About entering ACA Hours in payroll records

The total full-time or full-time equivalent hours worked determine whether you are required to file a federal 1095-C form for an employee. To help determine whether an employee is considered full time for ACA reporting purposes, your company must track hours worked per month.

Two ACA Hours fields are available in the 5-2-2 Payroll Records window if the payroll record uses:

• 1-Regular, 2-Bonus, or 4-Startup for the Payroll Type.
• 1-Open, 2-Computed, or 3-Posted for the Status.

If the entire pay period falls within one calendar month, all the hours for the pay period are accumulated in the first ACA Hours field. However, if the pay period spans two months, hours for the first month are accumulated in the first ACA Hours field, and hours for the second month are accumulated in the second ACA Hours field.

Normally, you do not need to enter the hours in these fields manually. Sage 100 Contractor automatically calculates ACA hours using information you enter on the timecard. It also calculates ACA hours for payroll records you create from the 5-5-1 Daily Payroll Entry window.

Important! ACA hours are calculated automatically only for timecard lines that fall within the pay period.

When you void a payroll record, Sage 100 Contractor automatically clears amounts in these boxes.

Overriding calculated ACA Hours

If you need to enter ACA hours manually, you can override the calculated amounts in the ACA Hours fields. For example, the program does not calculate hours for payroll records that have no timecard entry, or for timecards that have no date but cover more than one month.

Important! When you override a calculated entry, the program stops calculating all ACA hours on the timecard. If you change your mind and delete the overridden hours, later, the program automatically recalculates the ACA hours.

If you use the [Delete] key to clear an amount you entered, you cancel the override.

The ACA Hours fields are set to skip during data entry by default. If you prefer to enter ACA hours manually, you can change the Skip during entry setting in the Field Properties window. (With the cursor in the ACA Hours box, press F7, and then clear the Skip during entry check box.) However, we recommend that you keep the Skip during entry option turned on in most cases.

Default ACA records for a new payroll year

When you close a payroll year, Sage 100 Contractorcreates new ACA records for the new payroll year. It uses the December values from the previous year as defaults for each month of the new year.

Hours attributable to an archived year

Note: The first payroll of a new year may include ACA hours attributable to the previous year. When you run the 5-4-3-21 ACA Full Time Equivalent Count report for an archive company, you can use the Combine Company for ACA Hours Allocation window to combine the report results with the hours entered in the active company. The ACA report will then include payroll records entered for the previous year in the active company's new year.