHours.............................................................................................................................28

PunchLoc.................................................................................................................................28PunchLocDesc.........................................................................................................................28

PunchSource...........................................................................................................................28

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IRS Employee Share Lowest Coverage......................................................................................29

EmpSSN..................................................................................................................................29Jan...........................................................................................................................................29

Feb...........................................................................................................................................29Mar...........................................................................................................................................29

Apr...........................................................................................................................................29May..........................................................................................................................................29

Jun...........................................................................................................................................29Jul............................................................................................................................................30

Aug..........................................................................................................................................30Sep..........................................................................................................................................30

Oct...........................................................................................................................................30Nov..........................................................................................................................................30

Dec..........................................................................................................................................30

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ACA-TRACK™ DATA GROUP

Within ACA-Track™, there are seven data groups, shown below, which are necessary to fulfill important ACA required functions. Each group is defined below, with a field-by-field explanation contained later in this document.

Employee Data: Any demographic or employee/employer related data is stored in the employee data. Each data element occurs one time per effective date for an employee. For example, IRS reporting requires Employee Name, SSN, Date of Birth. Employee Hire Date and Employee Term Date are used to determine measurement period.

Employees’ Jobs Data: Employees can have multiple jobs and the jobs data contains an entry for each job an employee holds. The inactive/ active flag and the job start and end dates indicate when an employee is in the job and for what period of time. Frequently, time is tracked differently for each job, different time verification methods are used, etc. ACA-Track provides this granularity when an employer needs it.

Payroll Data: Having accurate gross payroll information is critical. Employers unable to provide daily time worked provide a summary of hours worked in this data group. NOTE: Current ACA regulations require daily time in and time out confirmation; therefore, payroll summary hours are insufficient unless a “time in / time out” time sheet can validate the actual time worked by the employee. It is highly recommended that time capture occurs by daily entries and not by payroll summary information. Accurate payroll data allows ACA-Track to know when an employee works and in what job.

Employee Benefits (Coverage): Knowing if and for what time periods employees were covered by employer-provided health insurance, when it began and when it is scheduled to end (i.e. coverage period) is important for employers and required for IRS reporting. ACA-Track takes full advantage of this required data.

Employee Health Insurance Waivers (Waivers): Employees, when offered health benefits, can choose to waive health insurance coverage when they are covered outside the employer’s benefit plan. When this occurs, ACA-Track uses waiver data to complete the ACA Status within each snapshot. Waiver information may be imported via this data group or employee waiver events can be entered into the ACA-Track Event Tracking feature. ACA-Track uses both of these data storage areas as it creates the ACA Status for each snapshot. It is important to understand that if a Waiver record imported is into the database and also entered via ACA-Track Event Tracking will cause a duplication of information during process.

Employee Unpaid Leave: ACA regulations require that approved unpaid leave, such as FMLA, military or long jury duty, must be removed from the employee’s weekly and monthly averages. ACA guidelines use the length of unpaid leave with the employee hire date to determine when a returning employee is treated as a returning employee or a new employee. For employers with extended leaves such as school district summer breaks, the days within the

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summer break must be removed from the employee’s averages when they do not work within the break. This data is required for accurate weekly and monthly averages.

Time Worked : The best and most accurate method of tracking employee averages comes from daily time worked records. This data can come from daily time and attendance records, substitute management software such as Frontline’s Absence Management, time keeping systems such as Frontline’s Time and Attendance, manually-entered time sheets (capture provided with ACA-Track), or even employee-entered time from mobile devices – included with ACA-Track. When data is present in non-integrated systems, the Time Worked import feature may be used. This is the preferred detail to capture time worked.

Employer and Employee Unpaid Leave Via ACA-Track Events Tracking: ACA-Track provides a unique way for recording and processing employer time off, such as summer breaks or employer shut down, as well as, the ability to manually track employee unpaid leaves not available via the payroll or HR systems. This data can be entered via the ACA-Track Events Tracking feature. In addition, tracking when eligibility notices are communicated with the employee, waiver processing and other critical events can be easily tracked within ACA-Track.

IRS 1094-C and 1095-C Reporting: ACA-Track provides a comprehensive reporting function that meets the requirements for IRS 1094 and 1095 reporting. Data for this reporting function is supplied by separate tables that correlate to Parts 2 and 3 of the 1095 report.

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ACA-TRACK DATA TABLES

Data is stored in ACA-Track in two areas; Master Data Tables and Snapshot Data Tables.

Master Tables: One can think of the master tables as they exist in the payroll and time systems. Each data record is unique and reflects the data as it currently exists. When inquired, the latest data would be displayed.

Snapshot Data: ACA-Track maintains data as it existed over time by taking data snapshots, either automatically by the system or manually initiated by the ACA Coordinator. Each time a system generates a new snapshot, key employee data (not including the time records) is recorded, providing a mini-historical view effective to the “as of” date used in the snapshot generation. For example, the employee-related data reflects the employee status, jobs, benefits, payroll information, hours worked totals and averages as they existed when the snapshot was taken. Snapshot data is kept until the ACA Coordinator deletes the snapshot. (It is recommended all year-end snapshots be kept for up to seven years or the latest IRS guidelines.)

There are two data storage categories:

1) Employee related data electronically transferred into ACA-Track via Excel import process or accessed directly from the employer’s HR and payroll system(s).

2) Information entered and maintained directly in ACA-Track.

ACA REQUIRED DATA STATUS DESCRIPTIONS

Required = Yes: The data for the respective field is required for minimal operations of ACA Track.

Required = Conditional: The data for the respective field is conditionally required, usually dependent on another field in the system.

Required = Functionality: The data for the respective field is not required, however not supplying the data may reduce certain functionality within ACA–Track.

Required = Optional: The data should be provided if available, but is not required for ACA compliance.

ACA DATA TYPE DEFINITIONS

Char – Character string which may contain different types of characters, i.e. numeric, alpha, or special characters. These data elements have a predefined structure, such as a social security number format of ###-##-####.

Date – format will be MM/DD/YYYY. VarChar – Variable Character string which can accept any combination of any type of

character. Decimal – Numeric character string with specified number of decimal places.

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SNAPSHOT TABLE DATA PROCESSING

When a snapshot is taken, employee data, payroll data, benefit data, jobs data, unpaid leave and employee waivers are all captured and stored in the snapshot as they exist when the snapshot is taken.

The employee time data from manual time sheet entry and employee entered time is retrieved when the snapshot is loaded into the grid or the refresh grid button is clicked.

Each time the grid is initially loaded or the refresh grid button is clicked, the employee time worked (all columns) are loaded from the data source and the weekly and monthly averages calculated. Then the employee ACA Status is determined and displayed. This interactive approach takes into consideration time record update or additions when the refresh selected without requiring a new snapshot.

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EMPLOYEE DATA

Purpose: Employee data is used to store all employees tracked during the current measurement period.If more than one record in a submission batch has the same EmpNo, then each entry must have a different Effective Date. (see page 13 for Effective Date rules)

EmpNo Data Type: VarChar (50)Required: YesPurpose: Unique identifier for an employee. Only one value can be used per employee. SSN cannot be used since this field is not encrypted.

SSN Data Type: Char (11)Required: YesPurpose: Unique Social Security Number for an employee. SSN is used for reporting purposes and does not appear in the grid or spreadsheet output. It is encrypted in ACA-Track database.Format: ###-##-####

LastName Data Type: VarChar (100)Required: YesPurpose: Employee’s last name. Appears in reporting and is available in the grid. It is encrypted in ACA-Track database.

FirstName Data Type: VarChar (100)Required: YesPurpose: Employee’s first name. Appears in reporting and is available in the grid. It is encrypted in ACA-Track database.

MiddleInit Data Type: VarChar (1)Required: Conditional (If exists, supply)Purpose: Documents employees’ middle initial. Appears in reporting and is available in the grid. It is encrypted in ACA-Track database.

SuffixName Data Type: VarChar (10)Required: Conditional (If exists, supply)Purpose: Documents employees’ suffix (Jr., Sr., III). Appears in reporting and is available in the grid. It is encrypted in ACA-Track database.

PrimeBU Data Type: VarChar (30)Required: FunctionalityPurpose: Primary Bargaining Unit codes are used in identifying specific agency or labor organizations. PrimeBU codes are used in conjunction with the description field, PrimeBUDesc.

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If an employee has multiple Bargaining Units assigned to them, PrimeBU is the one with the highest FTE if identifiable.

PrimeBUDesc Data Type: VarChar (100)Required: FunctionalityPurpose: Primary Bargaining Unit descriptions are used in identifying specific agency or labor organizations. If an employee has multiple Bargain Units assigned to them, PrimeBUDesc is the one with the highest FTE if identifiable. Examples below.

PrimeBU PrimeBUDesc1 Certified2 Classified3 Retired Certified

Retired Classified

PrimeJob Data Type: VarChar (30)Required: FunctionalityPurpose: Prime Job codes are used to identify a distinct type of job or function performed by the employee. PrimeJob codes are used in conjunction with the description field, PrimeJobDesc.

PrimeJobDesc Data Type: VarChar (100)Required: FunctionalityPurpose: PrimeJobDesc describe the Prime Job code provided. Examples below.

PrimeJobCode PrimeJobDescA10 Food Service WorkerA20 Maintenance Worker B51 BookkeeperC60 Guest Services

PrimeLoc Data Type: VarChar (30)Required: FunctionalityPurpose: PrimeLoc codes identifies a distinct location at which an employee works. PrimeLoc codes are used in conjunction with the description field, PrimeLocDesc.

PrimeLocDesc Data Type: VarChar (100)Required: FunctionalityPurpose: PrimeLocDesc describe the PrimeLoc code provided. Examples below.

PrimeLocCode PrimeLocDesc10 Main Office20 Guest Services30 Maintenance Dept40 Gift Shop

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EmploymentStatus Data Type: VarChar (30)Required: YesPurpose: EmploymentStatus identifies the status of the employee’s employment as a whole. ACA Track configuration must identify which employees are considered full-time for calculation purposes.Example Data: (FT, PT, Retired, Cobra)

Active Data Type: VarChar (1)Required: YesPurpose: Identifies if the employee is currently actively employed on the Effective Date of the record. If employee is not currently receiving pay, for example a seasonal employee, they should still be tracked in the event they were to return during the current measurement period. ACA-Track allows the user to map their internally used status code to Active or Inactive for snapshots and reporting.Example Data: A: Active/ I: Inactive

OrigHireDate Data Type: DateRequired: YesPurpose: If employee was previously employed and then rehired, use this field to supply their original hire date. If employee was not previously employed, then use HireDate for this value.

HireDate Data Type: DateRequired: YesPurpose: HireDate is the date an employee was hired.

StartDate Data Type: DateRequired: YesPurpose: StartDate is the employee’s first day of work. If Start Date is not available, use Hire Date.

TermDate Data Type: DateRequired: Conditional, if existsPurpose: TermDate is the date an employee’s employment was terminated. NOTE: If a person has a TermDate, their Active value would be expected to be “I” – Inactive.

TermReason Data Type: VarChar (50)Required: Conditional, if termedPurpose: Term Reason is the reason an employee left employment.

TermCode Data Type: VarChar (30)Required: Conditional, if termed

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Purpose: Termination code used by some HR systems. This code normally has a relationship with the Term Reason value.

Addr1 Data Type: VarChar (100)Required: YesPurpose: Employee’s mailing address line 1. Required for 1095 Reporting.

Addr2 Data Type: VarChar (100)Required: Conditional, if exists.Purpose: Employee’s mailing address line 2. Used for 1095 Reporting.

City Data Type: VarChar (100)Required: YesPurpose: Employee’s city mailing address. Required for 1095 Reporting.

State Data Type: VarChar (2)Required: YesPurpose: Employee’s 2-character state code for mailing address. Required for 1095 Reporting.

CountryCode Data Type: VarChar (2)Required: YesPurpose: Employee’s 2-character country code for mailing address. Required for 1095 Reporting.

Postal Data Type: VarChar (10)Required: YesPurpose: Employee’s postal (zip) mailing address. Required for 1095 Reporting.

Email Data Type: VarChar (100)Required: OptionalPurpose: Employee’s email address. Possible future use.

DOB Data Type: DateRequired: OptionalPurpose: Employee’s date of birth. Possible future use. Format: MM/DD/YYYY

EffectiveDate Data Type: DateRequired: RequiredPurpose: Effective Date indicates when the most recent change to a record occurred. Format: MM/DD/YYYY

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Effective Date Rules: The submitted effective date carries through to the employee master table. If the Employee record is new to ACA-Track, then a record will be created with the

Effective Date = Hire/Start Date If the Employee record includes a Term Date, then a record will be created with the

Effective Date = Term Date unless the start date is greater than the Term Date, then the start date will be used

If the Employee record exists in ACA-Track, then a full comparison is done to determine if any field value is different from the most recent (based on Effective Date) Employee record loaded into ACA-Track.

Note: If the only change is the addition of the Term Date, then the Effective Date = Term Date.

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COVERAGE DATA

Purpose: Coverage Data or Deduction data, is used to determine if an employee has health insurance coverage during any part of the measurement period. An Employee can have multiple Coverage records as long as the date ranges for a single DedCode do not overlap.

EmpNo Data Type: VarChar (50)Required: YesPurpose: Unique identifier for an employee.

DedCode Data Type: VarChar (30)Required: FunctionalityPurpose: Identifies health insurance coverage deduction code for the employee.

DedDesc Data Type: VarChar (100)Required: Functionality Purpose: Identifies health insurance coverage deduction description for the deduction code used. Examples below.

DedCode DedDescS10 Single HIF14 Family Plus HiP17 Parent Plus Hi

StartDate Data Type: DateRequired: YesPurpose: The date health insurance coverage starts.

EndDate Data Type: DateRequired: YesPurpose: The date health insurance coverage ends.

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LEAVE DATA

Purpose: Leave data stores extended unpaid leave periods when an employee is not working. These unpaid leave periods are used in calculating weekly and monthly hours worked averages.

Unique combinations: EmpNo, LeaveType, StartDate


JobCode Data Type: VarChar (30)Required: FunctionalityPurpose: Job codes identify a distinct type of job or function performed by the employee. Job codes are used in conjunction with the description field, JobDesc.

JobDesc Data Type: VarChar (100)Required: FunctionalityPurpose: JobDesc are used to describe the Job code provided. Examples below.

JobCode JobDescA10 Food Service WorkerA20 Maintenance Worker B51 BookkeeperC60 Guest Services

LeaveType Data Type: VarChar (30)Required: FunctionalityPurpose: Leave Type is used to identify a distinct type of leave that the employee is taking.

LeaveDesc Data Type: VarChar (100)Required: FunctionalityPurpose: LeaveDesc is used in conjunction with the Leave Type to provide a more detail description for the type value. Examples below.

LeaveType LeaveDescS SickV VacationF FMLAP Personal

StartDate Data Type: DateRequired: Yes

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Purpose: The date the leave starts.

End Date Data Type: DateRequired: YesPurpose: The date the leave ends. If end date is not available, use 12/31/2099.

Hours Data Type: Decimal (9,4)Required: YesPurpose: The hours associated with the leave entry. These hours will be credited as worked hours for the purposes of average calculating. This will ensure that any leave time will not reduce an employee’s worked hours’ average.

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WAIVED DATA

Purpose: Waived data indicates the employee declined health coverage.

Unique combinations: EmpNo, StartDate


StartDate Data Type: DateRequired: YesPurpose: The start date of the waiver on file for the employee.

EndDate Data Type: DateRequired: YesPurpose: The expiration date of the waiver on file for the employee.

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EMPLOYEE JOB DATA

Purpose: Employee Job Data documents the jobs/positions an employee held during the measurement period. An employee can have more than one job data record.

Unique combinations: EmpNo, JobCode, LocCode, StartDate


PayCode Data Type: VarChar (30)Required: FunctionalityPurpose: A unique code value that identifies the type of pay the employee received.

PayDesc Data Type: VarChar (100)Required: FunctionalityPurpose: A unique description value that describes the pay code used for this record. Examples below.

PayCode PayDescREG Regular PayVAC Vacation PayRET Retro PayOT Over Time Pay

JobCode Data Type: VarChar (30)Required: FunctionalityPurpose: Job codes are values used to identify a distinct type of job or function performed by the employee. Job codes are used in conjunction with the description field, JobDesc.

JobDesc Data Type: VarChar (100)Required: FunctionalityPurpose: JobDesc is used to describe the Job code provided. Examples below.


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BGNU Data Type: VarChar (30)Required: FunctionalityPurpose: Bargaining Unit codes are used in identifying specific agency or labor organizations for this employee job. Bargaining Unit codes are used in conjunction with the description field, BGNUDesc.

BGNUDesc Data Type: VarChar (100)Required: FunctionalityPurpose: Bargaining Unit description are used in identifying specific agency or labor organizations. BGNUDesc is used to describe the BGNU code provided. Examples below.

BGNU BGNUDesc1 Certified2 Classified3 Retired Certified4 Retired Classified

LocCode Data Type: VarChar (30)Required: FunctionalityPurpose: LocCodes are used to identify a location for which this job applies. LocCodes are used in conjunction with the description field, LocDesc, and relate to the values used in PrimeLoc and PrimeLocDescription used in Employee Data.

LocDesc Data Type: VarChar (100)Required: FunctionalityPurpose: LocDesc is used to describe the LocCode provided for this job. Examples below.

LocCode LocDesc10 Main Office20 Guest Services30 Maintenance Dept40 Gift Shop

StartDate Data Type: DateRequired: YesPurpose: The start date of this job.

EndDate Data Type: DateRequired: YesPurpose: The end date of this job. If end date is not known, use 12/31/2099.

PayPerYr Data Type: IntegerRequired: Yes

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Purpose: The number of expected pays per year for this job.

Hours Data Type: Decimal (9,2)Required: FunctionalityPurpose: Job’s default hours per day.

FTE Data Type: Decimal (9,2)Required: Functionality; supply a zero for the value if values are not available.Purpose: Full Time Equivalents for this job.Example Data: (1.0, .50, .25)

BasePay Data Type: VarChar (1)Required: FunctionalityPurpose: Identifies this job record as the employee’s primary job.Example Data: (Y:/Yes, N:/No)

AnnualSalary Data Type: Numeric (19,2)Required: YesPurpose: The expected annual salary for this job record.Example Data: (38500.00)

HourlyRate Data Type: Numeric (9,2)Required: YesPurpose: The equivalent of the hourly rate for this job record.Example Data: (10.75)

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EMPLOYEE PAYROLL DATA

Purpose: Employee Payroll Data provides payroll data. Unique combinations: EmpNo, PayFrom, PayTo, CheckDate, JobCode


PayFrom Data Type: DateRequired: YesPurpose: The start date for the period a payroll record covers.

PayTo Data Type: DateRequired: YesPurpose: The end date for the period a payroll record covers.

CheckDate Data Type: DateRequired: YesPurpose: The date the payroll check was dated.

JobCode Data Type: VarChar (30)Required: FunctionalityPurpose: Job codes are used to identify a distinct type of job or function performed by the employee for this payroll record. Job codes are used in conjunction with the description field, JobDesc. Job code values are associated to same values used in PrimaryJobCodes.

JobDesc Data Type: VarChar (100)Required: FunctionalityPurpose: JobDesc is used to describe the JobCode provided. JobDesc is associated with the same values used in PrimaryJobDesc. Examples below


PayCode Data Type: VarChar (30)Required: FunctionalityPurpose: A unique code that identifies the type of pay the employee received.Example Date: Reg, OT, Vac, Sick, etc.

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PayDesc Data Type: VarChar (100)Required: FunctionalityPurpose: A unique description that describes the pay code used for this record.Example Date: Regular Pay, Over Time Pay, Vacation Pay, Sick Pay, etc. Examples below.

PayCode PayDescREG Regular PayVAC Vacation PayRET Retro PayOT Over Time Pay

BGNU Data Type: VarChar (30)Required: FunctionalityPurpose: Bargaining Unit codes are used to identify the specific agency or labor organization for this employee payroll. Bargaining Unit codes are used in conjunction with the description field, BGNUDesc.

BGNUDesc Data Type: VarChar (100)Required: FunctionalityPurpose: Bargaining Unit description are values which are used in identifying specific agency or labor organizations. BGNUDesc is used to describe the BGNU code provided. Examples below.

BGNU BGNUDesc1 Certified2 Classified3 Retired Certified4 Retired Classified

LocCode Data Type: VarChar (30)Required: FunctionalityPurpose: LocCodes are used to identify a location for which this payroll applies. LocCodes are used in conjunction with the description field, LocDesc, and relate to the values used in PrimeLoc and PrimeLocDescription used in Employee Data.

LocDesc Data Type: VarChar (100)Required: FunctionalityPurpose: LocDesc are used to describe the LocCode provided for this job. Examples below.

LocCode LocDesc10 Main Office20 Guest Services30 Maintenance Dept

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40 Gift Shop

ActHours Data Type: Decimal (9,2)Required: Conditional, supplied here or via Employee Time Data.Purpose: Actual hours the employee worked during this payroll period. Note: If actual hours worked is not provided via this record, they are required to be provided via Employee Time Data. Hours from this record will also be combined with data for employee in the Employee Time Data, which is used to supply a more defined day-by-day hour’s worked record. If time worked is to be supplied via Employee Time Data, this value should be zero.

DaysWorked Data Type: Decimal (9,2)Required: FunctionalityPurpose: Actual days worked by the employee this payroll period.

Rate Data Type: Decimal (9,2)Required: OptionalPurpose: This is the rate of pay, either by hour, day, week, month or annual. Used in conjunction with ActHours and UnitOfMeasure.

PayAmt Data Type: Decimal (9,2)Required: YesPurpose: Amount of pay for the reported payroll period. Used to determine affordability.

UnitOfMeasure Data Type: VarChar (10)Required: YesPurpose: Used to multiply the ActHours by the Rate.Available Data: (Hourly, Daily, Weekly, Monthly or Annually)

PayFrequency Data Type: VarChar (50)Required: No. Default Available (N/A)Purpose: Identifies the pay frequency for payroll record.Example Data: (Monthly, Bi-Weekly, Weekly, etc.)

FedTaxWages Data Type: Decimal (9,2)Required: OptionalPurpose: Federal taxable wages (Box 1 of the W2) is required for ACA safe harbor calculation. Values can be tracked by either each payroll or as a Year to Date value. The tracking method is selected within the administrative section of ACA-Track setup and cannot be changed during the tracking year.

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EmpEAmt Data Type: Decimal (9,4)Required: Optional Purpose: The employee portion of the health insurance coverage deduction taken in this payroll.

EmpRAmt Data Type: Decimal (9,4)Required: Optional Purpose: The employer portion of the health insurance coverage deduction related to this payroll record.

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EMPLOYEE TIME DATA

Purpose: Employee Time Data provides daily actual hours worked for an employee. Actual hours worked is critical to calculation of ACA reporting. Hours should be reported daily. However, weekly or monthly summary entries are allowed but not recommended. All hours within each employee’s measurement period should be reported. New data is appended to existing records.


ClockNo Data Type: IntegerRequired: OptionalPurpose: Time Clock ID number, used for reference purposes.

PunchDate Data Type: DateRequired: YesPurpose: The date worked. If supplying time for a week or month, use end date of the period.

PunchJob Data Type: VarChar (30)Required: FunctionalityPurpose: Job Code that identifies the job worked. Relates to Job Code used in other data elements.

PunchJobDesc Data Type: VarChar (100)Required: FunctionalityPurpose: JobDesc is used to describe the Job code provided. Examples below.


PunchIn Data Type: DateTimeRequired: Optional if not available and only providing Punch HoursPurpose: Start time of the time record.Example Data: (01/10/2014 08:00)

PunchOut Data Type: DateTimeRequired: Optional if not available and only providing Punch HoursPurpose: End time of the time record.

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Example Data: (01/10/2014 16:00)

PunchHours Data Type: Decimal (8,4)Required: Yes. The difference between Punch In and Punch Out. If Punch In and Punch Out not provided, a total of hours can be accepted.Purpose: The total hours worked for the time record.

PunchLoc Data Type: VarChar (30)Required: FunctionalityPurpose: LocCode that identifies the job worked location. Relates to LocCode used in other data elements.

PunchLocDesc Data Type: VarChar (100)Required: FunctionalityPurpose: PunchLocDesc are values used to describe the Loc code provided for this job. Examples below.

PunchLoc PunchLocDesc10 Main Office20 Guest Services30 Maintenance Dept40 Gift Shop

PunchSource Data Type: VarChar (30)Required: OptionalPurpose: Documents the source for the time record.Example Data: Timesheet, Time Clock, etc.

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IRS EMPLOYEE SHARE LOWEST COVERAGE

Purpose: This tab allows users to load the 1095-C, Line 15, dollar amount; into ACA-Track for affordability tracking for employee’s who have premiums based off of a model that allows variability by month/employee. Most users will set this value in the ACA configurations.

EmpSSN Data Type: Char (11)Required: YesPurpose: Employee Social Security NumberFormat: ###-##-####

Jan Data Type: Decimal (19,2)Required: Conditional Purpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Feb Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Mar Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Apr Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

May Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Jun Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

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JulData Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Aug Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Sep Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Oct Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Nov Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

Dec Data Type: Decimal (19,2)Required: ConditionalPurpose: If type of coverage applied to this month only or was different from other months, supply employee share of the lowest-cost monthly premium in this field.

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