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Navigating Seasonal Worker Compliance

Simplifying ACA Compliance for the Agriculture Industry

As one of the largest sectors in the U.S. economy, the agriculture industry faces unique challenges when it comes to Affordable Care Act (ACA) compliance. With seasonal workforce fluctuations, diverse job roles, and often dispersed operations, agricultural employers need robust tools to navigate the complexities of ACA regulations. ACA Reporter offers tailored solutions to help farms, ranches, and agribusinesses streamline their compliance processes and avoid costly penalties.

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Understanding ACA Compliance in Agriculture

The seasonal nature of agricultural work, combined with varying employee classifications, can make ACA compliance particularly challenging for employers in this sector. Key areas of concern include:

  • Seasonal Worker Considerations Agricultural employers must carefully track hours for seasonal workers to determine if they meet the ACA's full-time employee threshold.
  • Applicable Large Employer (ALE) Status Farms and agribusinesses with 50 or more full-time equivalent employees are considered Applicable Large Employers under the ACA.
  • Complex Workforce Structures From field workers to office staff, the agriculture industry often employs a diverse workforce with varying schedules and benefits.
  • Geographically Dispersed Operations Many agricultural businesses operate across multiple locations and states.

Streamlining ACA Compliance for Agricultural Employers

ACA Reporter offers powerful tools designed to address the unique compliance challenges faced by the agriculture industry:

Seasonal Workforce Management

  • Accurately track hours for seasonal workers
  • Automatically calculate full-time equivalent employees
  • Receive alerts when seasonal workers approach full-time status
  • Accurately track seasonal status for workers

Real-time ALE Status Monitoring

  • Continuously track your ALE status as workforce numbers fluctuate
  • Easily see your monthly FTE status
  • Ensure timely compliance actions based on current status

Simplified Reporting and Filing

  • Generate and e-file 1094-C and 1095-C forms with ease
  • Consolidate data from multiple locations for comprehensive reporting
  • Maintain accurate records for audit readiness

 

Aggregated Reporting/Control Groups

  • Simplified tracking of hours across all locations
  • Easy filing to meet control group requirements
  • Automatically create 1095’s for employees who work at multiple locations

Affordability Calculations

  • Easily calculate affordability of health coverage offers
  • Account for special rules applicable to seasonal workers
  • Ensure compliance with ACA's affordability requirements

 

Simplified Dashboards

  • Get a bird's-eye view of your compliance status across all operations
  • Drill down into specific locations or employee groups
  • Identify and address compliance issues proactively

Addressing Unique Agricultural ACA Challenges

H-2A Visa Workers and ACA Compliance

For agricultural employers utilizing the H-2A temporary agricultural workers program, ACA compliance can be particularly complex. ACA Reporter helps you navigate the specific ACA requirements for H-2A workers, ensuring proper tracking and reporting.

 

H2A farmers in field

Seasonal Worker Protections

Our software is designed to account for the unique protections afforded to seasonal agricultural workers under various labor laws, including how these intersect with ACA requirements.

Variable Hour Management

Variable Hour Employee Management

Many agricultural jobs involve variable or unpredictable hours. ACA Reporter's sophisticated tracking system helps you accurately determine full-time status for these employees and manage their health coverage eligibility.

Farmer Working With Shovel
FAQ

Commonly Asked Questions in the Agricultural Industry

Employees working 120 days or fewer annually are considered seasonal. These workers count towards determining Applicable Large Employer (ALE) status, but with special rules.

If an employer exceeds 50 full-time equivalents (FTEs) for 120 days or fewer due to seasonal workers, they're not considered an ALE. However, exceeding this threshold for more than 120 days classifies the employer as an ALE, requiring compliance with ACA reporting and coverage requirements.

Yes, H-2A visa workers generally count when determining Applicable Large Employer (ALE) status. They're treated like other employees for ACA purposes, including the calculation of full-time equivalent employees.

H-2A workers may be eligible for health coverage offers if they work full-time (30+ hours weekly) for over 90 days. However, those not meeting full-time criteria or working less than 90 days might not trigger coverage requirements. Employers should carefully track H-2A workers' hours and duration of employment to ensure accurate ACA compliance.

Agricultural employers should implement a unified time-tracking system and consolidate employee data into a single database. Using software that aggregates hours worked across locations is crucial for accurate tracking.

Large agricultural employers (ALEs) with 50+ full-time equivalent employees have specific ACA reporting requirements: File Form 1094-C with the IRS annually, File Form 1095-C for each full-time employee, Provide Form 1095-C copies to full-time employees These forms report employment status, offers of coverage, and affordability for each month the employee was calculated FT.

Employers typically use a 6–12-month lookback measurement period to determine which employees average 30+ weekly hours. Employees calculated as meeting the ACA FT definition must receive an offer of coverage.

It's crucial to track all hours worked, including paid time off, and regularly reassess employee status. Special rules apply for seasonal employees working 120 days or fewer annually. Maintaining thorough records of hours worked and status determinations is essential for compliance and potential audits.

The lookback measurement method helps agricultural employers determine full-time status for workers with variable or seasonal hours. It involves examining an employee's hours over a past period (typically 6-12 months) to determine their status for a future period. If an employee averages 30+ hours per week during the measurement period, they're considered full-time for ACA purposes. This method allows farm employers to manage seasonal fluctuations in work hours when determining health coverage eligibility under the ACA.

Simplify Your Agricultural ACA Compliance with ACA Reporter

Don't let ACA compliance distract you from your core agricultural business. With ACA Reporter, you can confidently manage your ACA obligations while focusing on what you do best – feeding the nation and beyond.