Affordable Care Act

Exempt (salaried) employees who are:

• Not currently eligible for RIT’s health benefits, and
• Not adjunct faculty members teaching credit-bearing courses.

Examples include coaches and assistant coaches, Better Me wellness instructors, writing consultants, graduate teaching assistants (GTAs), and temporary employees (on RIT’s payroll only).

RIT will be required to report to the Federal government who is and is not a “full-time employee” as defined in the Affordable Care Act (working on average 30 or more hours per week). We have no other way of determining hours worked by exempt (salaried) employees who are not currently eligible for RIT’s health benefits and not adjunct faculty members teaching credit-bearing courses.

RIT will collect the information using a simple online “form” in Oracle RIT Employee Self-Service (where you find your other employee information, including your paystubs). Please follow these steps each week beginning the Saturday ending your first week as an employee in your most recent position:

1. Log into Oracle at http://myinfo.rit.edu (if you do not know your login information, click on Forgot Your Password or Username? link; if you have a problem, contact the RIT Service Center at 475-5000.
2. On the left menu, click on RIT – Hours Reporting for ACA
3. On the menu in the middle of the screen, click on RIT - Hours Reporting for ACA
4. Click on the Add button
5. Enter the number of hours you worked for the week Sunday - Saturday in the box; if you are not sure, estimate to the best of your ability
   • If you didn’t work any hours in a particular week, even though you were paid (e.g., end of the term), enter 0 hours)
6. Select the calendar week by clicking on the calendar icon, then the Saturday that is the end of the week you are reporting
7. Click the Apply button
8. Click the Next button to see the proposed hours reported
9. Click the Submit button

Each week you will need to report your hours worked until you are no longer working in a position where this is required.

You should track all time spent working, including any time worked offsite.

• If you are required to travel to an offsite workplace, you should include those hours actually worked while traveling. For example, if you do work while on an airplane you should count the time worked.
• For those employees who drive to an offsite workplace, only the driver should include the time spent driving.
• For travel to and from recruitment activities, include:
  • those hours actually traveled between 8 a.m. and 5 p.m.
  • any hours actually worked during this time period that were not counted as travel time, minus a one hour lunch period.
  • any hours outside of this time period that are spent performing actual work.

Graduate Teaching Assistants (GTAs) are the only category of graduate student employees who need to track their work hours. Hourly paid graduate student employees do not need to track their work hours - this includes Graduate Grading Assistants, Graduate Technical Assistants and Graduate Assistants, as well as general Student Employees. There is no need for them to track their work hours since their work hours are tracked in RIT’s time reporting system, Kronos.

Since according to the U.S. Department of Labor, no employment relationship exists between the University and Graduate Research Assistants (GRAs), GRAs do not have to track their work hours. See the Controller’s website for criteria concerning GRAs at https://www.rit.edu/emcs/seo/graduate-assistantships.

Human Resources automatically determines hours worked for adjunct faculty members who teach credit-bearing classes using a formula based on the credit hours taught (3 hours worked weekly per each credit hour taught). For example, if a faculty member teaches a 3 credit class, this will count as 9 hours of work for the week. Human Resources obtains hourly-paid employees’ hours reported in RIT’s time reporting system, Kronos. Therefore, you only need to report your hours worked that fall outside these two categories. For example, if you are a tutor (required to track hours) and also teach a 3-hour credit course, you only need to report your hours worked as a tutor, not those worked for the 3-hour credit course. Human Resources will add your reported hours worked with our automatic calculations to obtain your total hours worked for each week.

No. RIT will be required to report to the Federal government who is and is not a “full-time employee” as defined in the Affordable Care Act (working on average 30 or more hours per week). We have no other way of determining hours worked by exempt (salaried) employees who are not currently eligible for RIT’s health benefits and not adjunct faculty members teaching credit-bearing courses. The fact that you do or do not want/need RIT’s medical benefits has no bearing on this requirement.

If an employee who is not currently eligible for RIT medical coverage works on average 30 or more hours per week during the measurement period (October 1, 2013 through September 30, 2014), RIT will be required to offer medical coverage to be effective January 1, 2015 (based on current law). We will provide the pertinent information in late 2014 to those who are eligible.

If you do not have health insurance now, you may want to check into the new coverage available through the exchange for 2014, as described in the notice we recently sent you. Under current law, if you do not have health insurance in 2014, you will have to pay a penalty to the Federal government.

Supervisors are not required to approve or input time; however, supervisors will be asked to confirm the hours for employees who indicate they worked 30 or more hours in a week.

Please refer new employees to the HR website on the Health Care Reform page. HR will contact them with the information on how and when to track their time.

The formula is a ratio of 3 hours worked per week for every credit hour taught. This is a standard ratio in higher education. For example, if a faculty member teaches a 3 credit class, this will count as 9 hours of work for the week.