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Basics to Employee Status History

What is the Employee Status History?

The Employee Status History field allows you to track and record the historical and current statuses of your employees, as well as offer medical coverage to qualifying employees by clicking the Offer Coverage button.

When thinking about the Employee Status History, we should ensure that all employees have at least one line of data representing the employee's Hire Date - this will initiate the creation of a 1095-C if the employee was Full Time at one point during the reporting year.

Note: if the employee does not have at least one record representing a Full-Time Employee or ACA status, a 1095-C will not generate for them.

The Employee Status History should capture data for any type of change event, including hire dates, termination dates, and status changes. If the employee was terminated, we should see at least two lines of data here; one line representing the employee's Hire Date, and one line representing the Employee's Termination Date.  If the employee changed their status (i.e. Part Time to Full Time, or Full Time to Part Time), and was terminated, we should see at least three lines of data.

What should the Employee Status History look like?

In the example below, we can see that the employee was hired on January 1, 2015, as a Part-Time employee, then their employment status was changed to Full-Time on May 1, 2015, and the employee was terminated on August 15, 2015.

  1. 01/01/2015 | Part-Time | Part-Time | Inactive (Hire Date)
  2. 05/01/2015 | Full Time | Full Time | Active (Status Change Date (PT to FT))
  3. 08/15/2015 | Terminated | Full Time | Inactive (Termination Date)

Note: The Employee Status History is used to produce accurate tax codes on the 1095-Cs, meaning it is imperative that we have this information correctly updated.

When entering or altering data in the Employee Status History, we should set the Change Effective Date to the date the status change is effective for the employee.  Once you make the status change, set the Change Effective Date, and click Save Employee Info, the changes and date will be mapped to the Employee Status History.

How can I enter or update the Employee Status History?

The Employee Status History can be updated automatically when updating employee records in the Employee Demographics field or can be manually changed in the ACA Profile or by using imports.  Here’s how we can update the records: 

Employee Demographics

When updating information in the Employee Demographics fields (Employee > Employee > Demographic Info > Employee) i.e. Employee Status, Benefit Status, ACA Status etc. you will notice a required field titled “Change Effective Date” pop up.  By entering the date in this field and clicking save, the system will automatically map the change information to the Employee Status History.

Note: the date entered should be the exact date that the change took place, not necessarily the date you are entering the information.

When you save the information described above, the system will map the change date, employee status, ACA status, and benefit status to the employees Employee Status History.

ACA Profile (Employee Status History)

Within the Employee Status History, you can add records and alter existing records manually for individuals.

To add a new record, simply enter applicable information to the required fields and click “Save”.

Import Method

If you need to enter or change records for multiple employees, the import function may be the best option.  Within our import library (Data > Imports > Standard—select from drop menu on "Step 1"), we have created an import template titled “Employee Status History” that will allow you to map multiple employees and multiple records at once.

This report will require the following fields to be entered:

  • SSN
  • Change Date
  • Employee Status
  • ACA Status
  • Benefit Status
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