University Human Resource Services

PPACA Tracking Requirements (Excluding Contract Semester Faculty and Graduate/Doctoral Assistants working in Academic Departments) (Email from Marie Williams dated Friday, December 27, 2013)

Subject: PPACA Tracking Requirements (Excluding Contract Semester Faculty and Graduate/Doctoral Assistants working in Academic Departments)

Dear Administrators, Deans, Directors, and Department Heads,

As you may be aware from the guidelines communicated to you in Dr. Randy Howard’s email message of December 3, 2013, the Patient Protection and Affordable Care Act (PPACA), requires the University to offer health care coverage by January 1, 2015 to employees who average 30 or more hours of work per week over a set measurement period. This message is intended to supplement Dr. Howard’s message and provide specific details about your responsibilities.

The University has defined our first measurement period as the 12 month period beginning on October 6, 2013 and ending on October 5, 2014.

The University has determined that in order to comply with PPACA’s requirement to track actual hours of service, employees who are not currently tracking hours of service in Kronos will begin doing so by the start of Spring Semester 2014.

Therefore, effective immediately, we require you to do the following for these employee classifications:

Non-exempt part-time staff and part-time service employees:
• Closely monitor work hours to ensure they are limited to an average of 29 hours service per week unless they are working in a part-time position that has been designated as “medical/prescription coverage” eligible. Note “hours of service” includes all hours in a pay status.
• Do not permit or authorize additional or secondary assignments that would extend hours of service beyond an average of 29 hours per week. For example, some employees also work as ticket-takers or ushers at athletic events; those hours of work from a secondary position are included when determining total hours of service per week.

Temporary and substitute hourly employees:
• Closely monitor work hours to ensure they are limited to a total of 29 hours service per week
• Do not permit or authorize additional or secondary assignments that would extend hours of service beyond an average of 29 hours per week. For example, some employees also work as ticket-takers or ushers at athletic events; those hours of work from a secondary position are included when determining total hours of service per week.

Temporary monthly (salary) employees:
• Closely monitor work assignments to ensure they do not average more than 29 hours of service per week;
• Require these employees to begin tracking actual hours of work and report such time in Kronos following the monthly pay period cycle;
• Contact your payroll coordinator to arrange Kronos training for these employees;
• Ensure time reported in Kronos is correct and signed off on at the conclusion of each monthly pay period. The payroll schedule may be found at this link: http://cms.bsu.edu/-/media/WWW/DepartmentalContent/Payroll/PDFs/2014%20Monthly%20Payroll%20Schedule.pdf.

Assistant Hall Directors and Graduate/Doctoral Assistants not working in academic departments:
• Closely monitor work assignments to ensure these employees do not average more than 29 hours of service per week;
• Require these employees to begin tracking actual hours of work and report such time in Kronos following the bi-weekly pay period cycle;
• Contact your payroll coordinator to arrange Kronos training for these employees;
• Ensure time reported in Kronos is correct and signed off on at the conclusion of each bi-weekly pay period. The payroll schedule may be found at this link: http://cms.bsu.edu/-/media/WWW/DepartmentalContent/Payroll/PDFs/2014%20GA%20Payroll%20Schedule.pdf.

Student Resident, Community, and Multicultural Assistants:
• Closely monitor work assignments to ensure these employees do not work more than 20 hours/week;
• Require these employees to begin tracking actual hours of work and report such time in Kronos following the bi-weekly pay period cycle;
• Contact your payroll coordinator to arrange Kronos training for these employees;
• Ensure time reported in Kronos is correct and signed off on at the conclusion of each bi-weekly pay period. The payroll schedule may be found at this link: http://cms.bsu.edu/-/media/WWW/DepartmentalContent/Payroll/PDFs/2014%20Biweekly%20Payroll%20Schedule.pdf.

Students paid via a stipend (rather than an hourly wage):
• Closely monitor work assignments to ensure these employees do not work more than 20 hours/week;
• Require these employees to begin tracking actual hours of work and report such time in Kronos following the bi-weekly pay period cycle;
• Contact your payroll coordinator to arrange Kronos training for these employees;
• Ensure time reported in Kronos is correct and signed off on at the conclusion of each bi-weekly pay period. The payroll schedule may be found at this link: http://cms.bsu.edu/-/media/WWW/DepartmentalContent/Payroll/PDFs/2014%20Biweekly%20Payroll%20Schedule.pdf.

Other non-academic employees paid via a stipend or lump sum for special or secondary assignments:
Ensure employees working such assignments either have a primary position at the University that is benefits-eligible or that such employees total hours worked at all University assignments are limited to a maximum of 29 hours of work per week;
• Require these employees to begin tracking actual hours of work and report such time in Kronos following the bi-weekly pay period cycle;
• Contact your payroll coordinator to arrange Kronos training for these employees;
• Ensure time reported in Kronos is correct and signed off on at the conclusion of each bi-weekly pay period. The payroll schedule may be found at this link: http://cms.bsu.edu/-/media/WWW/DepartmentalContent/Payroll/PDFs/2014%20Biweekly%20Payroll%20Schedule.pdf..

If you have questions about PPACA or your role in assuring compliance, please contact Judy Burke at 285-1834 or Melissa Rubrecht at 285-1823.

In rare cases, because of the nature of the work, exceptions to these guidelines may be needed. In these cases, University Human Resource Services will work with the affected department on a case-by-case basis. These proposed guidelines may be subject to change and will be further refined at such time when final regulations are issued.


Marie Y. Williams
Associate Vice President for Human Resources
and Administrative Services
Ball State University
(765)285-1133
mywilliams@bsu.edu