Shared Responsibility Non-Employee Import File Specification

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1 Health Compliance Shared Responsibility Non-Employee Import File Specification Creation Date: 06/04/2015 Modified Date: 10/06/2015 Version: v2.52 adp.com

2 Table of Contents Document Information... 3 Document Revisions... 3 Overview... 4 Format... 4 Non-Employee Types... 5 Non-Employee Data Interface... 5 Frequency of Data... 5 Participants to Include... 5 Non-Employee Data to Include... 6 Initial Load File... 6 Termination of Coverage... 6 Removal of Dependents... 6 File Naming Convention... 6 Fields Included on the Interface... 7 Header Record (always required)... 7 Participant Identifiers (always required)... 7 Participant Contact Information (always required)... 9 Benefit Offer Data (required when participant eligibility changes) Benefit Offer Data (required when OFFR record present) Benefit Coverage Data (required when Participant enrolls in coverage) Dependent Indicative Data (required for Regulatory Management) Dependent Coverage Data (required for Regulatory Management) Trailer Information (always required) Appendix

3 Document Information Document Revisions Version Date Author Description /06/2015 J. Cobbett Added optional Coverage Identifier to Benefits Coverage and Dependent Coverage records /16/2015 Chris Murphy Initial Document 3

4 Overview Employee information will be provided on the HR, Benefits, Leave of Absence, and Payroll Imports. However, regulatory management requires information for some non-employees (e.g., COBRA, retirees). This document provides the specifications and information necessary for successfully loading Non-Employee data into the ADP Health Compliance system. Format The ADP Health Compliance system will accept non-employee data in a pipe delimited ( ) format. Multiple types of data are required in order to support regulatory management. For example, the system requires address, benefits eligibility, benefits coverage, and dependent information. In order to process all of these various sets of data, a record type is required on each record. The record type will identify the type of data included on that particular record. The following record types are supported for the Non-Employee interface: HEAD = The header record for the file. This record is used to identify the client. EEID = The identity record for the participant. ADDR = The contact information for the participant. OFFR = The offer (i.e., Event) of coverage to the participant. ELIG = The plan(s) for which the participant is eligible. COVG = The plan coverage in which the participant has actually enrolled. DEPI = The dependent basic information. DEPC = The dependent coverage. FOOT = The footer record for the file. 4

5 Non-Employee Types The Non-Employee interface contains Affordable Care Act (ACA) medical benefit information for the following types of participants: COBRA Retirees Other Non-Employee Data Interface Frequency of Data In order to perform accurate eligibility and affordability calculations, as well as annual filings, it is very important that the ADP Health Compliance system is up to date with the non-employee data. It is expected that the source system would provide data to the ADP Health Compliance system prior to year-end. Participants to Include COBRA beneficiaries The file must include any beneficiary (employee or spouse/dependent of employee where the employee is not also covered under COBRA) that meets any of the following conditions: An offer of COBRA coverage was made to the participant and the participant enrolled A previously reported person experiences a change in address Coverage ends for a previously reported person that enrolled in COBRA coverage Retirees (including surviving spouses) The file must include any retiree (employee or surviving spouse/dependent of employee) that meets any of the following conditions: An offer of coverage was made to the participant and the participant enrolled A previously reported person experiences a change in address Coverage ends for a previously reported person that enrolled in coverage Other The file must include any participant that meets any of the following conditions: The participant enrolls in coverage A previously reported person experiences a change in address Coverage ends for a previously reported person that enrolled in coverage NOTE It is not necessary to provide data if only dependent indicative data is changed. Dependent indicative data is only required when Benefits Coverage data has changed. 5

6 Non-Employee Data to Include Only information pertinent to ACA related medical coverage for non-employee participants is to be included on the file. Initial Load File During implementation, the ADP Health Compliance system requires initial plan offerings and elections dating back to the beginning of the medical plan year, typically Annual Enrollment. Subsequent changes in eligibility up to the date of go-live are also to be included on the initial load file. Termination of Coverage When a previously reported medical coverage to the ADP Health Compliance system is terminated, the effective coverage end date shall be provided in the Coverage End Date element under the Selected Coverage parent element. Corresponding dependent coverage shall be terminated using the same effective end date. Removal of Dependents If the dependent was previously reported with medical coverage, an effective end date should be included on the interface in the Coverage End Date field. It is requested that dependents still be included on the file with a status of Inactive. File Naming Convention The Non-Employee Import file should be sent to ADP utilizing the following file naming convention: <COID>_<NETSECUREID>_NonEE_YYYYMMDD_HHMMSS.txt Example: 0R8JLMSFMN04078L_COMPANYABC_NonEE_ _ txt NOTE NetSecure ID is a case sensitive unique, different than the COID. Both the NetSecure ID and COID shall be provided to the client/vendor by ADP. The date time stamp represents the date and time the file was created. 6

7 Fields Included on the Interface Header Record (always required) 1. Record Type Required 4 Constant HEAD 2. Organization OID (COID) Required 16 The 16 character company GUID assigned by ADP. 3. Client Name Required 100 Participant Identifiers (always required) 1. Record Type Required 4 Constant EEID 2. Participant SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX The SSN for the participant that will be maintained within the ADP Health Compliance system. The participant may not necessarily be the employee. The participant may be a surviving spouse or dependent of the employee. The participant is the person that is the subscriber (beneficiary) to the coverage being offered. For example, if an employee has family coverage that includes 3 dependents, the employee is the subscriber; the 3 covered dependents are dependents of the subscriber. 7

8 3. Non-Employee Participant Type Required if participant is not currently an employee 1 Valid Values: C = COBRA (for any COBRA beneficiary except for a COBRA Reduction in Hours) R = Retiree O = Other Null = Employee (for COBRA Reduction in Hours event; participant is still a current employee of the employer) 4. Participant First Required 50 Name 5. Participant Middle Optional 50 Name 6. Participant Last Required 50 Name 7. Employee SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX The SSN for the employee. The participant may not necessarily be the employee. The participant may be a surviving spouse or dependent of the employee. 8. Federal Employer Identification (FEIN) 9. Associate OID (AOID) If the participant is the employee, the value will be the same as the value for the Participant SSN. Required 10 Format: Or Optional 16 A unique 16 character GUID assigned to the employee by ADP. For non-adp systems, this should not be used (leave empty). 8

9 Participant Contact Information (always required) 1. Record Type Required 4 Constant ADDR 2. Participant SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX The SSN for the participant that will be maintained within the ADP Health Compliance system. The participant may not necessarily be the employee. The participant may be a surviving spouse or dependent of the employee. 3. Phone Optional Phone Optional 10 Extension 5. Address Optional Mailing Address Required 50 Line 1 7. Mailing Address Optional 50 Line 2 8. Mailing Address City Required Mailing Address Required 2 State/Province 10. Mailing Address Zip Code Required 6 Allow letters if country code is not US. 11. Mailing Address Zip Extension Optional 4 9

10 12. Mailing Address Country Code Required 2 Valid Values: US = United States Foreign country codes are identified in the IRS list Foreign Country Code Listing for Modernized e-file (MeF). This list can be found: Professionals/e-File- Providers-&- Partners/Foreign-Country- Code-Listing-for-Modernizede-File Benefit Offer Data (required when participant eligibility changes) 1. Record Type Required 4 Constant OFFR 2. Participant SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX The SSN for the participant that will be maintained within the ADP Health Compliance system. The participant may not necessarily be the employee. The participant may be a surviving spouse or dependent of the employee. 10

11 3. Offer Identifier Required 50 This is used to uniquely identify this offer for the participant. A participant may have several offers. The value does not have to be unique across all participants. It must be unique for this participant SSN. Two different participants (different SSNs) may have the same value for an Offer Identifier. 4. Event Reason Required 50 The reason for the event. 5. Event Date Required 10 The date of the event. 6. Transaction Date Required 29 Format: MM/DD/CCYY HH:MM:SS.SSSSSS AM/PM Example: 01/01/ :11: PM 7. COBRA Reduction in Hours Event Required only if the participant type is COBRA The timestamp of which the offer was created in the system of record. This field is used to determine which event takes precedence in the event there are two or more events that occur on the same day for an employee. 1 Valid Values: Y = Yes (COBRA event was a result of a reduction in hours) N = No (COBRA event was not a result of a reduction in hours) If this is not provided, the system will default to Null. 11

12 Benefit Offer Data (required when OFFR record present) Only eligibility records that represent Employee Only coverage are required. Only the lowest cost Employee Only coverage record that provides minimum value and meets minimum essential coverage is considered for ACA. The eligibility data should only include actual Medical plans for which the employee is eligible. A plan that represents a waiver of coverage (i.e., no coverage) should not be included in the data. For example, if an employee has 4 choices for Medical coverage (Plan A, Plan B, Plan C, and Waive), only 3 records should be included (Plan A, Plan B, and Plan C). 1. Record Type Required 4 Constant ELIG 2. Participant SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX The SSN for the participant that will be maintained within the ADP Health Compliance system. The participant may not necessarily be the employee. The participant may be a surviving spouse or dependent of the employee. 3. Offer Identifier Required 50 The value is used to link the eligibility data to the offer. The value in the offer should be the same in the eligibility records associated with the offer. 4. Medical Plan Code Required 64 A unique short name for identifying the plan. 5. Medical Plan Required 100 The full name of the plan. Description 6. Monthly Employee Cost Required 10 Numeric Format: XXXXXXX.XX The monthly cost of the plan associated to the employee. 12

13 7. Minimum Essential Coverage Required 1 Valid Values: Y = Yes N = No An employer attestation flag to indicate the plan meets minimum essential coverage requirements. 8. Minimum Value Plan Required 1 Valid Values: Y = Yes N = No 9. Dependent Coverage Available 10. Spouse Coverage Available An employer attestation flag to indicate the plan meets the Minimum Value Plan (MVP) standard. Required 1 Valid Values: Y = Yes N = No A flag indicating at the plan level (not coverage level), if coverage for an employee s dependent(s) is available. Required 1 Valid Values: Y = Yes N = No A flag indicating at the plan level (not coverage level), if coverage for an employee s spouse is available. 11. Self-Insured Plan Required 1 Valid Values: Y = Yes N = No A flag indicating if the plan is a self-insured plan. 13

14 Benefit Coverage Data (required when Participant enrolls in coverage) 1. Record Type Required 4 Constant COVG 2. Participant SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX The SSN for the participant that will be maintained within the ADP Health Compliance system. The participant may not necessarily be the employee. The participant may be a surviving spouse or dependent of the employee. 3. Medical Plan Code Required 64 A unique short name for identifying the plan. 4. Medical Plan Required 100 The full name of the plan. Description 5. Medical Plan Coverage Level Code 6. Medical Plan Coverage Level Description 7. Monthly Employee Cost Required 20 A unique code for identifying the level of coverage. Required 100 The full name of the coverage level. Required 10 Numeric Format: XXXXXXX.XX The monthly cost of the plan associated to the employee. 8. Coverage Start Date Required 10 Format: MM/DD/CCYY 9. Coverage End Date Required if coverage has ended The effective date coverage starts. 10 Format: MM/DD/CCYY The effective date coverage ends. 14

15 10. Self-Insured Plan Required 1 Valid Values: Y = Yes N = No 11. Minimum Essential Coverage A flag indicating if the plan is a self-insured plan. Required 1 Valid Values: Y = Yes N = No An employer attestation flag to indicate the plan meets minimum essential coverage requirements. 12. Minimum Value Plan Required 1 Valid Values: Y = Yes N = No An employer attestation flag to indicate the plan meets the Minimum Value Plan (MVP) standard. 13. Transaction Date Required 29 Format: MM/DD/CCYY HH:MM:SS.SSSSSS AM/PM Example: 01/01/ :11: PM 14. Coverage Identifier Optional (unless coverage includes dependents) The timestamp of which the offer was created in the system of record. This field is used to determine which event takes precedence in the event there are two or more events that occur on the same day for an employee. 50 This field is used to link the Selected Coverage record to any covered Dependent record(s). For example, if an employee selects Employee + Spouse coverage and lists their 15

16 Field Field Required/Optional Maximum Notes spouse as a covered dependent, the Coverage Identifier would be used to link the two records. The identifier must be unique at the employee level, not necessarily at the file level. 16

17 Dependent Indicative Data (required for Regulatory Management) 1. Record Type Required 4 Constant DEPI 2. Participant SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX The SSN for the participant that will be maintained within the ADP Health Compliance system. The participant may not necessarily be the employee. The participant may be a surviving spouse or dependent of the employee. 3. Dependent Identifier Required 40 The unique identifier assigned to the dependent by the client system of record. 4. Dependent SSN Required if available 11 Format: XXX-XX-XXXX Or XXXXXXXXX 5. Dependent First Required 50 Name 6. Dependent Middle Optional 50 Name 7. Dependent Last Required 50 Name 8. Relationship Required 50 Relationship to employee. Text in this field will be the relationship displayed on the ACA UI. 9. Spouse Indicator Required 1 Valid Values: Y = Yes, the relationship represents a spousal relationship N = No, not a spousal relationship 10. Dependent Date of Birth Required 10 Format: MM/DD/CCYY 17

18 11. Status Optional 1 Valid Values: A = Active I = Inactive Note: Inactive status is used to report dependents that are deceased or for other reasons (e.g. divorce) should be removed for this employee. Dependent Coverage Data (required for Regulatory Management) Field Field Required/Optional Maximum Notes 1. Record Type Required 4 Constant DEPC 2. Participant SSN Required 11 Format: XXX-XX-XXXX Or XXXXXXXXX The SSN for the participant that will be maintained within the ADP Health Compliance system. 3. Dependent Identifier 4. Coverage Start Date The participant may not necessarily be the employee. The participant may be a surviving spouse or dependent of the employee. Required 40 The unique identifier assigned to the dependent by the client system of record. Required 10 Format: MM/DD/CCYY 5. Coverage End Date 6. Coverage Identifier Required if coverage has ended The effective start date for dependent coverage. 10 Format: MM/DD/CCYY The effective end date for dependent coverage. Required 50 This field is used to link the Dependent record(s) to the Selected Coverage Record 18

19 Field Field Required/Optional Maximum Notes For example, if an employee selects Employee + Spouse coverage and lists their spouse as a covered dependent, the Coverage Identifier would be used to link the two records together. The identifier must be unique at the employee level, not necessarily at the file level. 19

20 Trailer Information (always required) 1. Record Type Required 4 Constant FOOT 2. of EEID Records Required 6 The total number of EEID records included on the file. Appendix Sample Data HEAD 0R8JLMSFMN04078L Test Client EEID C STEVE K DOE XXX-XX-XXXX AOID9901 ADDR doe@testclient.com 3 ALABAMA ST UPHALA AL US OFFR AO Termination 10/06/ /06/ :11: PM N ELIG XYZ A22 Horizon PPO Y Y Y Y Y COVG A22 Horizon PPO FAM Family /06/2015 Y Y Y 10/06/ :18: PM A2210/06/ :18: PM DEPI XXX-XX-XXXX John Jay Doe Child N 04/05/1995 A DEPI XXX-XX-XXXX Sally Ann Doe Child N 03/02/1998 A DEPC /06/2015 A2210/06/ :18: PM DEPC /06/2015 A2210/06/ :18: PM FOOT 1 20

Health Compliance. Non-Employee Import File Specification. Creation Date: 06/04/2015 Modified Date: 06/13/2016 Version: v3.0

Health Compliance. Non-Employee Import File Specification. Creation Date: 06/04/2015 Modified Date: 06/13/2016 Version: v3.0 Health Compliance Non-Employee Import File Specification Creation Date: 06/04/2015 Modified Date: 06/13/2016 Version: v3.0 Table of Contents Document Information...4 Document Revisions... 4 Non-Employee