ACA Activities

There are 6 ACA-related activities that can be performed on the Candidate record. These control the Candidate's Coverage Status. The 6 Activities are:

  • Healthcare Exchange Notification: Documents that the employee has been given the Healthcare Exchange Notification for ACA Management.
  • Healthcare Offer: Documents that the employee has been offered healthcare coverage.
  • Healthcare No Offer: Documents that the employee was not offered healthcare coverage (perhaps because they were not qualified).
  • Healthcare Accept: Documents that the employee has accepted healthcare coverage.
  • Healthcare Decline: Documents that the employee has rejected healthcare coverage.
  • Healthcare Cancellation: Documents that the employee has had his/her healthcare coverage cancelled.

It is important to create activities on a yearly basis. For example, if you create an offer activity for an employee in 2015 and then offer insurance to the same employee the following year, you should enter another Offer activity with a 2016 date. The same holds true whenever the employee Accepts or Declines coverage. If they accept coverage each year, then there should be a Healthcare Accept activity created each year.

Status is impacted by the most recent activity. For example, it is possible for the employee to be offered healthcare insurance, accept it, get cancelled, be offered insurance again, decline it, get offered again and accept it. In this case, coverage status would be accepted (the last activity taken).

  1. From the Candidate record, select Activities, Candidate Activities, Healthcare Activities and then the specific activity that you want to take.

  2. An activity page displays. For the most part, the activity pages are similar. The following fields are available on each of the 6 healthcare activity pages.

    • Person
    • Subject
    • Corporation
    • Show Task On
    • Post Follow-up Task
    • Due Date
    • Notes

  3. The Healthcare Exchange Notification activity requires the following:

    • Notification Date: Date that notification was given.

  4. The Healthcare Offer activity requires the following:

    • Coverage Begin Date: Enter the date that offered coverage would begin.
    • Offer of Coverage: A list of IRS Codes. Please see IRS documentation for an explanation of each code. This is required for year-end reporting to the IRS. Options come from Manage Lists in Administration.

  5. The Healthcare No Offer activity requires the following:

    • Coverage Begin Date: Enter the date that insurance coverage would have begun if offered.
    • No Offer Reason: Options come from Manage Lists in Administration.
    • Offer of Coverage: A list of IRS Codes. Please see IRS documentation for an explanation of each code. This is required for year-end reporting to the IRS. Options come from Manage Lists in Administration.

  6. The Healthcare Accept activity requires the following:

    • Accept Date: Date on which insurance was accepted.
    • Coverage Begin Date: Date the coverage actually starts (which might be different than the date the offer was actually accepted).
    • Healthcare Plan: Options come from Manage Lists in Administration.

  7. The Healthcare Decline activity requires the following:

    • Decline Date: Date on which insurance was declined.
    • Decline Reason: Options come from Manage Lists in Administration.

  8. The Healthcare Cancellation activity requires the following:

    • Cancellation Date: Date on which insurance was cancelled.
    • Coverage End Date: Date the coverage actually ens (which might be different than the date the insurance was actually cancelled).
    • Cancellation Reason: Options come from Manage Lists in Administration.
    • Offer of Coverage: A list of IRS Codes. Please see IRS documentation for an explanation of each code. This is required for year-end reporting to the IRS. Options come from Manage Lists in Administration.