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ACA Compliance Checklist

Identify all employees eligible for ACA coverage

Collect data including full-time equivalent employees count

Prepare and calculate affordability safe harbors

Ensure all offered health plans meet Minimum Essential Coverage

Track employee hours to maintain and determine ACA eligibility status

Prepare and file Form 1094-C

Prepare and distribute Form 1095-C to eligible employees

Update all ACA required employee notices and policies

Maintain all documentation for ACA compliance

Approval: HR Manager on ACA Compliance Report

Submit Form 1094-C and 1095-C to IRS

Respond to any IRS ACA penalty letters

Conduct an annual review of ACA Compliance strategy

Document and maintain all waivers and plan offerings

Approval: ACA Advisor on plan offerings and waivers

Monitor ACA legislative and regulatory updates

Provide ongoing ACA education to employees

Document and handle all ACA related inquiries

Ensure privacy and security of ACA related information

Identify all employees eligible for ACA coverage

This task involves identifying all employees who are eligible for ACA coverage. It is important to accurately determine who is eligible in order to comply with ACA regulations. The desired result is a list of eligible employees. To complete this task, you will need access to employee records and may need to consult with HR or department managers. Potential challenges may include determining eligibility for part-time employees or contractors. If you encounter these challenges, reach out to HR or consult the ACA guidelines. Required resources include employee records and the ACA guidelines.

Employee Type

1

Full-time
2

Part-time
3

Contractor
4

Intern

Employee List

1

John Doe
2

Jane Smith
3

Robert Johnson
4

Emma Davis
5

Michael Brown

Collect data including full-time equivalent employees count

For ACA compliance, it is necessary to collect data on the number of full-time equivalent employees. This task plays a crucial role in determining ACA penalties and reporting requirements. The desired result is an accurate count of full-time equivalent employees. To complete this task, you will need access to payroll or HR records. Potential challenges may include determining the status of variable-hour or seasonal employees. If you encounter these challenges, consult with HR or refer to the ACA guidelines. Required resources include payroll or HR records and the ACA guidelines.

Full-time Employees Count

Part-time Employees Count

Seasonal Employees Count

Variable-hour Employees Count

Full-time Equivalent Employees List

1

John Doe
2

Jane Smith
3

Robert Johnson
4

Emma Davis
5

Michael Brown

Prepare and calculate affordability safe harbors

This task involves preparing and calculating affordability safe harbors for ACA compliance. Affordability safe harbors help determine if employer-sponsored health coverage is considered affordable for employees. The desired result is accurate calculations of affordability safe harbors. To complete this task, you will need access to employee salary data and may need to consult with HR or finance. Potential challenges may include applying the correct safe harbor method based on employee salary or hours worked. If you encounter these challenges, consult with HR or refer to the ACA guidelines. Required resources include employee salary data and the ACA guidelines.

Safe Harbor Method

1

W-2 Box 1
2

Rate of Pay
3

Federal Poverty Line

Employee Salary

Affordability Safe Harbors Calculations

1

John Doe
2

Jane Smith
3

Robert Johnson
4

Emma Davis
5

Michael Brown

Ensure all offered health plans meet Minimum Essential Coverage

This task involves ensuring that all health plans offered by the company meet the Minimum Essential Coverage (MEC) requirements set by the ACA. It is crucial to provide employees with plans that meet MEC in order to comply with ACA regulations. The desired result is a confirmation that all offered health plans meet MEC. To complete this task, you will need access to information on the company's health plans and may need to consult with the benefits department. Potential challenges may include identifying specific plan details that determine MEC. If you encounter these challenges, consult with the benefits department or refer to the ACA guidelines. Required resources include information on the company's health plans and the ACA guidelines.

Offered Health Plans List

1

Plan A
2

Plan B
3

Plan C
4

Plan D
5

Plan E

Track employee hours to maintain and determine ACA eligibility status

This task involves tracking employee hours to maintain and determine ACA eligibility status. Accurate tracking of employee hours is essential in order to comply with ACA regulations and determine eligibility for coverage. The desired result is a record of employee hours and their ACA eligibility status. To complete this task, you will need access to time tracking systems or employee schedules. Potential challenges may include tracking hours for employees with variable schedules. If you encounter these challenges, consult with HR or refer to the ACA guidelines. Required resources include time tracking systems or employee schedules and the ACA guidelines.

Employee Hours Tracking List

1

John Doe
2

Jane Smith
3

Robert Johnson
4

Emma Davis
5

Michael Brown

Prepare and file Form 1094-C

This task involves preparing and filing Form 1094-C, which is used to report information about offers of health coverage made to full-time employees. Filing this form is a requirement for ACA compliance. The desired result is a completed and filed Form 1094-C. To complete this task, you will need access to employee and coverage information, as well as the necessary tax forms. Potential challenges may include understanding the specific requirements for filling out Form 1094-C. If you encounter these challenges, refer to the IRS instructions or consult with a tax professional. Required resources include employee and coverage information and Form 1094-C.

Form 1094-C

Prepare and distribute Form 1095-C to eligible employees

This task involves preparing and distributing Form 1095-C to eligible employees. Form 1095-C provides information about the health coverage offered by the employer and is a requirement for ACA compliance. The desired result is the distribution of completed Form 1095-C to eligible employees. To complete this task, you will need access to employee and coverage information, as well as the necessary tax forms. Potential challenges may include ensuring accurate and timely distribution of Form 1095-C. If you encounter these challenges, refer to the IRS instructions or consult with a tax professional. Required resources include employee and coverage information and Form 1095-C.

Eligible Employee List

1

John Doe
2

Jane Smith
3

Robert Johnson
4

Emma Davis
5

Michael Brown

Form 1095-C

Update all ACA required employee notices and policies

This task involves updating all ACA required employee notices and policies. Keeping these notices and policies up to date is essential for ACA compliance. The desired result is updated and compliant employee notices and policies. To complete this task, you will need access to existing notices and policies, as well as the ACA regulations. Potential challenges may include understanding and interpreting changes in the ACA regulations. If you encounter these challenges, consult with legal or compliance professionals. Required resources include existing notices and policies and the ACA regulations.

Notices and Policies to Update

1

Notice of Coverage Options
2

Summary of Benefits and Coverage
3

HIPAA Privacy Notice

Maintain all documentation for ACA compliance

This task involves maintaining all documentation for ACA compliance. It is important to keep accurate records and documentation in order to demonstrate compliance with ACA regulations. The desired result is a well-organized and up-to-date record of ACA documentation. To complete this task, you will need access to employee records, tax forms, and any other relevant documentation. Potential challenges may include organizing and storing large amounts of documentation. If you encounter these challenges, consider using electronic document management systems or consult with a records management professional. Required resources include employee records, tax forms, and any other relevant documentation.

Type of Documentation

1

Employee Records
2

Tax Forms
3

Training Records
4

Policy Documentation

Documentation List

1

John Doe
2

Jane Smith
3

Robert Johnson
4

Emma Davis
5

Michael Brown

Approval: HR Manager on ACA Compliance Report

Prepare and calculate affordability safe harbors
Will be submitted
Ensure all offered health plans meet Minimum Essential Coverage
Will be submitted
Track employee hours to maintain and determine ACA eligibility status
Will be submitted
Prepare and file Form 1094-C
Will be submitted
Prepare and distribute Form 1095-C to eligible employees
Will be submitted
Update all ACA required employee notices and policies
Will be submitted
Maintain all documentation for ACA compliance
Will be submitted

Submit Form 1094-C and 1095-C to IRS

This task involves submitting Form 1094-C and Form 1095-C to the IRS. These forms are used to report information about offers of health coverage made to full-time employees and are required for ACA compliance. The desired result is the successful submission of Form 1094-C and Form 1095-C. To complete this task, you will need access to completed forms and the necessary tax filing systems. Potential challenges may include understanding the electronic filing requirements and deadlines. If you encounter these challenges, refer to the IRS instructions or consult with a tax professional. Required resources include completed Form 1094-C and Form 1095-C.

Form 1094-C

Form 1095-C

Respond to any IRS ACA penalty letters

This task involves responding to any IRS ACA penalty letters. In the event of a penalty or compliance inquiry from the IRS, it is important to respond promptly and accurately. The desired result is a timely and appropriate response to any IRS ACA penalty letters. To complete this task, you will need access to the penalty letters, supporting documentation, and may need to consult with legal or compliance professionals. Potential challenges may include understanding the specific penalties and responding appropriately. If you encounter these challenges, consult with legal or tax professionals. Required resources include penalty letters, supporting documentation, and legal or tax professionals.

IRS Penalty Letter Number

Response to IRS Penalty Letter

Conduct an annual review of ACA Compliance strategy

This task involves conducting an annual review of the ACA Compliance strategy. It is important to regularly review and update the compliance strategy to ensure ongoing compliance with ACA regulations. The desired result is an updated and effective ACA Compliance strategy. To complete this task, you will need access to previous compliance plans, the ACA regulations, and may need to consult with legal or compliance professionals. Potential challenges may include identifying areas for improvement or changes in the ACA regulations. If you encounter these challenges, consult with legal or compliance professionals. Required resources include previous compliance plans, the ACA regulations, and legal or compliance professionals.

Previous Compliance Plan Review

1

Review of Policies
2

Review of Documentation
3

Review of Training Programs

Proposed Changes for Compliance Strategy

1

Update Notice of Coverage Options
2

Revise Training Materials
3

Enhance Documentation Management

Document and maintain all waivers and plan offerings

This task involves documenting and maintaining all waivers and plan offerings for ACA compliance. It is important to keep accurate records of waivers and plan offerings to demonstrate compliance with ACA regulations. The desired result is a well-organized and up-to-date record of waivers and plan offerings. To complete this task, you will need access to waiver forms, plan descriptions, and any other relevant documentation. Potential challenges may include tracking waivers for different employee groups or understanding the specific requirements for documenting plan offerings. If you encounter these challenges, consult with legal or compliance professionals. Required resources include waiver forms, plan descriptions, and any other relevant documentation.

Waivers to Document

1

Opt-out Waivers
2

Dependent Coverage Waivers
3

Spouse Coverage Waivers

Plan Offerings Documentation

1

Plan A
2

Plan B
3

Plan C

Approval: ACA Advisor on plan offerings and waivers

Document and maintain all waivers and plan offerings
Will be submitted

Monitor ACA legislative and regulatory updates

This task involves monitoring ACA legislative and regulatory updates. As ACA regulations and requirements may change over time, it is important to stay informed and up to date. The desired result is awareness of any changes or updates to ACA regulations. To complete this task, you will need to regularly review updates from regulatory agencies, such as the IRS or Department of Labor, and may need to consult with legal or compliance professionals. Potential challenges may include identifying the impact of legislative or regulatory changes on ACA compliance. If you encounter these challenges, consult with legal or compliance professionals. Required resources include updates from regulatory agencies and legal or compliance professionals.

Updates Sources to Monitor

1

IRS
2

Department of Labor
3

Health and Human Services
4

Industry Associations

Provide ongoing ACA education to employees

This task involves providing ongoing ACA education to employees. It is important to keep employees informed and educated about ACA regulations and their rights and responsibilities. The desired result is well-informed and compliant employees. To complete this task, you will need to develop and deliver educational materials, such as presentations or online courses. Potential challenges may include ensuring comprehensive coverage of ACA topics and reaching all employees. If you encounter these challenges, consider using different formats or consulting with HR or training professionals. Required resources include educational materials and HR or training professionals.

ACA Education Topics