ACA Compliance Solutions
Peace of mind with a click of a button – ACA OnDemand!
Stay Compliant with ACA OnDemand
The Affordable Care Act (ACA) is the latest law governing health insurance for American citizens. The ACA requires individuals to maintain health insurance, in addition to the coverage provided under insurance policies. Employers must adhere to the ACA when offering insurance to their employees, but there are constant changes and updates. We realize that these changes can be confusing to understand. Capital Payroll Partners offers ACA OnDemand to help you navigate the complexities.
What is ACA On Demand?
ACA On Demand is a new cloud-based software that ensures employers stay compliant with all facets of the Affordable Care Act when there are any updates or changes to the law. This program allows employers to document all decisions regarding healthcare as well as track those decisions monthly. Annual IRS reporting is provided as well.. ACA compliance documents are easily accessible at the click of a button, making management of your health care benefits easy and much less time consuming.
The Benefits of ACA On Demand
With the implementation of the ACA, managing health insurance has become difficult for employers. Additionally, there exists the possibility that the laws will change or state laws interfering with federal laws. There must be an easier way to ensure HR compliance in managing employee health care.
Capital Payroll Partners’ ACA OnDemand will make this process easier for the employer! Our software is consistently updated with the latest regulations. It allows for documentation of an employer’s decisions, tracking of those decisions on a monthly basis, and annual IRS reporting so you can make the best decision for your business. You can easily access ACA compliance documents which will empower you to document an ACA strategy, track employee hours, and create the documentation necessary to avoid costly penalties.
Contact Us About ACA OnDemand
Ready to get started? Get in touch! You can reach us via phone at (804) 364-7220, contact us online, or send us a message on any of our social media channels. We look forward to implementing this solution for your business!
ACA OnDemand FAQ
ACA compliance solutions are tools and services designed to help employers navigate the “Employer Shared Responsibility” provisions of the Affordable Care Act. At Capital Payroll Partners, our ACA OnDemand software integrates with your payroll data to automatically track employee hours, determine eligibility, document offers of coverage, and generate the necessary IRS filings.
The ACA’s employer mandate applies to Applicable Large Employers (ALEs). Generally, you are an ALE if you employed an average of 50 or more full-time employees (including full-time equivalents) during the prior calendar year. If your workforce fluctuates around this number, our system can precisely calculate your status to ensure you aren’t caught off guard.
Determining ALE status involves more than just a head count; it requires calculating “Full-Time Equivalents” (FTEs) by combining the hours of part-time staff. ACA OnDemand automates this math for you. By syncing with your payroll records, our software provides a monthly tracking report that alerts you if your rolling average is approaching or has exceeded the 50-employee threshold.
If you are an ALE, you must offer Minimum Essential Coverage (MEC) that is both “affordable” and provides “minimum value” to at least 95% of your full-time employees and their dependents. For 2026, coverage is generally considered affordable if the employee’s contribution for the lowest-cost self-only plan does not exceed 9.96% of their household income (often calculated using IRS safe harbors like W-2 wages).
ALEs are required to file the following with the IRS and provide copies to employees:
- Form 1095-C: An individual statement for each full-time employee detailing the coverage offered.
- Form 1094-C: A transmittal form that summarizes your company’s overall offer of coverage.
- Forms 1095-B/1094-B: Typically used by smaller, self-insured employers.
- ACA OnDemand handles the electronic filing of these forms to ensure you meet the March 31st electronic filing deadline.
Absolutely. The penalties for non-compliance are severe. In 2026, failing to offer coverage to 95% of your team can result in an annual penalty of approximately $2,570 per full-time employee (minus the first 30). Even a simple filing error can trigger a “Letter 226J” penalty notice from the IRS. Outsourcing to Capital Payroll Partners provides a “compliance shield” that is far less expensive than a single IRS fine.
A reliable solution should offer:
- Direct Payroll Integration: To avoid manual data uploads that lead to errors.
- Monthly Tracking: Compliance isn’t a year-end event; you need to track “Variable Hour” employees monthly.
- Safe Harbor Support: Tools to help you prove affordability using IRS-approved methods.
- Audit-Ready Documentation: A digital trail of when coverage was offered and whether it was accepted or waived.
Automating with ACA OnDemand transforms a complex legal burden into a streamlined background process. The primary benefits include:
- Elimination of “Human Error”: No more manual spreadsheets or missed eligibility dates.
- Real-Time Alerts: Get notified the moment an employee crosses into “full-time” status based on their hours worked.
- Peace of Mind: With our system’s up-to-date regulatory tracking, you don’t have to spend time researching the latest IRS changes or threshold adjustments.
- Dedicated Support: You have a local partner in Virginia to help you interpret reports and respond to IRS inquiries.