ACA Hours Tracking - Maintain Data

If errors are encountered during the Load data process, you can correct the source data on the ACA Hours Tracking page. After corrections, you must reload the data.

PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.

On the ACA Hours Tracking page, enter the Search Criteria to find the required records, and then select Search.
Refer to Search for records for more information.
- To add a record, select Add new. Refer to Field descriptions, enter valid information, and select Accept.
- To edit a record, select the record and select Accept. Update the information and select Accept.
- To delete, select the record and select Delete. Select Yes.
- To generate a report, select Print, and then select a Destination:
  - Select File to create the report in .rpt format. The default file name is acahours_l.rpt. You can change the default file name.
  - Select Screen to download the report in .pdf format. The default file name is acahours_l_<#####>.pdf.
  - Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file name is acahours_lrpt<####_#####>.xlsx.
    - Select OK.
      - Download the .rpt file from the View Files page.
      - Save the .pdf or .xls file.
        For more information about the Print option, refer to Print Reports.

Field descriptions

The following table describes the fields on the ACA Hours Tracking page.

Field	Description	Load logic - Data source and Valid values
Employee Number	The employee’s identification (ID) number. Select the Lookup icon to search for and select an employee number. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Employee Number field on the Employee Information page.
Pay Run	The three-character payroll run code that identifies the pay cycle to which the hours are associated.	Populated during the data load process. The field value is retrieved from the Pay Run field on the Pay Run Processing page.
Check Number	The nine-character check or warrant number from the payroll system from which the hours were loaded.	Populated during the data load process. The field value is retrieved from the Check Number field on the Check History page.
Employee Type	The one-character code indicating the employment type (e.g., "A" for Administrator, "S" for Substitute).	The field value is retrieved from the Employee Type field on the Personnel tab of the Employee Information page. The values in the drop-down list are retrieved from the Employee Type Table page.
Pay Group	The one-character code that identifies the employee's pay group and determines pay frequency and period dates.	The field value is retrieved from the Pay Group field on the Pay Rate Information page.
Job Class	The four-character code that identifies the employee's job classification (e.g., teacher, administrator, custodian).	The field value is retrieved from the Job Class field on the Pay Rate Information page. The values in the drop-down list are retrieved from the Job Class page.
Pay Code	The three-character earnings code that identifies the type of pay (e.g., regular pay, overtime, supplemental).	The field value is retrieved from the Pay Code field on the Pay Rate Information page. The values in the drop-down list are retrieved from the Pay Codes page.
Calendar	The four-character code that identifies the work calendar/schedule associated with the employee's job class.	The field value is retrieved from the Calendar Type field on the Pay Rate Information page. The values in the drop-down list are retrieved from the Calendars page.
Start Date	The beginning date of the pay period for which the ACA hours are being tracked.	Not applicable
End Date	The ending date of the pay period for which the ACA hours are being tracked.	Not applicable
Work Hours	The number of hours worked (or converted to hours using the Hours Conversion Table) for ACA tracking purposes. Used to determine full-time vs. part-time status.	Calculated during the data load process. The calculated value represents the converted hours for ACA tracking purposes. The calculation follows this formula: Base value: Starts with either: Hours from check history (checkhi2.hours), OR Days worked from the calendar (if Use Days Worked is enabled in the Hours Conversion Table). Apply conversion rate: The base value is multiplied by the load_hr_per_unit value from the Hours Conversion Table. Apply FTE multiplier (optional): If Use FTE as Multiplier is enabled in the Hours Conversion Table, the result is further multiplied by the employee's FTE percentage from their pay rate record. Formula: Work Hours = (Base Hours or Days) × Load Hours Per Unit × FTE (if applicable)
Plan Status	The one-character code indicating the employee's health insurance benefit status.	Valid values: Q - Qualified N - Non-qualified D - Declined Calculated during the data load process. The calculated value represents the employee's health insurance coverage status for ACA compliance purposes. The calculation follows this logic: Check active deductions: The system searches for active deduction records for the employee that are effective during the pay period dates. Match to Benefit Status Table: Each active deduction code is compared against the Benefit Status Table (aca_benefit_status). Determine status with priority: Q (Qualified) = Employee is enrolled in a qualified health plan - highest priority, stops search immediately D (Declined) = Employee declined coverage - saved as backup N (Non-qualified) = Employee has no qualified coverage or deductions not found Default if no match: If no matching deduction is found in the Benefit Status Table, the Plan Status defaults to "N" (Non-qualified). The system prioritizes Q > D > N, meaning a Qualified status takes precedence over all others.