Import Data
From PYHR
Common codes ACAR/GEN and ACAR/1095C need to be created before running the import process. Optional common code ACAR/SEL also applies to this process.
Run PYACUTIP .
The utility will prompt for the Tax Year and Entity. Employee Selection Criteria may also be entered. This process can be run as many times as needed if information is updated in HR/Payroll and needs to be updated in ACA.
The process initially selects employees who had any total pay in the tax year. Selection criteria from optional common code ACAR/SEL are applied, followed by runtime selection criteria. An employee will be skipped if they fail to pass any of the criteria.
Only those entries selected will be updated in the ACA database. Information previously loaded for employees not included in the selection will remain unaffected. It is important to note that running the PYACUTIP (or PYACUTIF) process does not actually DELETE records, it just adds new records and overwrites existing records.
Entries will be skipped and left as is under the following conditions:
- Employees marked as Overridden, Voided, or Corrected on the ACA 1095-C Information page. A warning will display on the tail sheet indicating an employee has been skipped.
- Covered dependents who have been marked as Overridden on PYACUPF5, Part III tab.
- Any month that has been flagged as Overridden.
Offer and safe harbor codes come from the benefit definition first and then can be overridden on the employee benefit assignments. Common code ACAR/1095C defines where the offer and safe harbor codes are located as well as what benefit plans are considered medical benefits.
Any offer code that is blank will be changed to 1H. If the safe harbor code comes up blank based on benefits, the following logic will be used to determine the code. Note that what is on the benefit assignment supersedes the logic. The system will always use what is on the benefit assignment first.
- If the employee is full time and the month falls between any part of the hire date and the probation date, then 2D will be used.
- If the ACAR/GEN common code is defined with a benefit threshold under 30 hours (Associated Value 3), if a part time employee falls between any part of the hire date and the probation date, and the average hours for the month is over the threshold, then 2D will be used.
- If the month is outside the employee hire and termination date ranges, and there are no hours, 2A will be used.
- If the employee is considered part time (under 30 hours a week), 2B will be used.
When calculating average hours, the following formulas are used:
- The number of working days in a month for a full-time employee is calculated using the active PM pay assignment calendar. If there is no active calendar, the calendar associated with the Employee Master will be used. If the system cannot find a valid calendar for the employee, the process will default to counting the number of days in the month, excluding Saturday and Sunday.
- The number of weeks in the month is calculated by taking the total number of working days and holidays divided by five.
- The average hours worked is calculated by taking the total hours from the SYSTM timecard that adds to the ACA Hour Base (identified in common code ACAR/GEN) and dividing it by the number of weeks in the month.
The ACA full or part time status is determined based on the average number of hours. If the average hours for a month is greater than or equal to 30, the employee is considered full time. For full time employees, the system will also take into account months that have no hours by using the previous month's full-time status. This is to compensate for teachers who do not work over the summer but are considered full time employees. If there are no hours and hire and/or termination dates indicate the employee was not employed during a given month, the Full/Part time indicator will be blank.
From CSV File
Run PYACUTIF. The utility prompts for the tax year, entity, the type of information to be imported, and the file to be imported. The "Select Information to be Imported" prompt has two options:
- AC – ACA 1095-C Parts I and II
- CI – Covered Individuals (Part III)
To select the import file, click the ellipsis (…) and browse for the CSV file. It will be automatically uploaded to the App server for processing.
The process will override any information imported from Payroll/HR, including information flagged as Overridden, Voided, or Corrected in the database. It will mark the data as overridden in the database so any subsequent imports from Payroll/HR using PYACUTIP will not overlay any information that was imported during this process.
The CSV file with no headers needs each data item as described below, in the order listed, and separated by commas. A separate Excel ACA Import template is available to help create these files.
PYACUTIF — AC
ACA 1095-C Parts I and II Information (yr_1095_mstr database table)
Description | Destination Data Item Name | Data Type |
|---|---|---|
Employee social security number (must include either an Employee ID or an Employee SSN). SSNs that are not nine digits in length in the CSV file are automatically padded with leading zeros. | emp_ssn | CHAR(10) NOT NULL |
Employee ID (if no SSN is provided, ID will be used to look up SSN from payroll) | CHAR(12) | |
Employee First Name | fname | VARCHAR2(50) |
Employee Middle Name | mname | VARCHAR2(50) |
Employee Last Name | lname | VARCHAR2(50) |
Employee Name Suffix | suffix | VARCHAR2(50) |
Employee Full Name (optional - can be used to fill individual name parts if not supplied) | fullname | VARCHAR2(80) |
Address Line 1 | addr1 | VARCHAR2(50) |
Address Line 2 | addr2 | VARCHAR2(50) |
City | city | VARCHAR2(50) |
State | state | CHAR(2) |
Zip Code | zip | CHAR(5) |
Zip Extension | zip_ext | CHAR(4) |
Plan Start Month | plan_start_mo | CHAR(2) |
Offer code for a given month | offercd_m01 through 12* | CHAR(2) |
Safe Harbor code for a given month | safe_harbor_m01 through 12* | CHAR(2) |
Lowest cost of premium for a given month | lowcost_m01 through 12* | NUMBER(20,2) |
Is the employee full time or part time? (P/F/N, N means not employed during that month) | full_time_m01 through 12* | CHAR(1) |
Monthly information is overridden (Y/N) | overriden_m01 through 12* | CHAR(1) |
1095 has been voided (Y/N) | voided | CHAR(1) |
1095 has been marked as corrected (Y/N) | corrected | CHAR(1) |
1095 has been marked as overridden (Y/N) | overriden | CHAR(1) |
Employee has opted out of getting a printed 1095-C (Y/N) | print_opt_out | CHAR(1) |
* 12 distinct items separated by commas
PYACUTIF — CI
Covered Individuals (Part III) (yr_1095_dep_dtl database table)
Description | Destination Data Item Name | Data Type |
|---|---|---|
Employee social security number (must include either an Employee ID or an Employee SSN). SSNs that are not 9 digits in length in the CSV file are automatically padded with leading zeros. | emp_ssn | CHAR(10) NOT NULL |
Employee ID (if no SSN is provided, ID will be used to look up SSN from payroll) | CHAR(12) | |
Dependent First Name | fname | VARCHAR2(50) |
Dependent Middle Name | mname | VARCHAR2(50) |
Dependent Last Name | lname | VARCHAR2(50) |
Dependent Name Suffix | suffix | VARCHAR2(50) |
Dependent Full Name (optional - can be used to fill individual name parts if not supplied) | fullname | VARCHAR2(80) |
Dependent Birth Date (MM/DD/YYYY format) | birth_dt | DATE |
Dependent social security number (must have at least birth date or social security number) | dep_ssn | CHAR(10) |
What months has this dependent been covered? (Y - Covered, N - Not covered) | covered_m01 through 12* | CHAR(1) |
* 12 distinct items separated by commas
Import ACA Data