Affordable Care Act

1. Affordable Care Act Reporting OMES ISD Enterprise Business Services

2. Affordable Care Act – Reporting • Alan Binegar – HCM Lead • Carol Barton – Payroll Lead • Michael Widell – Deputy Business Segment Director OMES ISD Enterprise Business Services

3. Reporting Requirements • HCM has been working with Gallagher & Co. to identify the requirements of the Affordable Care Act. • Goal -Determine Oklahoma compliance. • Identified specific reports that must be developed to support compliance. • Annual ACA Eligibility Report • Monthly ACA Eligibility Report OMES ISD Enterprise Business Services

4. Report Development • The initial reporting requirements • Annual ACA Eligibility report – already available! • Run after payroll containing October 15th is finished • Listing of the current employees measured during the 12 month look back period • This is the State’s annual measurement period • Monthly ACA Eligibility report – Available soon • Lists new employees that have reached a 12 month look back period and were not listed on the Annual ACA Eligibility report. This is the initial measurement period for new employees. OMES ISD Enterprise Business Services

5. Annual ACA Eligibility Report • This report will show all employees who have: • worked for an agency for at least one year, as of the effective date of the report, • based on the Last Start Date in Employment Data. • The report shows payroll hours for applicable earnings codes (both paid and unpaid hours) for payroll period ends looking back 364 days from the effective date on the Run Control. • This means all payrolls must be completed up to the report’s effective date to be included. OMES ISD Enterprise Business Services

6. Annual ACA Eligibility Report • The report shows both the hours processed by the agency, as well as state-wide payrolls during the 12 month look back period. • You will be able to see employees’ benefit program at your agency and whether the employee is covered by another agency. • Finally, the report will compare the total hours to whether an employee is in an active benefit program and note any exceptions. • That is employees with more than 1560 hours without benefits or less than 1560 hours with benefits. OMES ISD Enterprise Business Services

7. Oklahoma’s Good Faith Effort • The report is in compliance with the ACA based on data available for the past year. It is important to understand that additional data must be collected for full compliance: • Unpaid hours, such as furlough, military leave, etc. must be processed through payroll for accurate reporting. • A new ACA start date must be created to capture breaks in service according to ACA rules, a tool similar to the Longevity worksheet will be provided by HCM to assist agencies in determining employee’s ACA start dates. • May need to improve the timeliness and accuracy of employee records, particularly with Terminations and Benefit Programs. OMES ISD Enterprise Business Services

8. Report Development – Monthly ACA Eligibility • Monthly ACA Eligibility report – Available October • The Monthly ACA Eligibility report will be in the same format as the annual report. • Will only list employees who have reached their 1 year anniversary and have 12 months of payroll history. OMES ISD Enterprise Business Services

9. Report Development • Additional IRS required reporting for 2015 will be developed at a later point after additional guidance. OMES ISD Enterprise Business Services

10. Annual ACA Eligibility Report- Demonstration OMES ISD Enterprise Business Services