ACA Compliance for Schools and Educational Institutions: Simplifying the Process with ACA-Track

Educational institutions, including schools, colleges, and universities, face unique challenges when it comes to ACA compliance. With diverse employee types ranging from full-time faculty members to part-time adjuncts and seasonal staff, tracking employee hours and ensuring compliance with the Affordable Care Act (ACA) can be overwhelming. ACA-Track provides a comprehensive solution to streamline ACA compliance for educational institutions, simplifying the process of tracking hours, monitoring eligibility, and generating the required IRS reports.

ACA-Track’s ACA Compliance for Education Institutions solution is designed to help schools and universities navigate the complexities of ACA regulations, ensuring that both full-time and part-time employees are properly monitored for ACA eligibility while also minimizing administrative effort and reducing the risk of penalties.

Tracking Hours for Full-Time, Part-Time, and Adjunct Faculty

Educational institutions often employ a combination of full-time staff, part-time employees, adjunct faculty, and temporary workers. The ACA requires businesses to track the actual hours worked by their employees to determine eligibility for healthcare coverage. For schools, especially those with part-time and adjunct faculty members, this can be a complex task.

ACA-Track simplifies this by integrating with payroll systems and timekeeping platforms, allowing educational institutions to track employee hours accurately across multiple systems. Whether employees use time clocks, submit manual timesheets, or log hours via mobile devices, ACA-Track consolidates this data into one location, ensuring that all hours worked are captured for ACA compliance purposes.

This ensures that educational institutions can easily track the hours worked by both full-time faculty and part-time adjuncts, while also helping to determine eligibility for healthcare coverage. ACA-Track automates this process, reducing the risk of human error and ensuring that ACA compliance is met, even for institutions with a large and varied workforce.

Real-Time Eligibility Monitoring for Faculty and Staff

Tracking eligibility for healthcare coverage can be particularly difficult for educational institutions with a high proportion of part-time or adjunct faculty. Since part-time employees may have fluctuating schedules and work varying hours throughout the year, monitoring their eligibility for ACA coverage requires real-time tracking and proactive alerts.

ACA-Track provides real-time eligibility monitoring, automatically tracking each employee’s hours worked and checking whether they meet the ACA’s full-time employee threshold (30 hours per week). As employees approach the full-time threshold, ACA-Track sends alerts, enabling educational institutions to offer coverage before employees qualify under ACA guidelines.

In addition, ACA-Track monitors other employee events that may impact eligibility, such as leaves of absence or status changes. This ensures that all aspects of ACA eligibility are tracked in real time, giving educational institutions the tools they need to stay compliant while minimizing the administrative burden of tracking eligibility manually.

Comprehensive ACA Reporting for Schools and Universities

Filing ACA reports with the IRS can be a time-consuming and error-prone task for educational institutions. Schools and universities are required to file Form 1095-C and Form 1094-C to report employee coverage and eligibility status. These forms must be accurate, submitted on time, and include detailed information about employee hours worked and the healthcare coverage offered.

ACA-Track simplifies the ACA reporting process by automatically generating the necessary forms based on the employee data already collected. The platform consolidates employee data from payroll systems, timekeeping platforms, and HRIS systems, ensuring that all necessary information is included in the forms. Once the forms are generated, ACA-Track also supports electronic filing with the IRS, ensuring that educational institutions meet filing deadlines and comply with IRS requirements.

Moreover, ACA-Track performs error-checking on all forms before submission, flagging any discrepancies or missing data. This ensures that all reports are accurate and minimizes the risk of penalties for late or incorrect filings. ACA-Track automates the ACA reporting process, saving educational institutions valuable time and resources while ensuring compliance with IRS regulations.

Data Security for Educational Institutions

Educational institutions handle sensitive employee data, including personal information, payroll records, and healthcare coverage details. Given the sensitive nature of this data, ensuring that it is securely managed and protected is essential. ACA-Track adheres to industry-leading security standards, including SSAE 16 SOC 2 Type 1 compliance, to ensure that all data is securely stored and transmitted.

Personal identifying information is encrypted within ACA-Track’s secure cloud-based system, ensuring that sensitive data is always protected. Additionally, ACA-Track uses Secure Hypertext Transfer Protocol (HTTPS) for all data transfers, adding another layer of security when transmitting employee data between systems. With ACA-Track, educational institutions can have peace of mind knowing that employee information is protected while meeting ACA compliance requirements.

Dedicated Support for Educational Institutions

ACA compliance can be especially challenging for educational institutions, which often have a high volume of part-time and adjunct faculty who require close monitoring. ACA-Track offers dedicated support to help schools and universities navigate these challenges, providing a personalized experience for every client. Each client is assigned a dedicated account manager who is available to answer questions, provide assistance with data integration, and guide institutions through the ACA compliance process.

This personalized support ensures that educational institutions have the resources they need to stay compliant and avoid penalties. Whether it’s resolving IRS reporting issues, correcting data discrepancies, or providing assistance with eligibility tracking, ACA-Track’s support team is always available to help.

Conclusion

ACA compliance is essential for educational institutions, but tracking hours worked, monitoring eligibility, and submitting accurate reports can be complex and time-consuming. ACA-Track simplifies the process by automating hour tracking, real-time eligibility monitoring, and ACA reporting, while ensuring that all employee data is securely managed. By using ACA-Track, schools, colleges, and universities can ensure ACA compliance with minimal effort, saving valuable time and resources.

If you are an educational institution looking for a reliable solution to manage ACA compliance, ACA-Track is the ideal choice. To learn more about how ACA-Track can simplify ACA compliance for your school or university, visit ACA Compliance for Education Institutions.