Accord

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

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

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

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

Accord File Specs

Full Service

Employee + Pay Period

Employee Medical

Dependent Medical

Employee

Pay Period

Forms Only

1095-C

Covered Individual

Field Position	Field Name	Required	Valid Values	Example Value
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