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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 Position Field Name Required Valid Values Example Value Note
1 ssn Y 123456789 Social Security Number (no dashes)
2 employee_id N ABCD1234 Can be provided if employee has an ID with their employer.
3 first_name Y John
4 middle_name N M
5 last_name Y Doe
6 address_1 Y 123 Main Street
7 address_2 N Apt. 123 If the employee has an apartment number or unit number, please provide it in this field.
8 city Y Atlanta
9 state Y GA
10 zip_code Y 30329 Provide country if non-US
11 hire_date Y 07/13/2012 Original date of hire of employee
12 return_rehire V 07/13/2012 Date returned from Termination or Leave.
13 employment_type Y FT, PT FT Full Time (FT), Part Time (PT)
14 work_status Y A, T, UL, SL A Active (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.
15 pay_type V S, H S Salary (S), Hourly (H)
16 hours_worked Y 80.00 Service hours recorded in cycle
17 period_earnings N 2000.00 Earnings for the pay period
18 start_date Y 07/13/2012 Start date of pay period cycle
19 end_date Y 07/30/2012 End date of pay period cycle
20 leave_term V 07/13/2012 Only required if employee is Terminated or starts a Leave of Absence
21 email N test@accord-aca.com
22 employer_id Y ABCD1234 Provided by Accord. Include in all rows.
23 original_hire_date N
24 dob Y 07/13/1978 employee date of birth
25 pay_frequency N annually, semiannually, monthly, semimonthly, biweekly, weekly, daily
26 pay_rate V 50.00 Hourly Rate, Monthly Rate, Annual W/2 Amount. Depends on Safe Harbor Method selected on employer setup.
27 option_1 N Optional custom field
28 option_2 N Optional custom field
29 option_3 N Optional custom field
30 option_4 N Optional custom field
31 option_5 N Optional custom field
32 ale_code N Use 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.
33 change V blank, Y, D Use 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.
34 custom_1 N my_custom_value
35 custom_2 N
36 custom_3 N
37 custom_4 N
38 custom_5 N
39 custom_6 N
40 custom_7 N
41 custom_8 N
42 custom_9 N
43 custom_10 N

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 Position Field Name Required Valid Values Example Value Note
1 ssn Y 123456789 Social Security Number (no dashes)
2 plan_name N PPO Name of benefit plan
3 plan_provider N Aetna Healthcare provider name
4 plan_code N MPLAN1 Benefit plan code (from payroll)
5 waive_flag Y Y, N, blank If an employee choose to waive coverage this field must be marked with Y
6 offer_date Y 07/13/2012 Date employee was offered coverage
7 coverage_tier N EE, EC, ES, EF EE Medical coverage tier
8 employer_cost N 200.00 Monthly employer cost
9 employee_cost N 100.00 Monthly employee cost
10 start_date Y 07/15/2015 Start of medical plan
11 end_date Y 07/30/2015 End of medical plan. Leave blank if ongoing
12 wellness_flag N Y, N, blank N Wellness coverage
13 tobacco_flag N Y, N, blank N Tobacco indicator
14 cobra_flag V Y, N, blank N Cobra 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.
15 public_exchange
16 employer_id Y ABCD1234 Provided by Accord. Include in all rows.
17 option_1 N Optional custom field
18 option_2 N Optional custom field
19 ale_code N Use 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.
20 change V blank, Y, D Use 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.
21 custom_1 N my_custom_value
22 custom_2 N
23 custom_3 N
24 custom_4 N
25 custom_5 N
26 custom_6 N
27 custom_7 N
28 custom_8 N
29 custom_9 N
30 custom_10 N

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 Position Field Name Required Valid Values Example Value Note
1 ssn Y 123456789 Social Security Number (no dashes) of employee
2 dep_id N Dependent ID number
3 relationship V CH, SP, DP Child (CH), Spouse (SP), Dependent (DP). Required for dependent aging reports
4 first_name Y Name of dependent
5 middle_name N Middle name of dependent
6 last_name Y Last name of dependent
7 dependent_ssn Y 999988888 Social Security Number (no dashes) of employee
8 dependent_dob V Must be included if Dependent SSN is not provided.
9 waive_flag Y Y, N, blank If this dependent has waived coverage this field must be marked with Y
10 start_date Y Start date of benefit
11 end_date Y End date of benefit. Leave blank if ongoing
12 cobra_flag V Y, N, blank Must 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.
13 plan_name N Name of benefit plan
14 employee_id N
15 employer_id Y ABCD1234 Provided by Accord. Include in all rows.
16 option_1 N Optional custom field
17 option_2 N Optional custom field
18 custom_1 N my_custom_value
19 custom_2 N
20 custom_3 N
21 custom_4 N
22 custom_5 N
23 custom_6 N
24 custom_7 N
25 custom_8 N
26 custom_9 N
27 custom_10 N
28 ale_code N Use 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.
29 change V blank, Y, D Use 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 Position Field Name Required Valid Values Example Value Note
1 ssn Y 123456789 Social Security Number (no dashes)
2 employee_id N ABCD1234 Can be provided if employee has an ID with their employer.
3 first_name Y John
4 middle_name N M
5 last_name Y Doe
6 address_1 Y 123 Main Street
7 address_2 N Apt. 123 If the employee has an apartment number or unit number, please provide it in this field.
8 city Y Atlanta
9 state Y GA
10 zip_code Y 30329 Provide country if non-US
11 hire_date Y 07/13/2012 Original date of hire of employee
12 employer_id Y ABCD1234 Provided by Accord. Include in all rows.
13 email N test@accord-aca.com
14 original_hire_date N
15 dob Y 07/13/1978 employee date of birth
16 pay_frequency N annually, semiannually, monthly, semimonthly, biweekly, weekly, daily
17 change V blank, Y, D Use 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.
18 custom_1 N my_custom_value
19 custom_2 N
20 custom_3 N
21 custom_4 N
22 custom_5 N
23 custom_6 N
24 custom_7 N
25 custom_8 N
26 custom_9 N
27 custom_10 N

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 Position Field Name Required Valid Values Example Value Note
1 ssn Y 123456789 Social Security Number (no dashes)
2 hours_worked Y 80.00 Service hours recorded in cycle
3 start_date Y 07/13/2012 Start date of pay period cycle
4 end_date Y 07/30/2012 End date of pay period cycle
5 work_status Y A, T, UL, SL A Active (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.
6 employment_type Y FT, PT FT Full Time (FT), Part Time (PT)
7 leave_term V 07/13/2012 Only required if employee is Terminated or starts a Leave of Absence
8 employer_id Y ABCD1234 Provided by Accord. Include in all rows.
9 period_earnings N 2000.00 Earnings for the pay period
10 pay_rate V 50.00 Hourly Rate, Monthly Rate, Annual W/2 Amount. Depends on Safe Harbor Method selected on employer setup.
11 pay_type V S, H S Salary (S), Hourly (H)
12 return_rehire V 07/13/2012 Date returned from Termination or Leave.
13 option_1 N Optional custom field
14 option_2 N Optional custom field
15 option_3 N Optional custom field
16 option_4 N Optional custom field
17 option_5 N Optional custom field
18 ale_code N Use 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.
19 change V blank, Y, D Use 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.
20 custom_1 N my_custom_value
21 custom_2 N
22 custom_3 N
23 custom_4 N
24 custom_5 N
25 custom_6 N
26 custom_7 N
27 custom_8 N
28 custom_9 N
29 custom_10 N

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 Position Field Name Required Valid Values Example Value Note
1 void N Y, N, blank N
2 corrected N Y, N, blank Y
3 first_name Y John
4 middle_name N M
5 last_name Y Doe
6 ssn Y 123456789 Social Security Number (no dashes) of employee
7 address_1 Y 123 Main Street
8 address_2 N Apt. 123 If the employee has an apartment number or unit number, please provide it in this field.
9 city_or_town Y Atlanta
10 state_or_province Y GA
11 country_and_zip Y 30329 Include country if non-US
12 email N test@accord-aca.com
13 all_code N 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Use if all codes for the 12 months are the same. You can only use this field if specific month codes are blank.
14 all_employee_share N 83.33 Use if employee share amounts for the 12 months are the same. You can only use this field if specific amounts are blank.
15 all_safe_harbor N 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Use if all codes for 12 months are the same. You can only use this field if specific month codes are blank.
16 jan_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
17 jan_employee_share Y 83.33 Line 15
18 jan_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
19 feb_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
20 feb_employee_share Y 83.33 Line 15
21 feb_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
22 mar_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
23 mar_employee_share Y 83.33 Line 15
24 mar_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
25 apr_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
26 apr_employee_share Y 83.33 Line 15
27 apr_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
28 may_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
29 may_employee_share Y 83.33 Line 15
30 may_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
31 jun_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
32 jun_employee_share Y 83.33 Line 15
33 jun_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
34 jul_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
35 jul_employee_share Y 83.33 Line 15
36 jul_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
37 aug_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
38 aug_employee_share Y 83.33 Line 15
39 aug_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
40 sep_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
41 sep_employee_share Y 83.33 Line 15
42 sep_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
43 oct_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
44 oct_employee_share Y 83.33 Line 15
45 oct_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
46 nov_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
47 nov_employee_share Y 83.33 Line 15
48 nov_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
49 dec_code Y 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, 1U, 1V, 1W, 1X, 1Y, 1Z 1E Line 14
50 dec_employee_share Y 83.33 Line 15
51 dec_safe_harbor Y 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H, 2I 2C Line 16
52 custom_1 N my_custom_value
53 custom_2 N
54 custom_3 N
55 custom_4 N
56 custom_5 N
57 custom_6 N
58 custom_7 N
59 custom_8 N
60 custom_9 N
61 custom_10 N

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 Position Field Name Required Valid Values Example Value Note
1 employee_ssn Y 123456789
2 first_name Y John
3 middle_name N M
4 last_name Y Doe
5 ssn CHECK 999988888
6 dob CHECK 07/13/1990
7 covered_all N Y, N, blank
8 covered_jan Y Y, N Y
9 covered_feb Y Y, N Y
10 covered_mar Y Y, N Y
11 covered_apr Y Y, N Y
12 covered_may Y Y, N Y
13 covered_jun Y Y, N Y
14 covered_jul Y Y, N Y
15 covered_aug Y Y, N Y
16 covered_sep Y Y, N Y
17 covered_oct Y Y, N Y
18 covered_nov Y Y, N Y
19 covered_dec Y Y, N Y
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