HRlogics ACA helps businesses of all sizes stay compliant with the Affordable Care Act (ACA). From tracking employee hours to generating reports, our user-friendly platform and team of experts makes ACA compliance easy and hassle-free.
Key Takeaways
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HRlogics ACA Streamlines Compliance: The HRlogics ACA platform offers businesses a comprehensive solution to ensure compliance with the Affordable Care Act (ACA). From tracking employee hours to generating reports, it simplifies the ACA compliance process, making it user-friendly and efficient.
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Integration Details for Data Export: The article provides detailed information on how businesses can export employee census and payroll data to HRlogics ACA. It outlines the parameters, file formats, and export logic for both types of data, ensuring a smooth data transfer process.
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File Validation Ensures Data Accuracy: HRlogics ACA integration includes robust file validation checks to ensure the data exported meets the required format and standards. If any issues are detected, error files are generated with guidance on how to address them, ensuring data accuracy and compliance.
CHAPTERS
Integration Details
Employee Census Export
- Export is run out of Avionte Classic > Weekly Process main menu > Export/Import right vertical tab
- Export Parameters
- Accounting Period Start Date (Monday)
- Accounting Period End Date (Sunday)
- Supplier - Single select dropdown
- Export Logic
- Export pulls employee data for employees with hours worked within the accounting period dates and supplier values passed in the parameters
- Export also pulls employee records if their Terminated Date was entered within the date range parameter values even if the employee doesn't have transaction data for that period.
- File Format: csv
- File Name Example: Syncstream_Employee_Census_date_time
Payroll Export
- Export is run out of Avionte Classic > Weekly Process main menu > Export/Import right vertical tab
- Export Parameters
- Accounting Period Start Date (Monday)
- Accounting Period End Date (Sunday)
- Supplier - Single select dropdown
- Export Logic
- Export pulls employee, assignment, and transaction data for employees with hours worked within the accounting period dates and supplier values passed in the parameters.
- Export also pulls employee records if their Terminated Date was entered within the date range parameter values even if the employee doesn't have transactions for that period.
- File Format: csv
- File Name: Syncstream_Payroll_date_time
Integration Setup
Export User Permissions
Users must be given access to the SyncStream exports in order to run them. Access can be granted in Admin Tools.
- Navigate the Start Page and open Admin Tools
- Click on Reports
- Click on the Advance Query tab
- Filter in the Query Name column for "SyncStream Employee Census File Export"
- Select the SyncStream Employee Census File Export
- Select the User radio button
- Find the user name in the list and select the checkbox next to their name
- Click Save
- Repeat steps 5-8 for the HRlogic ACA Payroll File Export
Export Mapping
Customers using HRlogics ACA for their ACA management services, must complete the required export mapping in Admin Tools.
- Navigate the Start Page and open Admin Tools
- Click on Import Export Mapping
- Click on the Mapping Type Data tab
- Filter in the Group Description filter field for "SyncStream Export"
Employee Status Mapping
For each of the available Avionte employee statuses listed in the Source System Value column, select a HRlogics ACA status to map them to in the Mapped Value column. The mapped HRlogics ACA status is what is passed in the files to HRlogics ACA.
The available HRlogics ACA employee statuses are:
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- Active
- Inactive
- Terminated
- FMLA
- IFMLA
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Rate of Pay Type Mapping
For each of the available Avionte staffing suppliers listed in the Source System Value column, select an Rate of Pay Type to map them to in the Mapped Value column. The mapped Rate of Pay Type is used to pass the appropriate value for the "Rate of Pay" column in the files to Hrlogics ACA
The available HRlogics ACA Rate of Pay Types are:
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- W2 = Gross Wages
- Rate of Pay = Pay Rate
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Rehire Gap (Days) Mapping
For each of the available Avionte staffing suppliers listed in the Source System Value column, enter a value in the Mapped Value column that defines the gap (in days) in pay which would result in the talent being a rehire. The mapped rehire gap value is used to pass an accurate hire date in the files to HRlogics ACA.
Employee Mapping
There's a new standard Employee Extra called Employee Type that goes with the HRlogic ACA exports. By default the export will pass an employee type value of "Part Time" for all records in the files to HRlogic ACA. For employees who are either "Full Time" or "Seasonal", a user will need to set their employee type to the appropriate value and then the default value of "Part Time" will be overridden with the new value entered in Employee > Extra.
- Search for employee record
- Navigate to the Extra subtree menu
- Select the Label of Employee Type
- Select the appropriate employee type value for the employee
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- Available Employee Type options:
- Full Time
- Part Time
- Seasonal
- Available Employee Type options:
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Integration Usage
For those users who have permission to the HRlogic ACA exports, they are able to run them and generate a file from the Weekly Process main menu screen.
- Navigate to the Weekly Process main menu
- Click on Export/Import right vertical tab
- Select export from the dropdown
- Enter parameter values
- Select destination where file should be exported to
- Click Export
Employee Census Export
Field Mapping
Column Name | Required/Optional | Value Passed | Value Location |
SSN | Required | SSN | Employee > SSN |
Employee ID | Required | SSN | Employee > SSN |
Employee Name | Required | FirstName + MiddleName + LastName | Employee > FirstName + MiddleName + LastName |
Employee First Name | Optional | FirstName | Employee > FirstName |
Employee Middle Name | Optional | MiddleName | Employee > MiddleName |
Employee Last Name | Optional | LastName | Employee > LastName |
Hire Date | Optional | Pass blank value | |
Termination Date | Optional | Pass blank value | |
Effective Date | Optional | Pass blank value | |
Employee Status | Optional | Pass blank value | |
Employee Type | Optional | Pass blank value | |
Pay Type | Optional | Pass blank value | |
Address 1 | Required | Street1 | Employee > Address > Street1 |
Address 2 | Optional | Street2 | Employee > Address > Street2 |
City | Required | City | Employee > Address > City |
State | Required | State | Employee > Address > State |
Zip | Required | ZipCode | Employee > Address > ZipCode |
Home Department | Optional | Pass blank value | |
Home Location | Optional | Pass blank value | |
Date of Birth | Optional | DateofBirth | EmployeeEEO > DateofBirth |
Employee Email | Optional | Employee > ContactMethod > Email | |
Primary Worksite ZipCode | Optional | Pass blank value | |
County of Worksite | Optional | Pass blank value | |
County of Residence | Optional | Pass blank value | |
Miscellaneous | Optional | Pass blank value |
File Validation
When the HRlogics ACA Employee Census export is run, there are validations in place that check for certain things in order to ensure the file produced out of Avionte and sent to HRlogics ACA is in the proper format, with all of the data that HRlogics ACA requires.
If any of the file validations fail, the export will produce an error file which will tell the user what needs to be fixed and how to fix it. Once the errors have been resolved, the export can be rerun.
If all of the file validations pass, the export will produce a data file that can be uploaded to HRlogics ACA through their web interface.
The export will check for the following:
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- The Accounting Period Start Date parameter value needs to be a Monday date
- The Accounting Period End Date parameter value needs to be a Sunday date
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Payroll Export
Field Mapping
Column Name | Value Passed | Value Location | Notes |
Company Name | Supplier Name | MasterStaffingSupplier > StaffingSupplierDesc | |
Employee ID | SSN | Employee > SSN | Ensure leading zeros are maintained |
Employee Name | DateofBirth | Employee > FirstName + MiddleName + LastName | |
Employee First Name | FirstName | Employee > FirstName | |
Employee Middle Name | MiddleName | Employee > MiddleName | |
Employee Last Name | LastName | Employee > LastName | |
Date Hired | StartDate | AssignmentSchedule > StartDate | Start date of the employees first assignment that has payroll associated with it |
Date Terminated | Date | AssignmentSchedule > EndDate | If Employee Status is Terminated, pass the talents most recent assignment end date |
Employee Status | ChoiceCode | Employee > EmployeeStatusConfigChoiceID > ConfigChoice | Pulled mapped value from Import Export Mapping |
Employee Type | Default value = Part Time | Default value can be overriden by an Employee > Extra > Employee Type value of Full Time or Seasonal | |
Pay Type | Default value = Hourly | Default value is overriden with a value of "Salary" if the employee has hours associated with a "Salary" transaction type | |
Residence State | State | Employee > Address > State | |
Employment State | State | Assignment > Order > Address > State | Employee's assignment worksite state tied to their hours |
Department | CustomerName | Assignment > Order > Customer > CustomerName | |
Location | SiteName | Employee > Branch > StaffingSupplierSite | |
Rate of Pay | Value based on Affordability Type mapping | Based on System Setting "Affordability Type" - If Value = W2 pass gross wages from paycheck - If Value = Rate of Pay pass pay rate |
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Hours | Total Hours | Hours where the transaction type has a transaction type propderty, IsACAHours = 1 The transaction type property, Units to HoursMultiplier is respected and used to calculate hours. |
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Work Ending Date | Week Worked | Transaction > Week Worked | Week worked date associated with the transaction |
Miscellaneous | Pass a blank value |
File Validation
When the HRlogics ACA Payroll export is run, there are validations in place that check for certain things in order to ensure the file produced out of Avionte and sent to HRlogics ACA is in the proper format, with all of the data that HRlogics ACA requires.
If any of the file validations fail, the export will produce an error file which will tell the user what needs to be fixed and how to fix it. Once the errors have been resolved, the export can be rerun.
If all of the file validations pass, the export will produce a data file that can be uploaded to HRlogics ACA through their web interface.
The export will check for the following:
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- The Accounting Period Start Date parameter value needs to be a Monday date
- The Accounting Period End Date parameter value needs to be a Sunday date
- Missing or invalid employee status mapping
- Missing or invalid affordability type mapping
- Missing or invalid rehire gap mapping
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