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ACA & Compliance Administration: Without the Guesswork

Stay ahead of federal and state compliance requirements with automated tracking, real-time alerts, and filing support built directly into your HR platform.

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What It Does

VisualPAY tracks ACA eligibility, generates 1095-C forms, and files directly with the IRS on your behalf. The platform monitors changes in employee hours and status continuously to flag coverage obligations before they become penalties, not after the fact when a letter arrives from the IRS.

ACA compliance is not a once-a-year event. Employee hours fluctuate. Status changes. New hires join. Existing employees move between full-time and part-time classifications. Each of these changes has ACA implications that need to be tracked in real time not reconciled at year-end when it’s too late to avoid a penalty. VisualPAY’s compliance module automates this monitoring so your HR team is always working from current, accurate eligibility data.

Beyond ACA, VisualPAY’s compliance tools cover the broader federal and state labor law landscape, FLSA overtime monitoring, state-specific reporting requirements, and on-demand compliance training through VisualLMS. Compliance is embedded in the platform, not managed as a separate process alongside it.

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How It Works

Step 1: The System Monitors Eligibility Continuously

VisualPAY tracks hours worked for every employee in real time, including variable-hour, part-time, and PRN staff who are often the most complex to track for ACA purposes. When an employee’s hours approach an ACA coverage threshold, the system generates an alert so your HR team can act before the obligation triggers, not after.

Step 2: Forms Are Generated and Filed Automatically

At the close of the reporting year, VisualPAY generates 1095-C forms for every applicable employee and the 1094-C transmittal form for IRS submission. Forms are reviewed and approved by your HR team through the platform, and VisualPAY handles electronic filing directly with the IRS, eliminating the manual form preparation that consumes HR time at year-end.

Step 3: Compliance History Is Always Audit-Ready

Every eligibility determination, coverage offer, and enrollment status change is recorded in VisualPAY’s compliance history with a complete audit trail. If the IRS inquires, your documentation is organized, searchable, and exportable not scattered across spreadsheets and email threads.

What's Included

  • Automated ACA eligibility tracking based on real-time employee hours and employment status, including full-time, part-time, variable-hour, and seasonal employees.
  • 1095-C and 1094-C generation and IRS electronic filing, your forms are prepared and filed without manual assembly.
  • Real-time alerts when employees approach ACA coverage thresholds, act before the obligation triggers, not after.
  • State-specific compliance reporting for applicable state ACA mandates beyond federal requirements.
  • FLSA overtime monitoring and scheduling rule enforcement built into the scheduling and payroll modules.
  • Audit-ready compliance history and documentation storage with complete event trail.
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Business Impact

Penalty Avoidance

Organizations that track ACA eligibility in real time avoid the employer shared responsibility penalties that result from missed coverage obligations, penalties that can reach thousands of dollars per employee per year for applicable large employers.

HR Time Saved at Year-End

Automated 1095-C generation and IRS filing eliminates the manual year-end compliance work that takes HR teams weeks to complete when done by hand and reduces the error rate that comes with manual form preparation.

Audit Readiness

Organizations using VisualPAY's compliance tools complete compliance audits faster and with greater confidence because the documentation is already organized and accessible, not assembled under deadline pressure.

Related Features

Benefits Administration

ACA eligibility tracking connects directly to benefits enrollment data and carrier confirmations.

Compliance Manager

Extends compliance monitoring into scheduling and shift management for workforce-level rule enforcement.

VisualLMS

On-demand compliance training ensures employees and managers are informed about the policies that compliance tracking enforces.

Ready to See It in Action?

Talk to a VCS HR specialist and get a tailored walkthrough of this feature within your specific workflow and industry context.

Call us today 888-864-4144