Two different provisions of ACA - Employer Shared Responsibility provisions and Full Time Equivalents provisions - require employers to track employees' time in a way that is auditable, accurate and evidentiary. Old-fashioned honor systems like paper time sheets provide no evidentiary value since they can be lost, destroyed or falsified. In fact, mechanical time clocks have similar limitations. Time tracking is necessary to determine (a) whether the employer is subject to the Employer Shared Responsibility provisions and (b) the employer's number of Full Time Equivalents since FTEs determine whether a company is an "applicable large employer."
An applicable large employer will be liable for an Employer Shared Responsibility payment if they do not offer qualified health coverage for at least 95% of its FTEs.
For some employers, the ACA employee time tracking burden is even greater and more complicated. Beginning July 1 2016, nursing homes (long-term care facilities) will be required to submit their employee time tracking and patient census data through a new "Payroll-Based Journal" system at the Centers for Medicare and Medicaid Services (CMS). Such data submission is not easily done if the facility uses a mechanical time clock or a time sheet system as these systems provide no digital evidentiary value.
Larger employers long ago migrated from honor system time and attendance systems to automated time and attendance systems that interface with their payroll software providing them with faster, more accurate payroll processing but now Commercial Technology Group's President, Pat Ward, says smaller and medium-sized businesses are acquiring sophisticated time and attendance systems to reduce risk of incurring fines for ACA non-compliance.
Ward's clients include county school systems, hospitals, nursing homes, staffing companies, manufacturers, government agencies, city governments, coal mines, banks, law firms, retailers, manufacturers and more. Commercial Technology is located at 888 Oakwood Rd. in Charleston and has a website at www.comtechwv.com.
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