Cardinal HCM: Monitoring and Adjusting the Hourly ACA Yearly Limit

This communication is being sent to Time & Labor Administrators, Time & Labor Employee Setup Administrators, and TA Supervisors of wage employees for Cardinal HCM agencies.

Monitoring Hours Worked

In order to monitor hours for the Affordable Care Act (ACA) 1,500-hour limit per DHRM policy 2.20, Cardinal tracks daily processed hours for wage employees for the annual period of May 1 through April 30.

The Hourly Employee Tracking Report lists hourly employee data for tracking hours worked in the defined ACA year. The report can be used to monitor employees approaching or exceeding their annual hourly limit. To retrieve data for the current ACA year, run the report with ‘As of Date’: 04/30/2024.

Menu > Time and Labor > Reports > Hourly Employee Tracking

To assist supervisors in monitoring hours for wage employees, the Time Administration process generates the following timesheet exceptions:

Adjusting the Hourly ACA Yearly Limit

Rule Element 3 on Maintain Time Reporter Data defines the Yearly Limit for hourly employees. The TL Auto Enroll process populates this value based on agency criteria, with a default limit intentionally set below 1,500 hours to allow for sufficient warning. This limit can be increased or decreased for individual employees.

If the Yearly Limit is set below 1,500 hours, it can be adjusted up to 1,500 on the Maintain Time Reporter Data page by a TL Employee Setup Administrator by following the steps below. 

1. Navigate to the Maintain Time Reporter Data page: Menu > Time and Labor > Enroll Time Reporters > Maintain Time Reporter Data
2. Add a new Time Reporter Data row
3. Click on the plus sign (+) to add a new row; the Effective Date will default to today’s date
4. Update the Effective Date to an appropriate date (the approximate past or future date the employee is expected to exceed the previously set limit)
5. Update the Rule Element 3 (Hourly ACA Yearly Limit) value as appropriate up to 1500
6. Save

When the Rule Element 3 field is adjusted, the adjusted limit will remain in place for the new ACA year. If your agency wants to revert employees back to the initial agency default (e.g., 1,400 hours), a TL Employee Setup Administrator can add another effective dated row by following the steps below.

1. Add a new Time Reporter Data row
   • Click on the plus sign (+) to add a new row; the Effective Date will default to today’s date
2. Update Effective Date to 05/01/2024 to align with the beginning of the new ACA year
3. Update the Rule Element 3 (Hourly ACA Yearly Limit) value to 1400 (or appropriate hourly limit as determined by your agency)
4. Save

Resources

• Review the TA372 TL Setup Overview job aid for more information on updating Time Reporter Data.
  • Pages 26 – 27 details Adjusting the ACA Hourly Limit
• Run the V_PT_SEC_ROLE_USERS query to identify TL Employee Setup Administrators in your agency.
  • Use the NAV225 Running an HCM Query job aid for support

Regards,

The Cardinal Team

Questions

If you have technical or functional questions, submit a help desk ticket by emailing vccc@vita.virginia.gov and include the following information:

Subject: Cardinal – <brief summary for routing>

Email Content:

• Detailed information about your about your issue (i.e., functional area, page, actions, error)
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