Identify and Update Assignments for ACA Reporting

As part of your ACA reporting, you must regularly review your employees' eligibility and update their assignments appropriately.

Before you begin

Be sure you have completed all ACA reporting configuration steps. For further info, see Overview of Affordable Care Act Reporting.

If this is your first reporting year

If you implemented Oracle Cloud during this reporting year, make sure your employees' hours worked balances for the entire year are available to the ACA reporting processes. For employees experiencing an eligibility change during the reporting year, you must also have their hours worked balances for the prior year.

The payroll process automatically captures this info during the payroll run, but you must make sure you uploaded the legacy hours-worked data before your implementation.

1. Perform a balance initialization for the ACA Employee Eligible Hours balance as of the first month of the lookback period.

   For further info, see Oracle Cloud Human Capital Management for the United States: Balance Initialization (1912298.1) on My Oracle Support.

2. Perform balance adjustments for the subsequent months before your first Oracle Cloud payroll run.

   For further info, see Oracle Cloud Human Capital Management for the United States: Balance Adjustments (1600728.1) on My Oracle Support.

Note:

You don't specify a balance dimension. Elements are loaded as of a specific date during the balance initialization and adjustments.

How to identify and update assignments

There are two methods for evaluating and updating employee assignments.

Method	What it does
ACA Eligibility Process	This evaluates each employee to determine their eligibility and then updates their ACA assignment fields appropriately. Running it weekly is recommended and monthly at the minimum. For further info, see ACA Eligibility Process. Note: You can set initial values for most of these fields through the Employment task. This process doesn't update the Reporting Establishment or Safe Harbor fields.
HCM Data Loader (HDL)	Perform a mass upload of the ACA legislative flex fields using HDL. Do this for cases like: You have employees that were on-boarded due to a merger or acquisition, and you don't want their hire date to follow the eligibility processing logic. You want to update the ACA fields for employees that were excluded from the ACA Eligibility Process.

To update your employees' ACA eligibility with the ACA Eligibility Process:

1. Run this flow in Draft mode.

   When running the process at the end of the calendar year, you must set the end date to December 31 to ensure the process applies the year correctly. You would then perform the next run with a January 1 start date.

2. Audit the proposed updates.

   To review the process's output file:

   1. Start the Person Process Results task.

   2. Click the process name's link.

   3. In Output and Log Files, open the US ACA Eligibility.txt file.

3. Use the Employment task to make any necessary changes.

   For further info, see Configure for Affordable Care Act Reporting in the Help Center.

4. Run the process again in Final mode. This applies the actual assignment updates.

   The type of assignment update depends on the effective date of the change.

   • Correct: Last assignment start date is the same as the effective date from the process.

   • Update: Process effective date is later than the last assignment start date.

   • Update Insert: Process assignment update date is later than the current assignment but prior to a future-dated assignment change.