Tracking Hours

Actual hours worked for employees must be tracked as required by the ACA. This includes employees that are paid a flat dollar amount. Basic information and requirements are listed below.

Employee Hour Tracking Methods

In order to track hours worked for any employee, the employee must have worked hours specifically processed by date at the timecard level. Pay special attention to stipend and "extra pay" pay assignments; these are sometimes set up as dollars only, which is not compatible with hours tracking. There are different methods used to generate timecard entries, including but not limited to:

1. Hand entry
2. Timecard Online
3. Excel uploads
4. SubTracker
5. BusinessPlus automatic processing (Patch by Pay Line)
6. Substitute Management System

Reviewing Employee Hour Information - PYUPEA

Once hours are being tracked for an employee, information in the Payroll system can be used in a report or other necessary process. Worked hours will be accumulated on a month-by-month basis and can be viewed on the Payroll Employee Accumulators (PYUPEA) page. There are multiple ways to view accumulator information; one option is the standard report titled "PY5001 – Employee XTD Accumulator" CDD report.

Reviewing Employee Hour Information – ACA CDD Report

In order to view worked hours on a day-by-day basis and average those hours over a 3 to 12-month timeframe to determine the employee's status with respect to the 30-hour rule, the Affordable Care Act (ACA) Report will need to be run. This report determines the CDHs that add to the ACA Hour Base and analyzes the SYSTM timecard entries created by the system to determine how many hours were worked over a timeframe provided by the user. This report will then show the average hours worked per week over the given date range.