Tips for Faculty and Staff Trending Towards ACA Eligibility

  • Review active positions to ensure FTE in Job Data accurately reflects actual or expected work hours.
  • Notify ACA Compliance team upon termination of a full-time benefits-eligible position when the employee remains active (subsequent job) in a non-benefits-eligible position.
  • Notify ACA Compliance team if you are rehiring an individual into a new position that:
  • is 19 hours per week or less;
  • had a break-in-service greater than 4 weeks but less than 26 weeks; and
  • previously held a benefits-eligible position at 30 or more hours per week.
  • Evaluate your short-duration (less than 90 days), variable positions, regardless of FTE and take the applicable action:
  • Terminate the position prior to 90 days; or
  • Reduce work hours to less than 20 and FTE to below 0.50 immediately; or

Reminder: Standard hours and FTE in Job Data must accurately reflect actual or expected work hours.

  • Terminate the variable position and rehire on a benefits-eligible record and offer benefits.

Note: State statues require that any person employed with the intent to work 20 hours per week or more for 90 days or more must be offered benefits.

  • Review and correct PRN positions to ensure they meet the following definition:

PRN Employee – A position for unplanned, unscheduled, and unexpected staffing needs that meet all of these criteria:

  • Is a non-recurring work schedule with no guarantee of continued employment;
  • Has an inconsistent (no commitment) number of hours; and
  • Must be paid on an hourly basis.

Note: Positions with planned work schedules or hours are either part-time or full-time depending on FTE or standard hours.

  • Evaluate positions on short-work break to determine if the position can be terminated.
  • If the SUM/WTR Faculty positions will not be used by the next semester, please terminate.
  • Please keep in mind that zero hours worked in a SWB position, if there are no other active position(s), will not reduce the average. The average is calculated by dividing the employee’s total hours worked by the number of actual weeks worked.