Affordable Care Act Hours Page – Import Option

The Import function adds records to the Affordable Care Act Hours table from an outside source. The Import function uses the standard Import feature found throughout the application.

To use this option, access the Affordable Care Act Hours page, and select Import. To access the Affordable Care Act Hours page, select:

Menu Path: Human Resources > Periodic Routines > Affordable Care Act > ACA Hours Tracking

Importing Records

Access the Affordable Care Act Hours page through:
Menu Path: Human Resources > Periodic Routines > Affordable Care Act > ACA Hours Tracking
Select the Import option. The File Import and Data Selection - Import Affordable Care Act Hours wizard will display.
In the Select a File to Import section, select Choose File to locate the file on your PC. Refer to the Import File Requirements below for details on what this file should contain.
Once you have selected the file, follow standard application import procedures. For details, click the Show Instructions button on the wizard page.
The import function will validate each piece of data contained in the selected lines from the import file to ensure data integrity. Data will be tagged with either an Error or Warning status if the software detects a problem with the data. If at least one piece of data of a selected import line is tagged with an Error status, the line will not import into the database. If all pieces of data of a selected import line are tagged with Warning statuses, the line will import into the database if the user selects the Import action item.

Import File Requirements

The required fields in an import file are:

Employee Number
Pay Run
Start Date
End Date
Work Hours

The following fields are verified against the application database tables. An import record with an invalid value will produce an error message and prevents the record from being imported:

Pay Run
Employee Type
Job Class
Pay Code
Calendar

If required Affordable Care Act Hours table fields are not included in the import file, the following data will be extracted from the employee record:

Affordable Care Act Hours Field(s)	Database Table
Employee Type	Person
Calendar	Payrate - The Calendar code associated with the employee's primary pay rate record.
Pay Group	Payrate - The Pay Group code associated with the employee's primary pay rate record.
Job Class	Payrate - The Job Class code associated with the employee's primary pay rate record.
Pay Code	Payrate - The Pay Code associated with the employee's primary pay rate record.
Benefit Status	Plan Status value (D, Q or N) is determined by examining an employee's active deduction records. If a deduction code exists in the Benefit Status table, the code's benefit status value is used. If none exist, the value of N defaults.

Error and Warning messages

The following is a list of potential error and warning messages that could be encountered when using the Import function:

Error: Class XXXX not found in job class table

Error: Employee calendar type XXXX not on the calendar table

Error: Employee not found in employee table

Error: Employee not yet working

Error: Employee pay code must be entered for this class

Error: Employee pay code XXX not on the pay code table

Error: Employee payroll record does not exist

Error: Employee personnel record does not exist

Error: Employee type not on the employee type table

Error: Invalid pay run number

Error: No primary rate record for employee

Error: Pay run is required

Error: There is no payroll setup for this pay run

Warning: Affordable Care Act Care hours conversion value is zero

Warning: Affordable Care Hours records already exist for this employee/pay run

Warning: Affordable Care record will be imported for pending employee

Warning: Affordable Care status could not be determined - defaulted to N

Warning: Affordable Care status determined from employee deduction record

Warning: Employee calendar type defaulted from pay rate

Warning: Employee job class defaulted to primary job class

Warning: Employee pay code defaulted from pay rate

Warning: Employee pay group defaulted from pay rate

Warning: Employee pay rate has been terminated

Warning: Employee pay rate is inactive

Warning: Employee terminated

Warning: Employee type defaulted from personnel record