EfficientHire

            ACA Reporting: Employee Data Guide


            ACA Reporting: Employee Data

            Purpose:

            To ensure the data in EHX is accurate and complete for every employee hired within your Benefit Plan Reporting Year. Those employees are subject to receive a 1095C if certain criteria are met.



            New Employee Import Template: 
            • If you do not have Employees in your EHX Solution, you will need to complete the New Employee Import Template (download below).
            How to Confirm the Data in your Employee Import Spreadsheet: 
            • You must review the Employee data in the template for accuracy.
            • This is the information that will be populated on the 1095-C for each employee that will receive a form and that will be submitted to the IRS.. 
            New Employee Import Template:

            In the New Employee Import Template contains three (3) tabs.

            • Tab 1: Employee Data Sheet - Column fields are explained below.
            • Tab 2: Payroll - Hours.Wages Template
              • Efficient Hire needs your Payroll files by Pay Period
              • We will need hours and wages per employee for ACA Tracking and WOTC Credits (if applicable)
              •  Your ongoing payroll files can be uploaded to the secure drop box by you or your payroll provider.
            • Tab 3: Drop Box Instructions - (same as below, for your reference)





                                                               


            Employee Data Sheet Tab Column Definitions:
            • Existing Employee Data: If Efficient Hire supplied you with an export of your employee data, it is already formatted in the column order that we require in order to re-import your corrected information.
            • New Employee Data: If you are completing a New Employee Import, you must use the template supplied by Efficient Hire, it is formatted in the column order that we require in order to import your Employee Data.

            Column

            Name

            Input Value

            Example

            Column A

            Last Name

            Alpha

             Smith

            Column B

            First Name

            Alpha

            John

            Column C

            Email Address

            Alpha

            john@mail.com

            Column D

            Date of Birth

            MM/DD/YYYY

            01/01/2017

            Column E

            SSN

            XXX-XX-XXXX

            123-45-6789

            Column F

            Street Address 1

            Alpha/Numeric

            123 Field Street

            Column G

            Street Address 2

            Alpha/Numeric

            Apartment 4

            Column H

            City

            Alpha

            Any City

            Column I

            State

            2 State Abbreviation

            CO

            Column J

            Zip Code

            Numeric (5 or 9 digit)

            12345-6789

            Column K

            Primary Phone

            Numeric (Dashes Only)

            123-456-7890

            Column L

            Start Date

            MM/DD/YYYY

            01/01/2017

            Column M

            Position

            Lookup Variable

            123456

            Column N

            Wage Type

            Alpha

            Hourly or Salary

            Column O

            Employee Type

            Alpha

            Full-time or Part-time

            Column P

            Wage Amount

            Numeric (No $ Symbol)

            9.00

            Column Q

            Pay Frequency

            Alpha

            Weekly, Bi-Weekly, Semi-Monthly or Monthly

            Column R

            Term Date

            MM/DD/YYYY

            01/01/2017

            Column S

            Location Name

            Lookup Variable

            987654

            Column T

            Benefit Category

            Lookup Variable

            876543


            Lookup Variables: 

            Found in your EHX Admin portal; Left Menu, Import Export tab => "Lookup Lists for Imports" by category. 



            How to send your final Employee Data file to Efficient Hire:
            • Rename and Save the file with your Company Name
            • Open the link to our Secure Server Upload (below)
                       
            • Enter your Company Name in the Field Provided - see example:
                 
            • Choose your File
            • Click Upload File

            Note: If you have multiple FEIN's and/or Locations, enter the Company Name first so we know where the files belong! Example: "Company Name_Location Name"








            Contact the Efficient Hire ACA Team with any questions or issues!



            Updated: 16 Jan 2019 03:26 AM
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