Affordable Care Act System (ACAS) User Guide

AFFORDABLE CARE ACT (ACA) INFORMATION    

The Federal Patient Protection and Affordable Care Act (ACA) was enacted in March 2010 to ensure individuals have access to quality and affordable health care.  The ACA Employer Shared Responsibility provisions, effective January 2015, mandate those large employers file annual reports with the Internal Revenue Service (IRS).  The annual reports must identify the offer and acceptance or decline of health coverage to full-time employees and their eligible dependents.  The California Department of Human Resources (CalHR), State Controller’s Office (SCO), and California Public Employees’ Retirement System (CalPERS) continue to lead the effort to ensure the State’s compliance with these provisions. 

  • AFFORDABLE CARE ACT SYSTEM (ACAS) DATABASE
    • Introduction
    • System Access Authorization
    • Security Roles
    • Employment History (EH) Impact on ACAS Data
    • ACAS Logon
    • ACAS ONLINE KEYING AND PROCESSING
      • Screens
      • Function Keys (F Keys)
      • Main Menu Screen
      • Employee Position Numbers Screen
      • Employee Position Numbers Screen – Potential Errors
    • Key ACA Transaction/Health Coverage Notice Date Screen
    • Out-of-Sequence Transactions
    • Key ACA Transaction/Health Coverage Notice Date Screen – Potential Errors
    • VIEW ACA TRANSACTION HISTORY SCREEN
  • ACA STATUS CODES
    • ACA STATUS CODE LISTING
  • SPECIAL CONSIDERATIONS
  • REPORTS
    • ACA Compliance Report Listing
      • Monthly Compliance Reports
      • Quarterly Compliance Reports
  • JOB AIDS
  • ACAS SUPPORT - CONTACT INFORMATION
  • APPENDIX A
  • APPENDIX B

AFFORDABLE CARE ACT SYSTEM (ACAS) DATABASE

Introduction

In order to implement the ACA Employer Shared Responsibility provisions, the SCO deployed the Affordable Care Act System (ACAS) in January 2015. The ACAS serves as the official tracking and reporting repository of ACA required information for Civil Service, California State University (CSU), and Judicial Council (JUD) employees. The system provides a single centralized source of current and historical health benefit status data for employees. It is maintained via on-line real-time updating of individual ACA health benefit status code transactions, as well as batch processing, which links the ACAS to employee data in the SCO Employment History (EH) system. 

The intent of the ACAS User Guide is to explain the procedures, transactions and codes used to update the ACAS database. This User Guide does not address how to administer health benefits, nor how to process health benefit enrollment related forms. Rather, this User Guide defines the purpose of the ACAS database and how it should be updated when an employee’s health benefit status changes.

It is important to note that the ACA does not change existing business processes related to administering health benefits for state employees. However, compliance with the Employer Shared Responsibility provisions does require other business process changes to both departmental/campus human resources offices and the SCO, mostly in tracking and reporting each employee’s health benefit status.

The ACAS database was initially populated using information contained in the EH system (e.g., social security, name, position number) and Payroll (PR) system records. Any required updates to the ACAS after the initial load are the responsibility of the Human Resources staff who administer benefits.   

As stated above, EH and PR information was used to populate ACAS records at implementation, including the employee’s health benefit status, which was populated based on information in EH as of December 31, 2014 and/or PR as of December 2014 Master Payroll. This health benefit status information is reflected in the ACAS in a field called ACA Status. On a daily basis, if EH updates are key entered, specific data in the employee’s ACAS record will be updated, e.g., name, social security number, position number, and new employees will be added to the ACAS database.  This happens via a nightly batch process.

The most critical piece of ACAS data – ACA Status – is not captured in EH, thus the employing department/campus must update an employee’s ACA Status in ACAS whenever a health benefit (HB) related event impacts the employee’s HB status in one of the following ways.

The employee:

  • Is newly hired to a HB eligible position and must serve an administrative waiting period pending an offer of HB coverage
  • Is a Permanent Intermittent employee who must work a qualifying number of hours in a control period prior to being offered or not offered HB coverage
  • Is offered or not offered HB coverage
  • Has accepted or declined the HB coverage that was offered
  • Has had their HB canceled or suspended
  • Is offered COBRA coverage
  • 18-month COBRA eligibility period has ended
  • Permanently separates from their position

The SCO utilizes ACAS information to produce the mandatory annual IRS report(s) on behalf of the State of California. Since the federal ACA regulations require employer compliance, expensive federal penalties can be imposed if the employer’s information does not reflect an acceptable level of compliance. As such, it is critical for employing HR offices to correctly maintain their employees’ records in ACAS.

System Access Authorization

Access to ACAS is requested via the same procedure(s) used for other SCO Personnel & Payroll Services Division (PPSD) systems, e.g., PIMS, HIST, PIP, CLAS, etc.  The departmental/campus Human Resources staff, through their Security Coordinator, must complete and submit an updated Current Security Authorization (PSD125A) form and, if applicable, the Statement of Understanding (PSD 108) with justification to the SCO PPSD Decentralized Security Administrator. 

Security Roles

Department/campus security roles are defined below:

  • Department/Campus – Inquiry:

(Drop down) Human Resources staff who have authority to view ACAS records that belong to their department/campus, for their specific position sequence number. Similar to PIMS, the ACAS only allows you to view records for employees currently employed with your department/campus or last employed with your department/campus

  • Department/Campus – Inquiry/Update:

(Drop Down) Human Resources staff who have authority to view and update ACAS records that belong to their department/campus, for their specific position sequence number. Similar to PIMS, the ACAS only allows you to view or update records for employees currently employed with your department/campus or last employed with your department/campus.

NOTE: Entities without access to EHDB or payroll will update ACAS data via a file transfer process (FTP). They will not enter transactions directly into the ACAS database. Please refer to the District Agricultural Association (DAA) Data Submission Guide for further directions.

System Availability

Online ACAS keying is available Monday – Friday, 7:00 AM – 6:00 PM.

Employment History (EH) Impact on ACAS Data

As mentioned above, the initial ACAS implementation used EH employee data as of December 31, 2014. Effective January 2, 2015, daily batch processes were implemented to sync ACAS data with the EH database (EHDB). This daily batch process runs nightly, processing EH data key entered that day. Therefore, a one-day lag exists between updating information in EH and updating information in the ACAS.

Much of the information stored in the ACAS is updated via the EHDB and the daily batch process. Only a few key pieces of ACA required data must be entered on ACAS. The table below shows the primary ACAS database information and how it is updated.

ACAS Information Updated via EH Key Entered on ACAS
Employee Name Yes No
Employee Social Security Number Yes No
Employee Street Address, State, Zip Code Yes No

ACA Suffix Code

  • Denotes whether employee is:
  • Civil Service - CS
  • CSU - CSU
  • JUD - Judicial Council
  • CCC - Calif. Conservation Corps
  • CE - Cal Expo
  • DAA - District Agricultural Associations
 Yes: Translated via Class Type and Position Number on EH record.  No
Pos. Seq. - Position Sequence Number associated with a specific position number for an employee - if the employee holds or held concurrent employment with the State.

Yes: If employee is on EHDB, (Pos Seq. is 01 - 20 on ACAS)

No: If ACAS record is for an employee whose record is not on EHDB, e.g., DAA or Cal Expo temporary worker (Pos. Seq. is 50 - 99 on ACAS).

 No
Position Number

Yes: If employee is on EHDB.

Exception: Updated via Monthly batch Excel File, for DAA or Cal Expo employee whose record is not on EHDB.

 No
Status - Denotes whether employee is Active, Temporary Separated or Separated for each Position Sequence.

Yes: If employee is on EHDB.

Exception: Updated via Monthly batch Excel File, for DAA or Cal Expo employee whose record is not on EHDB.

 No
Appointment Tenure

Yes: If Employee is on EHDB.

Exception: Updated via Monthly batch Excel File, for DAA or Cal Expo employee whose record is not on EHDB.

 No
Time Base

Yes: If employee is on EHDB.

Exception: Updated via Monthly batch Excel File, for DAA or Cal Expo employee whose record is not on EHDB.

 No
ACA Transaction Effective Date - Indicates the effective date for each ACA transaction key entered on the ACAS. 

Yes: Transaction Effective Date for ACA Status Code 6A will be updated by the auto population program when a separation transaction is keyed in EH. ACA Transaction Effective Dates must be keyed for all other ACA Status Codes.

Exception: The 6A auto population program will reject if there is no ACA Status Code or if the current ACA Status Code is 5D or 6A. This will cause an out of sequence transaction.

Exception: Updated via Monthly batch Excel File, for DAA or Cal Expo employee whose record is not on EHDB.

 Yes: Refer to the User Guide section on ACA Transactions - Keying Instructions
ACA Status Code - Denotes the employee's most recent HB status

Yes: ACA Status Code 6A will be updated by the auto population program when a separation transaction is keyed in EH. All other ACA Status Codes must be manually keyed.

Exception: The 6A auto population program will reject if there is no ACA Status Code or if the current ACA Status Code is 5D or 6A. This will cause an out of sequence transaction. 

Exception: Updated via Monthly batch Excel File, for DAA or Cal Expo employee whose record is not on EHDB. 

Yes: Refer to the User Guide section on ACA Status Codes fo code definitions.

Exception - ACAS Converted Records: At the time of ACAS implementation, an employee's ACA Status Code was translated using a combination of data from the EH & PR systems (e.g., tenure, time base, active/separation status, and whether or not HB or Flex Elect deductions existed in recent payrolls). 
ACA Void Indicator - "V" if an ACA transaction is incorrect and must be voided. (Note: an incorrect transaction is one that was posted in error. If the  transaction was posted correctly at the time, but the employee's status has since changed, that transaction should remain in history. It should not be voided. No Yes
Health Coverage Notice Date - Date that the department/campus notifies a newly hired employee of their health coverage options via the legally required Health Insurance Marketplace Coverage Options Notice (Optional check with your supervisor or manager). No

Yes

Exception - ACAS Converted Records: At the time of ACAS implementation, for all employees whose records are on EHBD, EH & PR record information was translated to update this field with "12/31/2014" where deemed applicable on converted records.

ACAS Logon

  1. ACAS is accessed from SCOPROD.  Since SCOPROD contains other applications, e.g., PIMS, HIST, PIP, CLAS, etc., users can easily move from one application to another.
  2. How to log into ACAS:
    1. As with other SCO online applications, begin with entering “P” on the OTECH screen.
    2. At the SCOPROD screen, enter your User ID and Password.
    3. When the blank screen appears, type ACAS in the top left corner and press ENTER. The ACAS Main Menu will appear.
  3. Users are locked out after 30 minutes of inactivity.  When this happens, the user has the option to clear the screen and:
    1. Log back into ACAS by re-entering ACAS in the top left corner. At this point, they will return to the same ACAS screen they were on before being locked out; or
    2. Access another SCO online application by entering the acronym for that system in the top left corner; or
    3. Logoff of SCOPROD by entering LOGOFF

ACAS ONLINE KEYING AND PROCESSING

Screens

The ACAS contains four screens – the Main Menu, Employee Position Numbers, Key ACA Transaction/Health Coverage Notice Date and the View ACA Transaction History screens. A picture of each of these screens is displayed directly below, followed by individual sections that describe how to use each of them.

Main Menu

Employee Position Numbers

Key ACA Transaction/Health Coverage Notice Date

View ACA Transaction History

Function Keys (F Keys)

Not every screen displays all of these function keys, but the keys always perform the same function wherever they appear.

  • F2/Pause Break - Exit ACAS to SCOPROD
  • F3/Pause Break - Return to the previous screen in the ACAS
  • F4 - Refresh Data and remain on same screen
  • F7 - View Previous Page, if applicable
  • F8 - View Next Page, if applicable

Main Menu Screen

This is the first screen that appears when the user logs onto ACAS. At this screen, the user chooses whether they want to key an ACA transaction or view an employee’s ACAS history.

Keying Instructions

  • Enter SSN
  • Select the desired action by placing an ‘X” next to one of the following options:
    • Key ACA Transaction/Health Coverage Notice Date
    • View ACA Transaction History
  1. If the employee has only one position sequence number, the user will be directed to their selected menu option - Key ACA Transaction/Health Coverage Notice Date or View ACA Transaction History.
  1. If the employee has multiple position sequence numbers (has or once had concurrent employment with the State), the user will be redirected to the Employee Position Numbers screen. Refer to the Employee Position Numbers Screen section below.

Main Menu - Potential Errors

The system displays warning/error messages when one of the following events occurs:

  • Invalid SSN
  • Corrections to SSN
  • Unauthorized User
  • EH Out-of-Service
  • Invalid Key Entry
  • Invalid Function Key Entry

For a detailed list of error messages, including a description of the condition creating the error, see the ERROR MESSAGE/Main Menu Screen section.

Employee Position Numbers Screen

Once an SSN is entered and a selection is made on the Main Menu, the user is directed automatically to the Employee Position Numbers Screen if the employee has multiple position sequence numbers.

  1. This screen displays all position sequences for the employee and each position sequence number identifies:
  • ACA Suffix Code – identifies whether the position is Civil Service, CSU, etc.
  • Position Sequence Number
  • Position Number
  • Status (e.g., Active, Separated, Temporarily Separated)
  • Tenure
  • Time Base

Key Instructions

  • The user must identify the position sequence number that relates to the employee’s current employment with their department/campus and key enter the corresponding Position Sequence Number when prompted to do so, i.e., “Please Type Position Sequence Number (POS SEQ): __”
  • Press enter to continue
  1. After entering the position sequence number, the user is redirected to the Key ACA Transaction/Health Coverage Notice Date or View ACA Transaction History screen, depending on the user selection from the Main Menu.  Refer to Key ACA Transaction / Health Coverage Notice Date Screen and View ACA Transaction History Screen sections below.

Employee Position Numbers Screen - Potential Errors

The system displays warning/error messages when one of the following events occurs:

  • Unauthorized User for Position Sequence Number Requested
  • Invalid Key Entry
  • Invalid Function Key Entry

For a detailed list of Employee Position Numbers screen error messages, including a description of the condition creating the error, see the ERROR MESSAGE/Employee Position Numbers Screen section.

Employee Position Numbers Screen

Once an SSN is entered and a selection is made on the Main Menu, the user is directed automatically to the Employee Position Numbers Screen if the employee has multiple position sequence numbers.

  1. This screen displays all position sequences for the employee and each position sequence number identifies:
  • ACA Suffix Code – identifies whether the position is Civil Service, CSU, etc.
  • Position Sequence Number
  • Position Number
  • Status (e.g., Active, Separated, Temporarily Separated)
  • Tenure
  • Time Base

Keying Instructions

  • The user must identify the position sequence number that relates to the employee’s current employment with their department/campus and key enter the corresponding Position Sequence Number when prompted to do so, i.e., “Please Type Position Sequence Number (POS SEQ): __”
  • Press enter to continue
  1. After entering the position sequence number, the user is redirected to the Key ACA Transaction/Health Coverage Notice Date or View ACA Transaction History screen, depending on the user selection from the Main Menu.  Refer to Key ACA Transaction / Health Coverage Notice Date Screen and View ACA Transaction History Screen sections below.

Employee Position Numbers Screen - Potential Errors

The system displays warning/error messages when one of the following events occurs:

  • Unauthorized User for Position Sequence Number Requested
  • Invalid Key Entry
  • Invalid Function Key Entry

For a detailed list of Employee Position Numbers screen error messages, including a description of the condition creating the error, see the ERROR MESSAGE/Employee Position Numbers Screen section.

Key ACA Transaction/Health Coverage Notice Date Screen

The Key ACA Transaction/Health Coverage Notice Date screen is used to enter ACA transactions. The employing department/campus must update an employee’s ACA Status in ACAS whenever a HB related event impacts the employee’s HB status in one of the following ways. The employee: 

  • Is newly hired to a HB eligible position and must serve an administrative waiting period pending an offer of HB coverage
  • Is a Permanent Intermittent employee who must work a qualifying number of hours in a control period prior to being offered or not offered HB coverage
  • Is offered or not offered HB coverage
  • Has accepted or declined the HB coverage that was offered
  • Has had their HB canceled or suspended
  • Is offered COBRA coverage
  • 18-month COBRA eligibility period has ended
  • Permanently separates from their position

Effective January 1, 2015, per federal ACA requirements, all employees’ health benefit status must be accounted for in ACAS from the date of hire through the date of separation. Health benefit status information was pre-loaded to the ACAS database for anyone who was active and/or temporarily separated as of December 31, 2014. Effective January 1, 2015, HR offices are responsible for key entering health benefit status information for any newly hired employees who were not active on the EHDB as of December 31, 2014, as well as all health benefit status changes for existing employees.

ACA Transactions - Keying Instructions

  1. Effective Date: the date of the HB status event. Effective date can be keyed up to 45 days in advance. If an employee has a HB status change that is effective prior to 01/01/2015, enter 01/01/2015.

  1. ACA Status Code: refer to the ACA Status Code section for information and methods of processing.

  2. Void Indicator: if applicable, a V (void) can be entered to void an incorrect ACA transaction – if that transaction is the most recent transaction posted for the position sequence. (Note: an incorrect transaction is one that was posted in error. If the transaction was posted correctly at the time, but the employee’s status has since changed, that transaction should remain in history. It should not be voided). 

NOTE: A user cannot:

  1. Key a void for any transaction that is not the most recent transaction. Refer to Out-of-Sequence Transaction Section for processing a void in history.

  2. Void an initial load transaction (12/31/14 effective date). 

Auto Population of ACA Status Codes 2A, 2B, 2D

Effective September 22, 2023, the auto population program automatically populates ACA Status Codes 2A, 2B, and 2D. Automatic population generates based on a combination of tenure, time base, and the current ACA Status Code for each selected position. The effective date will be date used in PIMS or CSUC transaction and will display “SCO AUTO GEN” UPDATED BY column. Human Resource office staff are responsible for ensuring that all ACA Status Codes are accurate for each position. A record will reject for any of the following reasons:

  • Current ACA Status Code is 2A if populating a 2A
  • Current ACA Status Code is 2B if populating a 2B (Civil Service only)
  • Current ACA Status Code is 2D if populating a 2D (Civil Service only)
  • Out of sequence transaction

If the auto population program is unable to enter an ACA Status Code of 2A, 2B, or 2D, Human Resources staff must manually enter the appropriate ACA Status Codes.

Auto Population of ACA Status Codes 6A

Effective November 20, 2017, the auto population program runs nightly. When a permanent separation is entered into EH, an ACA Status Code 6A will be automatically populated into the employee’s corresponding position in ACAS.The effective date will be the first calendar day of the month following the month of separation and the transaction will display "SCO AUTO GEN" in the UPDATED BY column.  HR offices must ensure that all ACA Status Codes are accurate at the time of an employee's separation. A record will reject for any of the following reasons:

  • Records with no existing ACA Status Code
  • Current ACA Status Code is 5D
  • Current ACA Status Code is 6A
  • Out of sequence transaction

If the auto population program is unable to enter an ACA Status Code 6A, Human Resources staff must manually enter the ACA Status Code 6A.

Health Coverage Notice Date (Optional) - Keying Instructions

Health Coverage Notice Date is the date on which any new employee is provided the Health Insurance Marketplace Coverage Options Notice, regardless of their health plan enrollment or eligibility status. This date is normally the same as the employee’s date of hire but can be within 14 days of that date.

(Reference CalHR’s Human Resources Manual, section 1402: Affordable Care Act).

Example: An employee is hired 01/01/15. The Health Coverage Notice Date must be equal to or sooner than 01/14/2015.

The Health Coverage Notice Date is a stand-alone field.

  • Record of the offer of benefits, documented on the ACA Notification Checklist, must be kept in the employee’s file, though the entry of this field into the ACAS is optional.
  • It can be left blank if the information is not known or is not changing when key entering an ACA Transaction.
  • It can be entered by itself, using the Key ACA Transaction/Health Coverage Notice Screen. It does not require entry of Effective Date or ACA Status Code.
  • It can also be entered when keying an ACA Transaction with ACA Status Code information.

To Add the Health Coverage Notice Date: enter date as MM/DD/YYYY.

  • Add Health Coverage Notice Date is used when entering the health coverage notice date for:
  • A new employee on the database
    •  
    • An employee that never had a date entered upon initial employment
    • An employee who has transferred to a new department/campus and no date was originally entered

2. To Change the Health Coverage Notice Date: enter the new date over the original date as MM/DD/YYYY.

  • Change Health Coverage Notice Date is used when changing the health coverage notice date for an employee who has:
    • An older health coverage notice date than what is reflected in the system. (This should be substantiated with written documentation).
    • Transferred to a new department/campus and there is an older date documented than what was originally entered.

DO NOT CHANGE the Health Coverage Notice Date for employees with a date of 12/31/2014. This date indicates that they were part of the initial implementation of the ACAS.

  1. To Delete the Health Coverage Notice Date: enter an asterisk (*) on the first position in the date field.
  • Deletion of the Health Coverage Notice Date is used when a health coverage notice date was entered in error.

Example:

  • Current record has Health Coverage Notice date of 01/01/2014.
  • To delete the Health Coverage Notice Date key “*” in the first position, which would look like this: *01/01/2014.

Out-of-Sequence Transactions

Do not key out-of-sequence. Contact SCO ACAS Online Support for out-of-sequence processing.  SCO ACAS Support can be reached at ACASupport@sco.ca.gov or 916-322-3770.

Key ACA Transaction/Health Coverage Notice Date Screen - Potential Errors

The system displays waning/error messages when one of the following events occurs: 

  • Effective Date before January 1, 2015
  • Transaction Effective Dates more than 45 days in the future
  • Invalid Effective Date
  • Invalid ACA Status Code (refer to the Status Codes and Error Messages sections below)
  • Duplicate Entry
  • Void – NOT the most recent and valid transaction posted
  • Invalid Key Entry
  • Invalid Function Key Entry

Possible errors specific to Health Coverage Notice Date include: 

  • Future Date
  • Invalid Key Entry
  • Invalid Function Key Entry

For a detailed list of Key ACA Transaction/Health Coverage Notice Date Screen Error Messages, including a list of conditions creating the error, see the ERROR MESSAGE/Key ACA Transaction/Health Coverage Notice Date Screen section.

Additional Information

  • The ACAS generates a message that the ACA and/or Health Coverage Notice Date transaction(s) processed successfully, including Void ACA transaction, and Delete Health Coverage Notice Date.
  • If an employee has multiple position sequence numbers, the Health Coverage Notice Dates may vary under each position sequence number – the ACAS will update successfully. 

VIEW ACA TRANSACTION HISTORY SCREEN

This screen displays the history of ACA transactions, including the Health Coverage Notice Date, for each position sequence for an employee. This is a “display only” screen.

  • ACA transaction records are displayed in descending order based on:
    • Year
    • Effective Date
  • Other information displayed for each historical transaction includes:
    • Transaction Code (e.g., ACA, ACAV)
    • ACA Status Code
    • Entry Date: date the transaction was entered in ACAS. If ACAV, this is the date the void was entered.
    • SCO Use Only/Updated By: method by which ACA transaction(s) originated:
      • SCO Auth
      • SCO Mass Upd
      • SCO Auto Gen
      • HR offices by Agency Code (e.g., CS 111)
      • HR offices who submitted batch files that were loaded into ACAS (e.g., CSU 456 File)
  • Position Number: displays “SEE PIMS,” refers HR staff to EH for employee position number information.
  • “NO ACTIVITY” is indicated for year(s) where no ACA transaction activity was present - beginning with the employee’s first recorded year of activity up to their latest recorded year of activity.
  • When there are previous, older ACA transaction records, the system displays messages indicating additional records are available in a previous page and/or subsequent page.

View ACA Transaction History Screen - Potential Errors

ACA Status Codes identify an employee’s HB status so the State of California can report accurate data to the Internal Revenue Service (IRS). See below for a list of ACA Status Codes. For a detailed list of ACA Status Codes and descriptions, see Appendix B.

Please note ACA Status Codes must be keyed into ACAS in the correct order according to the State’s normal Health Benefits administration practices, i.e.:

  1. Newly hired employee to a HB eligible position and must serve an administrative waiting period pending an offer of HB coverage,
  2. Offer of HB coverage is made to the employee,
  3. Employee accepts or declines the HB coverage that was offered, 
  4. Employee or administrative cancellations of HB coverage,
  5. Offer of COBRA coverage to an active employee (and their spouse and dependents)
  6. Employee permanently separates from their position

The following table offers an “at a glance” look at the appropriate code order, definitions for the codes, and guidance for effective dates.

Status Code Listing

Health Benefits Not Offered

2A - used when an employee is not eligible for health benefits due to tenure or timebase. Effective date is the employee’s permitting event date or the first day of the month following the employee’s cancellation of health benefits due to the loss of health benefits eligibility.

2B - used when a permanent intermittent employee is appointed and must serve a control period before becoming eligible for health benefits. Effective the first day an employee must serve a control period before becoming eligible for health benefits or the first day of the month following the employee’s cancellation of health benefits due to the loss of health benefits eligibility.

2D - used for all newly health benefit eligible employees. This code is entered in ACAS to account for the time between the employee’s permitting event date and the earliest date that the employee would be eligible for health benefits. Effective date is the employee’s permitting event date.
Offer Code

1A - used to document an offer of employer-sponsored health benefits. Effective the first day of the month health coverage could be effective.
Acceptance Codes

3A - used to document the acceptance of health benefits within 60 days of the event that makes an employee health benefit eligible. Effective the first day of the month health coverage begins.

3B - used to document a late acceptance of health benefits. Effective the first of the month after the employee returns the HBD-12 and has served the 90 HIPPA waiting period.
Decline Codes

4A - used to document the decline of health benefits within 60 calendar days of the event that makes an employee health benefit eligible. Effective the first day of the month health coverage could be effective.

4B - used when an employee fails to return their health benefit form within 60 calendar days of the event that makes an employee health benefit eligible. Effective the 61st day following the permitting event date.
Cancellation Codes

5A - used to document when an employee’s health benefits are “administratively canceled” due to a loss of health benefit eligibility. Effective the last day of the month the employee’s health benefits are effective.

5B - used to document when an employee voluntarily cancel their health benefits. Effective the last day of the month the employee’s health benefits are effective.

5C - used to document the temporary suspension of an employee’s health benefits when the employee is temporarily separated and placed on some type of unpaid status. Effective the last day of the month the employee’s health benefits are effective.
Separation Code

6A - used when an employee permanently separates from any position. Effective the first day of the month following the date of the employee’s separation.
Cobra Code

1B - used to document an offer of COBRA continuation coverage for an active employee. Effective the first day of the month following the cancellation of employer-sponsored health coverage.  

1C - used to document an offer of COBRA continuation coverage for an active employee and their dependents (not spouse). Effective the first day of the month following the cancellation of employer-sponsored health coverage. 

1D - used to document an offer of COBRA coverage for an active employee and their spouse (not dependents). 

Effective the first day of the month following the cancellation of employer-sponsored health coverage. 

1E - used to document an offer of COBRA coverage for an active employee, their spouse, and dependents. 

Effective the first day of the month following the cancellation of employer-sponsored health coverage. 

SPECIAL CONSIDERATIONS

Concurrent Employees

When an employee has more than one position sequence number, each employing department/campus must key a HB status code for each active position. The department/campus, which is not providing HB for the employee, must use an ACA Status Code of ineligible (2A) because the employee already has HB in another State of California position.

REPORTS

A number of compliance reports have been developed to help HR offices meet their ACA requirements. Each report identifies ACAS records that may have been missed or keyed incorrectly by a department/campus. The title of each report identifies the specific exception condition that requires the department/campus’ attention.   

These compliance reports are created and published each month, after the close of business month. They are only generated for HR offices that have employees who meet the report’s criteria and they do not include employees who are on a leave of absence or temporary separation. 

HR offices should use these reports to research their employees’ ACAS records and enter missing ACAS data as indicated on the report, if they have not already updated that information.  

For more information on the ACA Compliance Program, refer to the California Department of Human Resources (CalHR) Policy Statement #1402: Affordable Care Act.

The following ACA Compliance Reports are published and accessible on ViewDirect. For information on accessing and printing ViewDirect information, refer to the ViewDirect User Manual.

ACA COMPLIANCE REPORTS

MONTHLY COMPLIANCE REPORTS

PDA2050B EE PERM SEP W/O HEALTH BENEFIT CANCELLATION (5D/6A)

PDA2050C EE WITHOUT ACA STATUS CODE

PDA2050D EE WITH 2D WITHOUT HEALTH BENEFIT OFFER

PDA2050E EE WITH HEALTH BENEFIT OFFER W/OUT ACCEPT OR DECLINE

PDA2050F EMPLOYEE WITHOUT APPROPRIATE ADDRESS

PDA2050H EMPLOYEE WITH COBRA CODE LONGER THAN 18 MONTHS

PDA2050L ACTIVE EE WITH SEPARATION CODE

PDA2056M EE WITH 350 DEDUCTION WITHOUT 3A, 3B or WITH 6A

PDA2060A TEMP INT EE WITH CODE OTHER THAN 2A, 6A, OR COBRA

PDA2060B NON PI EMPLOYEE WITH AN ACA STATUS CODE OF 2B

PDA2065 PI EE REFLECTED AS NOT ELIGIBLE

QUATERLY COMPLIANCE REPORTS

PDQ2701B QRTLY EE PERM SEP W/O HEALTH BENEFIT CANCELLATION (5D/6A)

PDQ2701C QRTLY EE W/O ACA STATUS CODE

PDQ2701D QRTLY EE WITH 2D W/O HEALTH BENEFIT OFFER

PDQ2701E QRTLY EE WITH HEALTH BEN OFFER W/O ACCEPT OR DECLINE

PDQ2701F QTRLY TEMP INTERMITTENT EE REFLECTED AS ELIGIBLE

PDQ2701G QRTLY NON PI EE WITH AN ACA STATUS CODE OF 2B

PDQ2701H QRTLY PI EE REFLECTED AS NOT ELIGIBLE

PDQ2701I QRTLY EMPLOYEE WITHOUT APPROPRIATE ADDRESS

PDQ2701K QRTLY EMPLOYEE WITH COBRA CODE LONGER THAN 18 MONTHS

PDQ2701L QRTLY ACTIV EE WITH SEPARATION CODE

PDQ2056M QRTLY EE WITH 350 DEDUCTION WITHOUT 3A, 3B or WITH 6A

JOB AIDS

The following job aids exist to provide assistance and training regarding the ACAS database:

ACAS SUPPORT - CONTACT INFORMATION

Questions regarding ACAS can be directed to the SCO ACAS Online Support Group.  However, questions specific to HB (plan info, cost, eligibility, enrollment, etc.) or policy (HB or ACA), should be directed to the appropriate resource. The following information provides guidance for contacting the appropriate resource. The following information provides guidance for contacting the appropriate ACA, Health Benefits or ACAS related resource.

APPENDEX A - ERROR MESSAGES

Main Menu Screen

ERROR MESSAGE: CONDITIONS:
1. INVALID SSN ENTERED

a. SSN entry not containing nine (9) numbers

b. SSN field is left blank
2. SSN NOT FOUND IN DATABASE SSN is invalid
3. NOT AUTHORIZED USER User is not authorized to view the requested record
4. SSN HAS BEEN CORRECTED TO 999-99-9999 SSN has been changed
5. EH OUT-OF-SERVICE, ACCESS IS AVAILABLE WHEN BACK IN SERVICE EH record is out-of-service
6. INVALID CHARACTER KEYED, MUST ENTER "X" Any entry other than "X" next to the menu selection field
7. ONE SELECTION MUST BE ENTERED Not entering a menu selection
8. ONLY ONE MENU OPTION CAN BE SELECTED Entering more than one menu selection

Employee Position Numbers Screen

ERROR MESSAGE: CONDITION:
1. INVALID POSITION SEQUENCE

Position sequence number not found in the database
2. NOT AUTHORIZED USER Unauthorized user entering a position sequence number for a specific department/campus
3. ENTER A POSITION SEQUENCE Position sequence number field is blank

ACA Transaction Screen

Key ACA Transaction/Health Coverage Notice Date Error Messages

ERROR MESSAGE: CONDITION:
1. INVALID EFFECTIVE DATE

Effective date that is not a valid date

*Note - Use date format: MM/DD/YYYY
2. EFFECTIVE DATE CANNOT BE GREATER THAN TODAY'S DATE Effective date greater than the system date (today's date)
3. EFFECTIVE DATE CANNOT BE PRIOR TO 01/01/2015 Effective date that occurs before 01/01/2015
4. OUT OF SEQUENCE KEYING NOT ALLOWED

Effective date that occurs before the last valid transaction

(See example and ACA Status Code Matrix below)

*Note - Voided transactions are not valid
5. INVALID ACA STATUS CODE

ACA status code that does not exist

*Note - Refer to the Status Codes section
6. INVALID VOID INDICATOR, MUST ENTER "V" OR SPACE Void indicator not equal to a "V" or a blank
7. ACA TRANSACTION ALREADY EXISTS

a. Effective date and ACA status code matches a record in the database

b. Effective date, ACA status code, and void indicator value matches a record in the database
8. TRANSACTION YOU ARE VOIDING DOES NOT MATCH MOST RECENT TRANSACTION Effective date and ACA status code do not match the most recent valid transaction in the database
9. HEALTH COVERAGE NOTICE DATE CANNOT BE GREATER THAN TODAY'S DATE Health coverage notice date greater than the system date (today's date)
10. INVALID HEALTH COVERAGE NOTICE DATE

Health coverage notice date that is not a valid date 

*Note - Use date format: MM/DD/YYYY
11. THE FIRST TRANSACTION MUST BE A "DID NOT OFFER" ACA status code is "Not Offered" (2A, 2B, 2D) and there is no transaction posted in the VIEW ACA TRANSACTION HISTORY screen

Error Message #4 (Out of Sequence Keying) Example and ACA Status Code Matrix

ACAS displays warning/error messages when an ACA Status Code is keyed out of sequence. An example of a potential error is displayed in the screen below:

For Example: Since a 3A status code cannot be keyed following a 2A status code the ACAS error message will display.

APPENDIX B - ACA (HEALTH BENEFIT) STATUS CODE DESCRIPTIONS

Health Benefits Not Offered

  • If the employee is not eligible for HB or  
  • If the employee is newly eligible for HB and must serve an Administrative Waiting Period before he/she can enroll in HB coverage, a “Health Benefits Not Offered” status is processed using the following code(s):

2A - Health Benefits Not Offered is used in one of four situations:

  • Health Benefits Not Offered (because the employee does not meet the HB eligibility criteria): Enter the date that corresponds with the employee's hire in a class/tenure/time base that does not meet the HB eligibility requirements. Appointments that are not eligible for HB include:  

    • Temporary or Limited-Term Intermittent 
    • Seasonal Clerk 
    • Student Assistant 
    • Retired Annuitant 
    • Youth Aid 
    • Temporary Appointment (TAU) Limited Term 6 months or less, or  
    • Time Base is less than Halftime. 

  • Health Benefits Not Offered (Previously HB eligible employee who is later appointed to a position that is not HB eligible): This situation occurs when a previously HB eligible employee gets appointed to a position that is not HB eligible and was not enrolled in HB at the time of the HB ineligible appointment. The 2A effective date corresponds with the date of hire to the HB ineligible appointment.  

  • Health Benefits Not Offered (Previously HB eligible employee who is later appointed to a position that is not HB eligible): This situation occurs when a previously HB eligible employee gets appointed to a position that is not HB eligible and was enrolled in HB at the time of the HB ineligible appointment. The 2A effective date is first day of the month following the cancellation of HB due to the loss of eligibility. 

  • Health Benefits Not Offered (the employee is in multiple positions and HB are being administered in another position): If an employee is in multiple positions and is eligible for HB, all employing HR offices must decide which department/campus will administer HB from which single position. All other positions must be updated with the 2A Status Code. Enter the date that corresponds with the employee's date of hire in the “2A” position.  

2B ─ Health Benefits Not Offered (Permanent intermittent employees only), is used in one of four situations:  

  • Health Benefits Not Offered (newly hired permanent intermittent employee): because the employee must first work a qualifying number of hours during a control period to be eligible for HB. The 2B effective date corresponds with the date of hire to the permanent intermittent appointment.  

  • Health Benefits Not Offered (Permanent intermittent employee who loses HB eligibility by not working a qualifying number of hours in a control period): this situation occurs when a permanent intermittent employee was previously HB eligible, and then worked a non-qualifying control period. The effective date corresponds with the first day of the month following the end of the 6-month eligibility period. Note: control periods run from January through June and from July through December. 

For example: 

  • If an employee does not work enough hours during a January through June control period, the 2B effective date is August 1.  
  • If an employee does not work enough hours during a July through December control period, the 2B effective date is February 1. 
  • Health Benefits Not Offered (previously HB eligible non- permanent intermittent employee who is later appointed to a permanent intermittent position): This situation occurs when a previously HB eligible Full-Time employee gets appointed to a permanent intermittent position and was not enrolled in HB at the time of the permanent intermittent appointment. The 2B effective date corresponds with the date of hire to the permanent intermittent appointment. 

  • Health Benefits Not Offered (previously HB eligible non- permanent intermittent employee who is later appointed to a permanent intermittent position): This situation occurs when a previously HB eligible Full-Time employee is appointed to a permanent intermittent position and was enrolled in HB at the time of the permanent intermittent appointment. The 2B effective date is the first day of the month following the cancellation of HB due to the loss of eligibility.  

Note: When a permanent intermittent employee completes a control period, the employee’s ACA Status only changes if their HB eligibility is changed by the number of hours worked in that control period, i.e., if the employee was previously ineligible but is now eligible or the employee was previously eligible and is now ineligible. If the employee’s HB eligibility remains the same upon completion of the control period, no ACA Status Code change is required.  

2D ─ Health Benefits Not Offered (Newly HB eligible employee; the employee’s HB Administrative Waiting Period begins): This code is used in one of two situations:  

  • Example #1: An employee is newly hired to a position that is HB eligible. An Administrative Waiting Period exists from the date the employee becomes newly eligible until he/she is eligible to enroll in HB coverage. For employees appointed to a HB eligible tenure/time base, the department/campus must enter a “2D” transaction effective the date of hire. The 2D status remains in effect through the duration of the HB Administrative Waiting Period. (See ACA Status Code 1A for information about the timing of a HB offer, which is processed when the employee is eligible to enroll in HB coverage) 

Note: Employees who are newly hired to a HB eligible appointment, should always have a “2D” transaction documented from their appointment date to the earliest date the employee is eligible to enroll in HB coverage.

  • Example #2:  A Permanent Intermittent employee becomes newly eligible for HB if he/she works a qualifying number of hours during a Control Period. For Permanent Intermittent employees who work a qualifying number of hours in a control period, the department/campus must process a “2D” transaction to indicate the Administrative Waiting Period that the employee must serve before he/she can enroll in HB coverage. The effective date of the 2D transaction is the first day of the month following the completed control period. Note: control periods run from January through June and from July through December.  

    • If an employee works a qualifying number of hours during a January through June control period, the 2D effective date is July 1.  
    • If an employee works a qualifying number of hours during a July through December control period, the 2D effective date is January 1.  

Note: When a permanent intermittent employee completes a control period, the employee’s ACA Status only changes if their HB eligibility is changed by the number of hours worked in that control period, i.e., if the employee was previously ineligible but is now eligible; or the employee was previously eligible and is now ineligible. If the employee’s HB eligibility remains the same upon completion of the control period, no ACA Status Code change is required.

Health Benefits Offered

Five “Health Benefits Offered” status codes exist for two unique situations:  

  • Code 1A for employees who are HB eligible and are offered HB coverage; and 
  • Codes, 1B, 1C, 1D and 1E for active (not permanently separated) employees whose health coverage was canceled due to loss of HB eligibility and are offered continuation of group coverage under the COBRA statute.

1A ─ Health Benefits Offered (to a newly eligible employee): Enter the earliest date the employee is eligible to enroll in HB coverage. This is the first calendar day of the month following the event that made the employee eligible to enroll in HB; it is also the first day of the month following the employee’s Administrative Waiting Period.

  • For a newly hired HB eligible employee, HB are offered on the first day of the month following the month in which the employee was hired.

Example:  

  • 03/10/XX - the HB eligible employee is hired. 
  • 03/10/XX – ACA Status Code 2D – HB Not Offered & Administrative Waiting Period begins. 
  • 03/31/XX – the Administrative Waiting Period ends.  
  • 04/01/XX – ACA Status Code 1A - HB are offered
  • For a permanent intermittent employee who worked a qualifying number of hours in a control period, HB are offered once the Administrative Waiting Period is completed:  
    • 06/30/XX COB – Employee worked a qualifying number of hours in a control period. 
    • 07/01/XX – ACA Status Code 2D – HB Not Offered & Administrative Waiting Period begins. 
    • 07/31/XX – the Administrative Waiting Period ends. 
    • 08/01/XX – ACA Status Code 1A – HB are offered. 

1B ─ COBRA Health Benefits Offered (to an active employee only whose HB coverage was canceled due to loss of HB eligibility): Effective 01/01/16, the 1B Status Code is used to indicate that COBRA coverage was offered to an active (not permanently separated) employee only whose HB coverage was canceled due to loss of HB eligibility. The 1B Code should be posted to ACAS after the appropriate transactions are posted to indicate the employee’s cancellation of health coverage (ACA Status Code 5A, or 5C if COBRA offer is applicable and loss of eligibility for state-sponsored health coverage ACA Status Codes 2A or 2B).

  • 1C ─ COBRA Health Benefits Offered (to an active employee only whose HB coverage was canceled due to loss of HB eligibility): Effective 01/01/16, the 1C Status Code is used to indicate that COBRA coverage was offered to an active (not permanently separated) employee and dependent(s) (not spouse) whose HB coverage was canceled due to loss of HB eligibility. The 1C Code should be posted to ACAS after the appropriate transactions are posted to indicate the employee and dependent’s cancellation of health coverage (ACA Status Code 5A, or 5C if COBRA offer is applicable and loss of eligibility for state-sponsored health coverage ACA Status Codes 2A or 2B).

  • 1D ─ COBRA Health Benefits Offered (to an active employee only whose HB coverage was canceled due to loss of HB eligibility): Effective 01/01/16, the 1D Status Code is used to indicate that COBRA coverage was offered to an active (not permanently separated) employee and spouse (not dependents) whose HB coverage was canceled due to loss of HB eligibility. The 1D Code should be posted to ACAS after the appropriate transactions are posted to indicate the employee’s cancellation of health coverage (ACA Status Code 5A, or 5C if COBRA offer is applicable and loss of eligibility for state-sponsored health coverage ACA Status Codes 2A or 2B).

  • 1E ─ COBRA Health Benefits Offered (to an active employee only whose HB coverage was canceled due to loss of HB eligibility): Effective 01/01/16, the 1E Status Code is used to indicate that COBRA coverage was offered to an active (not permanently separated) employee, spouse and dependent(s) whose HB coverage was canceled due to loss of HB eligibility. The 1E Code should be posted to ACAS after the appropriate transactions are posted to indicate the employee’s cancellation of health coverage (ACA Status Code 5A, or 5C if COBRA offer is applicable and loss of eligibility for state-sponsored health coverage ACA Status Codes 2A or 2B).

Note: For information regarding COBRA rules, please refer to CalHR’s Benefits Administration Manual (BAM)

Note: Prior to 09/01/2018, the only available COBRA code was 1C, which was intended to capture all offers of COBRA.  Effective 09/01/2018, codes 1B, 1D, and 1E were implemented to provide accurate reporting of COBRA offers, and can be keyed with an effective date from 01/01/2016 – present. 

Health Benefits Accepted  

If the employee accepts the offer of health coverage, the accepted status is processed using one of the following code(s): 

  • 3A ─ Health Benefits Accepted (timely): This code is used when an employee returns their enrollment forms within 60 days of the permitting event date, (e.g., date of new HB eligible hire or completion of the qualifying number of hours in a control period for permanent intermittent employees, open enrollment). This code is also used to reinstate coverage following a temporary suspension of HB – refer to “5C.” Enter the date the employee's HB coverage is effective. This should be the first Calendar Day of the month following the day/month that the employee submitted their enrollment forms.  

  • 3B ─ Health Benefits Accepted (late) – Employee must serve a 90-day HIPAA waiting period.  This code is used when the employee submits their enrollment forms later than 60 days after the permitting event date (e.g., date of new HB eligible hire or completion of the qualifying number of hours in a control period for permanent intermittent employee, open enrollment). When enrollment forms are not received within the 60 days, the employee must serve a 90-day HIPAA waiting period before HB coverage can begin. Enter the date the employee’s HB coverage is effective, which is the first of the month following the 90-day HIPAA waiting period.  

Health Benefits Declined

HB offers are declined in one of two ways, using one of the following codes:

  • 4A ─ Health Benefits Declined (timely): This code is used when the employee submits their enrollment forms in a timely manner (within 60 days of the permitting event) and declines HB coverage. The effective date is the earliest date the employee is eligible to enroll in HB coverage.

Note: the effective date of the “4A” transaction will always be equal to the date of the “1A” transaction.  

  • 4B ─ Health Benefits Administratively Declined (the employee did not return HB documents in a timely manner): If the employee does not return their enrollment forms within 60 days of the permitting event, the department/campus must process an administrative decline transaction. The effective date is the 61st calendar day following the event that qualified the employee for HB.

Health Benefits Canceled or Temporarily Suspended  

HB are canceled or suspended for a variety of reasons using one of the following codes:

  • 5A ─ Health Benefits Administratively Canceled (due to loss of eligibility): The effective date is the last Calendar Day of the month in which the employee is covered by HB.

(Note: The appropriate “loss of eligibility” status code (2A or 2B) should be keyed following ACA Status Code 5A.  The “loss of eligibility” ACA Status Code (2A or 2B) should be followed by a COBRA offer).

  • 5B ─ Health Benefits Voluntarily Canceled (by the employee): The effective date is the last Calendar Day of the month in which the employee is covered by HB.

  • 5C ─ Health Benefits Temporarily Suspended (due to unpaid temporary separation or some other unpaid status): The effective date is the last Calendar Day of the month in which the employee is covered by HB through a payroll deduction. Refer to ‘’3A” to reinstate coverage following a temporary suspension of HB. (e.g., employee was offered Direct Pay to continue their HB coverage while on leave or unpaid status).

Note: 5D ─ Health Benefits Canceled (due to permanent separation, disability retirement, service retirement, voluntary resignation, involuntary resignation or lay-off) was discontinued effective 11/20/2017. When in use, the effective date is the last Calendar Day of the month in which the employee is covered by HB.

Permanent Separation ─ When an employee permanently separates, regardless of their HB status, use the following code: 

  • 6A ─ Employee Permanently Separated (employee is no longer employed): The effective date is the first Calendar Day of the month following the month of the employee’s separation.