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Accord File Specs

Full Service

Employee + Pay Period

This is a file that can be generated from a payroll/HRIS system and then uploaded to the ACA platform on a weekly basis, monthly basis or by Pay period. The ACA tool will perform the appropriate calculations and transactions that need to be made based on the IRS guidelines and measurement periods.

Valid formats

.csv.xls.xlsx

Field PositionField NameRequiredValid ValuesExample ValueNote
1ssnY123456789Social Security Number (no dashes)
2employee_idNABCD1234Can be provided if employee has an ID with their employer.
3first_nameYJohn
4middle_nameNM
5last_nameYDoe
6address_1Y123 Main Street
7address_2NApt. 123If the employee has an apartment number or unit number, please provide it in this field.
8cityYAtlanta
9stateYGA
10zip_codeY30329Provide country if non-US
11hire_dateY07/13/2012Original date of hire of employee
12return_rehireV07/13/2012Date returned from Termination or Leave.
13employment_typeYFT, PTFTFull Time (FT), Part Time (PT)
14work_statusYA, T, UL, SLAActive (A), Paid Leave(L), Terminated (T) or Unpaid Leave (UL), Special Unpaid Leave (SL). Any employee marked as Terminated must have all subsequent pay periods marked with T.
15pay_typeVS, HSSalary (S), Hourly (H)
16hours_workedY80.00Service hours recorded in cycle
17period_earningsN2000.00Earnings for the pay period
18start_dateY07/13/2012Start date of pay period cycle
19end_dateY07/30/2012End date of pay period cycle
20leave_termV07/13/2012Only required if employee is Terminated or starts a Leave of Absence
21emailNtest@accord-aca.com
22employer_idYABCD1234Provided by Accord. Include in all rows.
23original_hire_dateN
24dobY07/13/1978employee date of birth
25pay_frequencyNannually, semiannually, monthly, semimonthly, biweekly, weekly, daily
26pay_rateV50.00Hourly Rate, Monthly Rate, Annual W/2 Amount. Depends on Safe Harbor Method selected on employer setup.
27option_1NOptional custom field
28option_2NOptional custom field
29option_3NOptional custom field
30option_4NOptional custom field
31option_5NOptional custom field
32ale_codeNUse this field if you have Employee ALE Switching enabled on your employer setup. ALE Codes used in this field have to match those in your employer setup.
33changeVblank, Y, DUse this field to signal that a record that already exists should be UPDATED or DELETED in the Accord System. Y to UPDATE, D to Delete.
34custom_1Nmy_custom_value
35custom_2N
36custom_3N
37custom_4N
38custom_5N
39custom_6N
40custom_7N
41custom_8N
42custom_9N
43custom_10N

Employee Medical

The benefit file is generally obtained from a customer’s HRIS or benefits administration system. This data includes the medical benefit plan information for all active employees, employees terminated during the month and employees on Cobra. This data is sent to the Accord System on a monthly basis.

Valid formats

.csv.xls.xlsx

Field PositionField NameRequiredValid ValuesExample ValueNote
1ssnY123456789Social Security Number (no dashes)
2plan_nameNPPOName of benefit plan
3plan_providerNAetnaHealthcare provider name
4plan_codeNMPLAN1Benefit plan code (from payroll)
5waive_flagYY, N, blankIf an employee choose to waive coverage this field must be marked with Y
6offer_dateY07/13/2012Date employee was offered coverage
7coverage_tierNEE, EC, ES, EFEEMedical coverage tier
8employer_costN200.00Monthly employer cost
9employee_costN100.00Monthly employee cost
10start_dateY07/15/2015Start of medical plan
11end_dateY07/30/2015End of medical plan. Leave blank if ongoing
12wellness_flagNY, N, blankNWellness coverage
13tobacco_flagNY, N, blankNTobacco indicator
14cobra_flagVY, N, blankNCobra indicator (employee on cobra) must be provided if employer is no longer employed but has moved to Cobra. This should be included in a separate plan record from their previous plan record.
15public_exchange
16employer_idYABCD1234Provided by Accord. Include in all rows.
17option_1NOptional custom field
18option_2NOptional custom field
19ale_codeNUse this field if you have Employee ALE Switching enabled on your employer setup. ALE Codes used in this field have to match those in your employer setup.
20changeVblank, Y, DUse this field to signal that a record that already exists should be UPDATED or DELETED in the Accord System. Y to UPDATE, D to Delete.
21custom_1Nmy_custom_value
22custom_2N
23custom_3N
24custom_4N
25custom_5N
26custom_6N
27custom_7N
28custom_8N
29custom_9N
30custom_10N

Dependent Medical

The benefit file is generally obtained from a customer’s HRIS or benefits administration system. This data includes the medical benefit plan information for all active dependents, dependents terminated during the month and dependents on Cobra. This data is sent to the Accord System on a monthly basis.

Valid formats

.csv.xls.xlsx

Field PositionField NameRequiredValid ValuesExample ValueNote
1ssnY123456789Social Security Number (no dashes) of employee
2dep_idNDependent ID number
3relationshipVCH, SP, DPChild (CH), Spouse (SP), Dependent (DP). Required for dependent aging reports
4first_nameYName of dependent
5middle_nameNMiddle name of dependent
6last_nameYLast name of dependent
7dependent_ssnY999988888Social Security Number (no dashes) of employee
8dependent_dobVMust be included if Dependent SSN is not provided.
9waive_flagYY, N, blankIf this dependent has waived coverage this field must be marked with Y
10start_dateYStart date of benefit
11end_dateYEnd date of benefit. Leave blank if ongoing
12cobra_flagVY, N, blankMust be provided if employee is no longer employed but has moved to Cobra and dependent is also on Cobra plan. This should be included in separate plan record from their previous record.
13plan_nameNName of benefit plan
14employee_idN
15employer_idYABCD1234Provided by Accord. Include in all rows.
16option_1NOptional custom field
17option_2NOptional custom field
18custom_1Nmy_custom_value
19custom_2N
20custom_3N
21custom_4N
22custom_5N
23custom_6N
24custom_7N
25custom_8N
26custom_9N
27custom_10N
28ale_codeNUse this field if you have Employee ALE Switching enabled on your employer setup. ALE Codes used in this field have to match those in your employer setup.
29changeVblank, Y, DUse this field to signal that a record that already exists should be UPDATED or DELETED in the Accord System. Y to UPDATE, D to Delete.

Employee

This file contains only employee data from a payroll/HRIS system. Use this file spec if your employee data is separate from your pay period data.

Valid formats

.csv.xls.xlsx

Field PositionField NameRequiredValid ValuesExample ValueNote
1ssnY123456789Social Security Number (no dashes)
2employee_idNABCD1234Can be provided if employee has an ID with their employer.
3first_nameYJohn
4middle_nameNM
5last_nameYDoe
6address_1Y123 Main Street
7address_2NApt. 123If the employee has an apartment number or unit number, please provide it in this field.
8cityYAtlanta
9stateYGA
10zip_codeY30329Provide country if non-US
11hire_dateY07/13/2012Original date of hire of employee
12employer_idYABCD1234Provided by Accord. Include in all rows.
13emailNtest@accord-aca.com
14original_hire_dateN
15dobY07/13/1978employee date of birth
16pay_frequencyNannually, semiannually, monthly, semimonthly, biweekly, weekly, daily
17changeVblank, Y, DUse this field to signal that a record that already exists should be UPDATED or DELETED in the Accord System. Y to UPDATE, D to Delete.
18custom_1Nmy_custom_value
19custom_2N
20custom_3N
21custom_4N
22custom_5N
23custom_6N
24custom_7N
25custom_8N
26custom_9N
27custom_10N

Pay Period

This file contains only pay period data from a payroll/HRIS system. Employees are identified in our system by using an employee's SSN. Use this file spec if your pay period data is separate from employee data.

Valid formats

.csv.xls.xlsx

Field PositionField NameRequiredValid ValuesExample ValueNote
1ssnY123456789Social Security Number (no dashes)
2hours_workedY80.00Service hours recorded in cycle
3start_dateY07/13/2012Start date of pay period cycle
4end_dateY07/30/2012End date of pay period cycle
5work_statusYA, T, UL, SLAActive (A), Paid Leave(L), Terminated (T) or Unpaid Leave (UL), Special Unpaid Leave (SL). Any employee marked as Terminated must have all subsequent pay periods marked with T.
6employment_typeYFT, PTFTFull Time (FT), Part Time (PT)
7leave_termV07/13/2012Only required if employee is Terminated or starts a Leave of Absence
8employer_idYABCD1234Provided by Accord. Include in all rows.
9period_earningsN2000.00Earnings for the pay period
10pay_rateV50.00Hourly Rate, Monthly Rate, Annual W/2 Amount. Depends on Safe Harbor Method selected on employer setup.
11pay_typeVS, HSSalary (S), Hourly (H)
12return_rehireV07/13/2012Date returned from Termination or Leave.
13option_1NOptional custom field
14option_2NOptional custom field
15option_3NOptional custom field
16option_4NOptional custom field
17option_5NOptional custom field
18ale_codeNUse this field if you have Employee ALE Switching enabled on your employer setup. ALE Codes used in this field have to match those in your employer setup.
19changeVblank, Y, DUse this field to signal that a record that already exists should be UPDATED or DELETED in the Accord System. Y to UPDATE, D to Delete.
20custom_1Nmy_custom_value
21custom_2N
22custom_3N
23custom_4N
24custom_5N
25custom_6N
26custom_7N
27custom_8N
28custom_9N
29custom_10N

Forms Only

Note if Fully Insured: we only require the 1095-C file in the below format.

1095-C

This file is used for uploading code data (lines 14, 15, 16) for the 1095c forms to be generated in the Accord System.

Valid formats

.csv.xls.xlsx

Field PositionField NameRequiredValid ValuesExample ValueNote
1voidNY, N, blankN
2correctedNY, N, blankY
3first_nameYJohn
4middle_nameNM
5last_nameYDoe
6ssnY123456789Social Security Number (no dashes) of employee
7address_1Y123 Main Street
8address_2NApt. 123If the employee has an apartment number or unit number, please provide it in this field.
9city_or_townYAtlanta
10state_or_provinceYGA
11country_and_zipY30329Include country if non-US
12all_codeN1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1EUse if all codes for the 12 months are the same. You can only use this field if specific month codes are blank.
13all_employee_shareN83.33Use if employee share amounts for the 12 months are the same. You can only use this field if specific amounts are blank.
14all_safe_harborN2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CUse if all codes for 12 months are the same. You can only use this field if specific month codes are blank.
15jan_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
16jan_employee_shareY83.33Line 15
17jan_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
18feb_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
19feb_employee_shareY83.33Line 15
20feb_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
21mar_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
22mar_employee_shareY83.33Line 15
23mar_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
24apr_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
25apr_employee_shareY83.33Line 15
26apr_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
27may_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
28may_employee_shareY83.33Line 15
29may_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
30jun_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
31jun_employee_shareY83.33Line 15
32jun_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
33jul_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
34jul_employee_shareY83.33Line 15
35jul_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
36aug_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
37aug_employee_shareY83.33Line 15
38aug_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
39sep_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
40sep_employee_shareY83.33Line 15
41sep_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
42oct_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
43oct_employee_shareY83.33Line 15
44oct_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
45nov_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
46nov_employee_shareY83.33Line 15
47nov_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
48dec_codeY1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I1ELine 14
49dec_employee_shareY83.33Line 15
50dec_safe_harborY2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I2CLine 16
51custom_1Nmy_custom_value
52custom_2N
53custom_3N
54custom_4N
55custom_5N
56custom_6N
57custom_7N
58custom_8N
59custom_9N
60custom_10N

Note if Self Insured: we need the Covered Inidividual file below and the 1095-C file above.

Covered Individual

This file is used for uploading coverage data for covered individuals in the Accord System.

Valid formats

.csv.xls.xlsx

Field PositionField NameRequiredValid ValuesExample ValueNote
1employee_ssnY123456789
2first_nameYJohn
3middle_nameNM
4last_nameYDoe
5ssnCHECK999988888
6dobCHECK07/13/1990
7covered_allNY, N, blank
8covered_janYY, NY
9covered_febYY, NY
10covered_marYY, NY
11covered_aprYY, NY
12covered_mayYY, NY
13covered_junYY, NY
14covered_julYY, NY
15covered_augYY, NY
16covered_sepYY, NY
17covered_octYY, NY
18covered_novYY, NY
19covered_decYY, NY