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2024Compliance Calendar for Group Health Plans* DateDescriptionNotesJanuary 31Deadline for providing Form W2 to employees and filing of W2 forms (and W3 transmittal) with the Social Security Administration.
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How to fill out determine your full-time equivalent

01
Calculate the total number of hours worked by all employees in a given period.
02
Convert part-time hours worked into full-time equivalents by dividing the total hours by the standard full-time work week hours (usually 40 hours).
03
Add up the full-time and full-time equivalent hours to determine the total full-time equivalents for the period.

Who needs determine your full-time equivalent?

01
Business owners and managers who need to track and report on the workload and workforce capacity in their organization.
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HR professionals responsible for determining employee benefits eligibility based on full-time equivalent status.
03
Accounting and finance departments that require accurate labor cost calculations for budgeting and financial reporting.
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The full-time equivalent (FTE) is a calculation used to convert the hours worked by employees into the number of full-time employees. It is generally used to assess workforce size for compliance with the Affordable Care Act and to determine employer responsibilities.
Employers with 50 or more full-time equivalent employees are required to file to determine their full-time equivalent status for ACA compliance. This includes both full-time employees and part-time employees converted into FTEs.
To fill out the FTE calculation, you need to total the hours worked by part-time employees over a specific time period (usually a month) and divide that number by 120. Then, add the number of full-time employees. This total will give you the FTE count.
The purpose of determining your full-time equivalent is to assess whether your organization meets the threshold for large employer status under the Affordable Care Act, which affects the employer mandate and health insurance reporting requirements.
The report must include total hours worked by employees, the number of full-time employees, the number of part-time employees, and the calculated full-time equivalent count.
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