Technical Guidance for Affordable Care Act FAQs

Described below are common FAQs regarding the production and distribution of ACA files. Employers should visit the SHBP State Health Repository Tool (SHRT) to view the complete “SHBP Technical Guidance for Affordable Care Act (ACA) Files Frequently Asked Questions (FAQs).”

  • How do I access the SHBP State Health Repository Tool (SHRT)?

    SHRT is accessed through the SHBP Enrollment Portal at https://myshbpga.adp.com/shbp/. Once you have registered and logged in, click the Report Center link in the left-hand menu, then click on the Connect to SHRT Tool link. Your administrator login is the same as your member login. If you failed to previously register and have access to SHRT, visit our website for directions: https://shbp.georgia.gov/enrollment-portal.

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  • Where can I find my ACA files?

    Your ACA files will be found in SHRT within a sub-folder titled ‘ACA’ that is within your ‘FROM_ADP’ folder.

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  • How many files will be produced for my location each year?

    There will be 12 files – one for each month of the year – that will be produced for your location. Additionally, there will be 14 Quarterly full files distributed throughout the year. Employers should visit the SHRT to access the ACA File Production Schedules. Upon logging into SHRT, locate the Additional SHRT instructions folder by typing in the search field: additional_shrt_instructions.

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  • When will ACA files be delivered each month?

    Effective Plan Year 2018, the monthly files will be delivered on the 5th business day of the month for the prior month’s data. To capture retroactive activity, we have also added quarterly files for Q1-Q3. During Q4, a cumulative file for the quarter will be delivered through November, and a Quarterly Full File will be delivered in January. This also appears at the end of this document. Employers should visit the SHRT to access the ACA File Production Schedules. Upon logging into SHRT, locate the Additional SHRT instructions folder by typing in the search field: additional_shrt_instructions.

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  • What is included on the ACA Files?

    The monthly ACA Files produced January – December (excluding the Quarterly full files) will include employment and eligibility information as of the last date of the prior month, as well as any retroactive employment and eligibility data as of the last date of the prior month.

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  • Can I wait until the end of the year to download and process my ACA files?

    It is recommended that you download and process your ACA files each month they are posted to SHRT. This approach is suggested to ensure any identified issues are reported to SHBP for research and resolution, as soon as possible. No updates will be made to ACA files outside of the ACA File Production Schedules. Employers should visit the SHRT to access the ACA File Production Schedules. Upon logging into SHRT, locate the Additional SHRT instructions folder by typing in the search field: additional_shrt_instructions.

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  • What happens if an employee’s eligibility, enrollment, and/or dependent information changes after that month’s ACA file has been produced?

    The next month’s ACA file will reflect the change; however, the previous month’s ACA file will not be recreated. The change may also appear on the Quarterly File and/or Quarterly Full File. Employers should visit the SHRT to access the ACA File Production Schedules. Upon logging into SHRT, locate the Additional SHRT instructions folder by typing in the search field: additional_shrt_instructions.

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  • Should I expect to see retirees’ eligibility data on the ACA files posted to SHRT?

    No. Retirees’ eligibility data will be included on your file only through the month in which they were an active employee. If a retiree’s eligibility information is included beyond their retirement date, this indicates the retiree is still considered active. To correct the eligibility information, please refer to FAQ #9)

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  • Should terminated employees appear on ACA files?

    Yes, all employees in the enrollment portal database, will be included on the files regardless of employment and/or medical coverage enrollment status. Note: When an employee is included with only employment information, this indicates the employee is in the ADP database as being terminated. If an employee’s employment and plan coverage information is included, this indicates the employee is still considered active and action should be taken on their record. (For additional information on corrective actions, please refer to FAQ #9.)

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  • If a terminated employee is included on the ACA files with employment and eligibility information showing they are currently active, which corrective actions should be taken?

    If an employee’s employment and eligibility information is included, this indicates the employee is still considered active. To correct the employment and eligibility information, one of the following actions should be taken: • If you are a Manual Employer, please terminate the employee through the Data Sharing Tool on the portal. • If you are an Automated Employer, please submit an AUF file to ADP via SHRT to terminate the employee. The next day, check SHRT to see if you have any error reports to make sure the terminated record was not rejected. • If further assistance is required, please contact your dedicated SHBP Employer Services Specialists. If after reviewing your ACA files you identify a terminated employee with employment and eligibility information showing they are currently active, please refer to the next FAQ below. This FAQ describes how you can identify and resolve these situations promptly and reduce the chances of additional terminated employees appearing on your ACA file.

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  • Is there a way to proactively verify whether or not I have terminated employees that will appear active in my ACA file?

    Yes – The Monthly Premium Billing Reports, which are typically posted to SHRT by the 28th of each month, can be used to identify active employees with coverage. If you should identify terminated employees appearing on this report then please complete the Discrepancy spreadsheet (available in the Additional SHRT Information folder on SHRT) and send it via email to SHBP.PremiumBilling@adp.com. Note: Errors that can be fixed by the employer will be sent back to the employer for resolution.

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  • Should terminated dependents appear on location’s ACA files?

    All dependents that are in the enrollment portal will be included on files regardless of age and/or medical coverage enrollment status.

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  • Should the coverage end date for a terminated employee match the termination date?

    When an employee is terminated, the system determines their coverage end date by using the employee’s last date paid submitted by the Employer. The coverage end date is the last date of the next month following the last date paid. If the last date paid was 8/28/18, the coverage end date will be 9/30/18. Note: If an employee is terminated and subsequently reinstated (i.e. transfer or rehire) within 30 days, a break in coverage will not exist. As a result, the coverage end date is set to 12/31/9999 and will be displayed on the ACA file as 12/31/9999.

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  • If all terminations are displayed on the files with only their employee information record, should I be concerned when a terminated employee who was reinstated to a new location no longer shows on my file?

    Terminated employees will show on each file with an employee information record as long as they are showing as a terminated employee within your location in our system. If they are reinstated into a new location, they will no longer show on your files and will begin to show as an active employee in their new location.

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  • How can I ensure the data in my ACA files are accurate?

    It’s important that you and your employees take action to ensure status changes (i.e. terminations, benefits eligibility status, etc.) are updated into the enrollment portal timely. Delays in the reporting of this information will have an adverse effect on the quality of your ACA files. Note: No updates will be made to ACA files outside of the ACA File Production Schedules. Employers should visit the SHRT to access the ACA File Production Schedules. Upon logging into SHRT, locate the Additional SHRT instructions folder by typing in the search field: additional_shrt_instructions.

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  • Who should I contact if I have questions or concerns about the contents of the ACA files posted to SHRT that are not addressed through this document?

    Please contact SHBP Employer Services at 800-610-1863; when prompted, select ‘SHBP Employer Services’, Monday through Friday, 8:30 a.m. to 5:00 p.m.

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  • Who should I contact if I would like to customize my ACA file in a format that suits my needs?

    SHBP produces ACA files as a courtesy to assist employers with meeting their ACA requirements. However, similar to other standard, non-customized reports and files produced in SHRT for employers, SHBP also does not customize ACA files for employers.

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