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ACA: Hiring Manager Information

ACA Classifications

  • Full-time employee: An employee that works at least 30 hours per week, on average. This includes all faculty, staff, working retirees, adjuncts, temporary staff, and non-work study students. Beginning July 2015, Wake Forest is required to offer medical coverage to an employee that meets this definition of full-time employment. Determination will be made upon hire, during an employment status change, or after a prior measurement period.
  • Part-time employee: An employee that works less than 30 hours per week. This includes all faculty, staff, working retirees, adjuncts, temporary staff, and non-work study students. Determinations will be made upon hire, during an employment status change, or after a prior measurement period.
  • Variable/Seasonal hour employee: An employee that works varying hours and for which we are unable to determine reasonably expected hours in advance. This includes all faculty, staff, working retirees, adjuncts, temporary staff, and non-work study students. Determinations will be made upon hire, during an employment status change, or after a prior measurement period.

Tracking hours (Hours Requirement by E-Class)

ACA requires Wake Forest to track hours worked for all employees, even those that are currently eligible for benefits, in order to determine if they are considered full-time for ACA purposes (averaging at least 30 hours per week or 130 hours per month). All large employers are required by law to offer medical coverage to employees that work at least 30 hours per week or 130 hours per month:

  • Upon hire, or
  • Due to an employment status change, or
  • During an applicable prior measurement period or pay a penalty

Penalties are very significant, so we must comply with all of the ACA regulations. All large employers will also be required to file returns with the IRS and provide statements to full-time employees to document full-time status and whether or not coverage was offered.

The ACA regulations give all universities guidance on how to track adjunct and part-time faculty hours (based on credit hours), but has not provided guidance on all staff, retirees, and non-work study students. Thus, we are required to track all actual hours worked for all part-time with benefits, part-time without benefits, temporary staff, and non-work study students (graduate and undergraduate).   We will also need to be mindful of breaks of service less than 26 weeks and rehires.

Per ACA, hours worked includes each hour for which an employee is paid or entitled to pay. It includes hours worked, PTO, holiday, disability, jury duty, military duty, and FMLA.

Fringe Rate

If an employee meets the ACA definition of full-time employment (30 hours per week or 130 hours per month) upon hire, due to an employment status change, or due to a prior measurement period, the University is required to offer medical coverage, and a higher fringe rate may be applied. If you have questions about fringe rates due to ACA eligibility, please contact Human Resources at 336-758-4700 or e-mail AskHR@wfu.edu.