Overview

Updated 12/03/2021

 

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• Click here for information on the Notice of Exchange setup

 

What is a Notice of Exchange?
The notice must inform the employee
Notice of Exchange eDocument
View ACA-Related Employer Admin Tools
Supplier Admin Tools
The population of Part B Fields from Avionté
Employer Offering
Employee Eligibility
Minimum Standards
Set Config Option
Premiums
New Plan

 

 

What is a Notice of Exchange?

Employers covered by the Fair Labor Standards Act (FLSA) are required to provide a notice to employees about the health insurance marketplace/exchanges of the state(s) in which they operate. Employers have been required to provide this notice to current employees and new employees at the time of hire since Oct. 1, 2013. Employers are not required to provide a separate notice to dependents or other individuals who are or may become eligible for coverage under the plan but who are not employees.

• Click here for more information on the Fair Labor Standards Act (FLSA)

 

A typical Notice of Exchange is organized into two parts, Part A and Part B. A sample Notice of Exchange PDF is available for download at the bottom of this article. Images from that sample are shown here:

• Part A provides general information the Health Insurance Marketplace and how an employer offers coverage.
  
  
  
  
  
• Part B provides details specific to what an employer offers for insurance coverage. The Avionté application provides data to automatically populate these fields in an electronic version of the document. Those details are provided further on in the Notice of Exchange eDocument (section) of this article.

Current employees must receive the notice in writing. New hires must receive the notice at the time of hire. The notice may be distributed electronically or by hard copy. There is no requirement to obtain an employee's signature, however, an employer may want to track delivery and receipt of the notice.

 

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The notice must inform the employee

• Of the existence of the marketplace (referred to in the statute as the exchange) including a description of the services provided by the marketplace, and the manner in which the employee may contact the marketplace to request assistance.
  
  
• If the employer plan's share of the total allowed costs of benefits provided under the plan is less than 60 percent of such costs, that the employee may be eligible for a premium tax credit under section 36B of the Internal Revenue Code if the employee purchases a qualified health plan through the Marketplace.
  
  
• If the employee purchases a qualified health plan through the Marketplace, the employee may lose the employer contribution (if any) to any health benefits plan offered by the employer and that all or a portion of such contribution may be excludable from income for Federal income tax purposes.

The U.S. Department of Labor has two model notices to help employers comply. One model is for employers that do not offer a health plan and another model is for employers that offer a health plan to some or all employees:

• Click here for information on the Model Notice for employers that offer a health plan to some or all employees.
• Click here for information on the Model Notice for employers that do not offer a health plan.
• Click here for Model Notices in Spanish and Word format.

The Notice of Exchange should be included with your onboarding paperwork. If your company is offering a healthcare plan, you also need to include the Summary of Benefits & Coverage (SBC). OSHA monitors compliance to this rule.

 

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Notice of Exchange eDocument

The Notice of Exchange (NOE) eDocument is an electronic version of the Notice of Exchange. The NOE is populated by fields mapped from your Admin Tools. This article provides the locations of the fields, the value option, and the actions that result.

 

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View ACA-Related Employer Admin Tools

The majority of the data used in this eDocument is pulled from the Employer Admin Tools. Use the following instructions to view the used data in Employer Admin Tools.

1. On the Start page, select Admin Tools from the Actions menu.
   
   
2. Choose Employer from the left panel of the Admin window.
   
   
3. Double-click the employer name in the right panel.
   
   
4. The Detail tab is shown by default. Enter "ACA" into the top cell of the Property column to view the property values that will be used to build your eDocument. 
   
   
   
   

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Supplier Admin Tools

Some of the data used in the Notice of Exchange eDocument is pulled from your Supplier Admin Tools. Use the following instructions to access the Supplier Admin Tools.

1. On the Start page, select Admin Tools from the Actions menu.
   
   
2. Choose Employer from the left panel of the Admin window. 
   
   
3. Double-click the employer name in the right panel.
   
   
4. Select the Branch tab when the Employer Admin Tools load.
   
   
5. Within the Branch tab, select the Add/Edit button.
   
   
   
   
6. Select the Branch from the list when the Details window loads.
   The Details window includes the branch name, address, and phone number, as well as the Property list. Some of these property values will be used within your eDocument.
   
   
   
   

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The population of Part B Fields from Avionté

The following chart displays the data used in the Notice of Exchange eDocument which is pulled from both your Employer and Supplier Admin Tools.

Note: Only those offering a Notice of Health Exchange with Plan should continue.

 

Employer Information		Employer/Supplier Admin Tools
Question	Field	Window	Field	Action
3	Employer Name	Employer	Details	Populate name field
4	Employer Identification Number	Employer	Details	Populate FEIN field
5	Employer Address	Branch	Address	Populate street field
	If Branch is Null then	Employer	Address	Populate street field
6	Employer Phone Number	Branch	Contact Method	Populate phone field
	If Branch is Null then	Employer	Contact Method	Populate phone field
7	City	Branch	Address	Populate city field
	If Branch is Null then	Employer	Address	Populate city field
8	State	Branch	Address	Populate state field
	If Branch is Null then	Employer	Address	Populate state field
9	Zip Code	Branch	Address	Populate zip code field
	If Branch is Null then	Employer	Address	Populate zip code field
Question	Field	Employer Admin Tools		Action
10	Contact	ACA_EEN_PlanContact		Populate contact field
11	Contact Phone Number	ACA_EEN_PlanContactPhone		Populate phone field
12	Email Address	ACA_EEN_PlanContactEmail		Populate email field

 

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Employer Offering

The coverage offered by the employer is discussed in the Employer Offering section of the Notice of Exchange.

Note: If your company is offering a healthcare plan which meets the requirements listed in the eDocument, data from your Admin Tools will populate this section.

 

 

Employer Offering		Employer Admin Tools
Item	Field	Field	Value	Action
1	Offer a Health Plan to:	ACA_EEN_OfferPlan	All	Check box 1
			Some	Check box 2, go to 1a
1a	Eligible Employees are:	ACA_EEN_Eligible Employees	Free Text	Populate text field
2	Dependents:	ACA_EEN_Dependednts	Yes	Check box 1, go to 2a
			No	Check box 2
2a	Eligible Dependents:	ACA_EEN_EligibleDependednts	Free Text	Populate text field
3	Meets Minimum	ACA_EEN_MEC	True	Checkbox is checked
			False	Checkbox is not checked

 

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Employee Eligibility

The data populated into the Employee Eligibility section is pulled from the employee record in your Avionté Core Application.

 

 

Eligibility		Core Application
Question	Field	Field	Value	Action
13	Employee Eligibility	Employee > Payroll > ACA Eligibility	Yes	Check box 1, go to 13a
			Undetermined	Check box 1
			No	Check box 2
13a	Eligibility Date	Stability End Date	(mm/dd/yyyy)	Populate field
			Null	Blank field

 

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Minimum Standards

If the employee was NOT eligible for coverage, it is not necessary to complete the remainder of the form.

The data for this section is pulled from Config Options in Admin Tools.

 

 

Employer Offering		Config Option
Question	Field	Field	Value	Action
14	Meets Minimum	Admin Tools > Config Option > HealthcarePlanOffered	True	Check box 1
			False	Check box 2

 

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Set Config Option

If the offered coverage does NOT meet the minimum value standard, it is not necessary to complete the remainder of the form.

Use the following instructions to access the Config Option of HealthcarePlanOffered.

1. On the Start page, select Admin Tools from the Actions menu.
   
   
2. Choose System from the left panel of the Admin window.
   
   
3. Double-click Config Option in the right panel.
   
   
4. Select the Config Option By FKName tab.
   
   
5. Search for "Healthcare" in the Property column.
   
   
6. The Default Value is set to either True or False.
   
   

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Premiums

The data which populates the premium amount field and the premium frequency field is pulled from your Employer Admin Tools.

 

Premiums		Employer Admin Tools
Question	Field	Field	Value	Action
15a	Premium Amount	ACA_EEN_Premium	$00.00	Populate currency field
15b	Premium Frequency	ACA_EEN_PremiumFrequency	Weekly	Check weekly box
			Every 2 weeks	Check every 2 weeks box
			Twice a month	Check twice a month box
			Monthly	Check monthly box
			Quarterly	Check quarterly box
			Yearly	Check yearly box

 

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New Plan

If the plan year will end soon and you know that the health plans offered will change, continue with question 16. If you are not certain of upcoming changes, stop here.

 

New Plan Year		Employer Admin Tools
Question	Field	Field	Value	Action
16	Offer Coverage	ACA_EEN_NewPlanYr	No	Check box 1
			Yes	Check box 2, go to 16a
16a	Premium Amount	ACA_EEN_NewPlanPremium	$00.00	Populate field, go to 16b
16b	Premium Frequency	ACA_EEN_NewPlanFrequency	Weekly	Check weekly box
			Every 2 weeks	Check every 2 weeks box
			Twice a month	Check twice a month box
			Monthly	Check monthly box
			Quarterly	Check quarterly box
			Yearly	Check yearly box

 

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