1. Employee Management
  2. Employees
  3. Compliance
  4. Affordable Care Act (ACA) Reporting
  5. Adding Covered Individuals to an Employee

Adding Covered Individuals to an Employee

On the Covered Individuals subtab, you add the employee after you have assigned an offer of coverage plan to the employee. The employee’s name and date of birth (if included on the employee record) are sourced from the employee record automatically. You also add the employee’s spouse, dependents, or both, who are covered under the offer of coverage plan. Covered individuals are only required when the offer of coverage plan is self-insured. When a coverage plan is self-insured, it indicates that the employer assumes the financial risk of providing health care benefits to its employees. The individuals entered on the Covered Individuals subtab should meet the criteria of the coverage that is set up on the plan.

For example, the coverage plan code is 1C. Only add dependents to the list, not the employee’s spouse. For more information on the types of coverage, see Creating an ACA Offer of Coverage Plan.

To add covered individuals to an employee:

  1. Go to Payroll and HR > Lists > Employees (Payroll Manager).

  2. On the Employees list, click Edit next to the employee to add covered individuals to.

  3. Click the Affordable Care Act (ACA) subtab.

  4. Click the Covered Individuals subtab.

    Note:

    You must list the employee first and then list the spouse, dependents, or both, as applicable.

  5. If you have not added the employee to the covered individuals list, then click Add Employee. The employee’s name and date of birth (if included on the employee record) are populated. Confirm or enter the employee’s Date of Birth and the Start Month and Start Year for the coverage. Optionally, enter the End Month and End Year. Click Add.

  6. For each of the employee’s spouse, dependents, or both, complete the following fields:

    • First Name

    • Last Name

    • Date of Birth

    • Start Month

    • Start Year

    Optionally, enter the End Month and End Year. Click Add.

  7. Add additional lines for each individual that is covered under the plan.

  8. Click Save.

Related Topics

General Notices