Clackamas County Affordable Care Act Employer Shared Responsibility Training Temporary & Seasonal Employees

  • Effective January 1, 2015
  • Penalties for noncompliance
  • Fulltime employees must be offered health insurance
  • Fulltime = working on average 30+ hours per week
  • Includes regular, temporary and seasonal employees
  • Measurement period: November 1, 2013-October 31, 2014
  • Rules for current employees, new hires, rehires, retirees, leaves of absence
  • Break in service rules
  • New Personnel Action form
  • Workforce Software reports

Penalties

  • $2120 for each fulltime employee if just one fulltime employee receives a federal subsidy to purchase coverage on the state insurance exchange
  • $2120 x 2000 employees = $4,240,000 annually

Fulltime employee = working (or paid) on average 30+ hours per week

  • Includes paid vacation, holidays, sick leave, jury duty, military leave
  • Includes unpaid FMLA, jury duty, military leave

Fulltime employees must be offered health insurance

  • Work is tied to a calendar season and begins around the same time each year
  • Employed for less than 6 months
  • Example: Ski instructor working 50 hours/week November-March

Variable hour employee (Temporary Parttime)

  • Hours are regularly less than 30 hours per week
  • Hours may vary from week to week
  • On average, employee works less than 30 hours per week during the measurement/tracking period (November 1-October 31)
  • Employees working 6 months at 40 hours per week then 6 months at 20 hours per week are fulltime employees (average 30 hours per week)

Temporary employees or employees working for a limited duration cannot automatically be considered seasonal or variable hour employees

Current employees

  • Measurement (tracking) period November 1-October 31
  • Stabilization (coverage) period January 1-December 31
    • Must provide health insurance during unpaid leaves
    • Must provide health insurance even if employee is no longer fulltime
  • Coverage ends at termination of employment

New Employees

  • Measurement (tracking) period begins on date of hire
    • Also tracked during current employee measurement period
  • Regular/temporary - 90 days
  • Seasonal - 6 months

Rehires

  • Must have a 13 week break in service or time worked in prior 12 months determines eligibility for health insurance
    • Retirees
    • Employees changing status from temporary to regular
    • Employees changing status from regular to temporary

Status in People Soft as of November 1, 2013

  • Temporary or Seasonal
  • Fulltime or Parttime
  • Biweekly Standard Hours (if known)
  • Daily Hours (overtime threshold)

Changes to DES by October 21, 2013

  • Single piece of paper per employee
  • Query for merge document: CLK_TEMP_HCR_AUDIT

Updated Personnel Action Form

  • Temporary or Seasonal
  • Fulltime or Parttime
  • Biweekly Standard Hours (if known).
  • Daily Hours (overtime threshold)
  • Expected Termination Date (if known)

Track hours beginning November 1, 2013

Workforce Software Reports

  • Can run reports by employee, policy group, supervisor
    • WFS security rules apply
  • Recommend minimum of once per month
  • Start tracking now and compare with actual hours worked so we can fix any problems before the law goes into effect
  • HTML, PDF, Excel

ACA Training

WFS Policy Groups

  • Assessor
  • Business & Community Services
  • BCS - Temporary & Seasonal Only
  • CCOM
  • DTD - Non-Roads
  • DTD - Roads
  • Election Poll Workers
  • Facilities
  • Facilities - Administration
  • Facilities - Construction
  • Facilities - Services
  • FOPPO
  • General Exempt
  • General Nonexempt
  • Health, Housing & Human Services
  • Housing Authority
  • Nonstandard
  • Records Management
  • Sheriff
  • Surveyor
  • Technical Services
  • Time Clock
  • Water Environment Services
  • [Supervisor Name] Employees

Questions?

Resources

  • HRIS - People Soft and Personnel Action forms
    • Krista Weatherford, 503-655-8276
    • Dorothy Duncan, 503-655-8437
    • Lindsay White, 503-742-5466
  • Benefits - Health care reform, temporary employee benefits, enrollment
    • Carolyn Williams, 503-742-5470
    • Jennifer Joslin Brown, 503-742-5471
    • Nina Smith, 503-742-5472
    • Billie Hurley, 503-742-5479
  • Payroll - Workforce Software data & reports
    • Vicky Anderson, 503-742-5404
    • Greta Nickerson, 503-742-5415
    • Payroll Main Line, 503-742-5438