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Affordable Care Act Impacts on Student Employment

Human Resources

What is the Affordable Care Act (ACA)? Health care reform legislation signed into law by President Obama in

March 2010.  Many of the key provisions of the law were designed to extend health insurance coverage to the uninsured, improve the quality and affordability of health insurance and reduce health care costs.

https://www.wisconsin.edu/ohrwd/aca/

Student Employment Impacts Reference: http://wwwuwosh.edu/hr/student-hours-and-affordable-care-act-mandate

Affordable Care Act (ACA) Impacts on Student Employment

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

In CY 2015 the UW is required to offer health insurance to 70% of its full-time employees

In CY 2016 the UW is required to offer health insurance to 95% of it full-time employees

For purposes of the ACA, a full-time employee works 30 hours/week or 130 hours/month or 1,560 hours/year

The areas that present a problem for the UW to offer health insurance to 95% of its full-time workforce: Student Employees Lump Sum Appointments

For More Information: https://www.wisconsin.edu/ohrwd/download/policies/ops/gen20.pdf

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

The UW does not have statutory authority to offer health insurance to student employees

If we do nothing, it is likely the UW will fail to offer health insurance to 95% of its full-time employees

We need to have a system-wide policy that prevents students from being full-time employees

We need to be able to account for hours worked for individuals paid on a lump sum because lump sum appointments are considered full-time appointments

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

UW System-wide policy to limit student employees to working 25 hours/week during the academic year The 25 hour/week limit is an aggregate total for this time frame,

regardless of number of appointments

In other words students can not work more than 25 hrs/wk for all jobs combined, including lump sum jobs

An employee may not work a number of hours in a job and then volunteer/intern in that job; this is a violation of the FLSA

Students would be permitted to work full-time during the remaining weeks of the year

NOTE: Work-Study hours are not counted toward the 25 hour/week limitation in relation to the ACA hours tracking

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

Work Study Hours Excluded for ACA hours tracking Overall hours eligible to work increase from 20 hrs/wk to 25 hrs/wk

Overall Limitation of Work Hours for All Student Employees Academic Year:

Eligible to work a maximum of 25 hrs/wk, including lump sum jobs International Students are limited to 20 hrs/wk

Fall/Spring Interims, Spring Break, and Summer: Eligible to work a maximum of 40 hrs/wk, includes International

Students Summer consecutive 89 day limitation = can not work 30 or more

hours/week for more than 89 consecutive (business) days during summer period

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

Lump Sum Jobs Hours limitation applies to all lump sum jobs Separate hours tracking required for each lump sum job

Evaluation of lump sum jobs is in process If provide lump sum payments to students complete Lump Sum

Justification form, if not already completed: http://www.uwosh.edu/hr/students/StudentEmploymentLumpSumJustification.doc/view

Jodi will work with departments on timesheet recording and status.

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

What Does Academic Year Mean? September through December February through last day of 14 week classes (early May) Refer to Student Employment Hours Eligible to Work Schedule

Summer Months 89 Consecutive Day Limitation Can not work 30 or more hours/week for more than 89

consecutive (business) days Equates to no more than 12 weeks in a row

Does not apply for students working 29 hours or less per week Departments have flexibility to determine work schedule during

that timeframe

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

UW System and Human Resources: Tracking Hours UW System is working on a tracking method for hours worked for

hourly and lump sum jobs. Human Resources will share information related to student hours

to supervisors when available.

Department and Supervisor Responsibility It is the department/supervisor’s responsibility to communicate the

limitation requirements to newly hired and current student employees.

Student Employee Responsibility Students must sign the Agreement and Verification of Hours of

Work and submit to Human Resources once an academic year. Responsible for reporting accurate hours on lump sum timesheet.

Human Resources

Affordable Care Act (ACA) Impacts on Student EmploymentFor Lump Sum Jobs ONLY

Hours Entry for Lump Sum Job Students are responsible for entering total hours worked per day for each

pay period starting with January 1, 2016 forward Includes on-call hours by day in separate section on timesheet

Timesheet separate from HRS timesheet at this time: http://goo.gl/forms/tRlCwHZTJX

Lump Sum Job Codes Student Help Residence Hall: HRS Job Code 94873 Student Help Special: HRS Job Code 94874

Use these job codes for all lump sum jobs. The lump sum job justification must be approved prior to using this code.

Human Resources will update all currently active lump sum jobs to appropriate HRS Job Code. Future jobs will need to be assigned appropriate HRS Job Code by the Departmental Student Employing Unit Coordinator.

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

Communication Plan Human Resources will communicate to:

Supervisors Departmental Employing Unit Coordinators (EUC) Current Student Employees

Email Distribution Emails will be sent at the beginning of Spring Semester to all

groups.

Human Resources

Affordable Care Act (ACA) Impacts on Student Employment

Questions? Laurie Textor, AVC for Human Resources

920.424.1037 textorl@uwosh.edu

Jodi Anthony, Student Employment Coordinator 920.424.2070 anthonyj@uwosh.edu

Refer to Human Resources website: http://www.uwosh.edu/hr/student-hours-and-affordable-care-act-mandate