Afford Report Options

The AFFORD Report will assist in determining if an employee will exceed 30 hours per week or 130 hours per month and therefore, be classified as full-time under the Affordable Care Act (ACA).  The report will be available in .pdf format.

The report file created is called Retire Hours For Affordable Care Act Report.pdf

• The Save and Recall option , allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report.  The Default reports cannot be deleted. 
• Report Title:  The default is "AFFORD Report", but can be modified
• Sort By:  Employee Number or Employee Name
• Beginning Date:  This is the beginning date of your measurement period. **NOTE**(When running the Afford program, use the original period beginning and ending date (even if you have pays for that pay date on a lag) and all employees for that pay will be included)
  • For the WEEKLY option, the beginning date should always be the first period beginning date from the first payroll you want included.  Select a date from the calendar or enter the payroll beginning date for the start of the measurement period in M/DD/YY or MM/DD/YYYY format. 

  • For the MONTHLY option, you should enter the first days of the month for the first payroll you want included in the measurement period.  Select a date from the calendar or enter the first day of the month for the start of the measurement period in M/DD/YY or  MM/DD/YYYY format.

      For Semi-Monthly districts that don't use the 15th and last day of the month as your pay dates, you will want to use the Beginning Period Date of your first payroll of the month.  

    Example: 

    Payroll is 9/11-9/27 for pay date 10/1

    Regular pay is 9/28-10/11/19 for pay date 10/15 
    Sub pay is 9/14-9/28/19 for pay date 10/15 

    Use dates of 9/11 – 10/11 Weekly - ALL pay groups = REG & SUB’s for 10/1 & 10/15 pays will be included
    
    

• Ending Date: This is the ending date of your measurement period. 
  • For the WEEKLY option, the ending date should always be the last period ending date from the last payroll you want included in the measurement period.  Select a date from the calendar or enter the payroll ending date for the end of the measurement period in M/DD/YY or MM/DD/YYYY format.
  • For the MONTHLY option, the ending date should be the last day of the month for the last payroll you want included in the measurement period.  Select a date from the calendar or enter the last day of the month in M/DD/YY or  MM/DD/YYYY format.

• Include Employees with no retire hours on CSV file?  If this box is checked, it will include 0 retire hours and only put those on the CSV file but have to have a pay inclusive of the input parameters to be included.

• Exclude based on termination date?  If this box is checked and an employee's termination date is prior to the ending date entered, the employee will not be included on the report.  This will allow the district to optionally exclude terminated employees from being reported since they would not be eligible for coverage per ACA rules.
  •  = Exclude employees whose termination date is prior to the ending date
  •  = Include ALL employees (even if terminated) if they meet all other specifications
    
    
• Exclude employees with insurance?  If this box is checked and an employee currently has an active health insurance deduction set up, the employee will not be included on the report.  It will use the Payroll Item Configuration Menu "Employer Health Coverage"  with a value of "true" to determine which payroll item types to consider as health insurance.  A payroll item will be considered active if the start date of the payroll item is before the ending date entered and the stop date on the poll item is after the ending date entered.  A payroll item is also considered active when no starting or ending date is present on the payroll item.  
  
  •  = Exclude employees who have Employer Sponsored Insurance
  •  = Include ALL employees (with or without Employer Sponsored Insurance)
    
    
• Calculate based on number of weeks or months?  This drop-down box allows for Weeks (based on 30 hours per week) or Months (based on 130 hours per month)
  
  • Weekly = All calculations will be based on a per WEEK calculation
    • This option is required when 26 pays (bi-weekly) is used for payroll processing
  • Monthly = All calculations will be based on a per MONTH calculation
    • This option should only be used when 24 pays (semi-monthly) is used for payroll processing because a semi-monthly payroll would include the first day of the month and last day of the month respectively.  The monthly option will NOT provide accurate amounts when ran for a district with 26 pays since a single pay period may stretch across multiple months.
      
      
• Calendar for calculating breaks: This drop-down box provides a list of all calendar types available.
  • Per the ACA, any break of 4 or more weeks cannot be included in the counts used to determine if an employee has averaged 30 or more hours per week (or 130 hours per month) in a given measurement period.  
  • If you enter a calendar type, it will use it to determine if there is a break stretching more than 27 days and will exclude these days from the calculated average.  Any combination of 28 consecutive days with a blank, C (calamity), or H (holiday) on the calendar will be excluded in the calculations.
  • In theory, you could create and use one or more calendars to be used specifically for this report.
    
    
• Select Pay Groups: Highlight to select those pay groups that you wish to report on from the Available box and move it over  to the Selected box.  You can choose none or any number of pay groups to report on.  To remove from the selected box use  to move it back to the available box.
  
  
• Select Employees: Highlight to select those employees that you wish to report on from the Available box and move it over to the Selected box.  You can choose none or any number of employees to report on. To remove from the selected box use  to move it back to the available box. 

After you have all the selections entered, you will want to  or .

Afford Report

The Afford Report is a detail report that is reported at the employee level to help the user in determining if the employees average hours are >= 30 hours per week or >= 130 hours per month.  If the employee averages 30 or more hours per week or 130 hours or more per month, a double asterisk (**) will print next to the Total hours per week or month for the employee.  In addition, the report will provide a Total Number of Employees Exceeding 30 hours per week or 130 hours per month count at the bottom of the report.

The hours per WEEK calculation is: Total Hrs / (Total days / 7). Can verify the hours by looking on pay report under SERS/STRS hours also.
The Total Hrs is the total retirement hours from Payroll Payments  + the adjustment retirement hours taken from Adjustments for SERS/STRS hours.
The Total days are determined by taking the beginning date used for AFFORD or the calendar start date from Positions (it uses the date from whichever position is most recent).  It then subtracts the ending date used for AFFORD or the employees termination date (if checked to use the termination date as a criteria) and uses whichever is LEAST recent).  If there are any breaks of 28 or more consecutive days from the BREAK calendar, those days are also subtracted from the total days.  It divides the total days by 7 (it includes weekend days and there are 7 days in a week).

The hours per MONTH calculation is:  Total Hrs / (Total days / number of months between beginning and ending date).
The Total Hrs is the total retirement hours from Payroll Payments  + the adjustment retirement hours taken from Adjustments for SERS/STRS hours.
The Total days are determined by taking the beginning date used for AFFORD or the calendar start date from Positions (it uses the date from whichever position is most recent).  It then subtracts the ending date used for AFFORD or the employees termination date (if checked to use the termination date as a criteria) and uses whichever is LEAST recent).  If there are any breaks of 28 or more consecutive days from the BREAK calendar, those days are also subtracted from the total days.  It divides the total days by the number of months between the beginning and ending date.

Afford CSV