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AI agent for payroll administrators

ACA Reporting Preparation Agent

The year-end filing set is built from complete, consistent monthly records.

Quality controlAdministrationComplianceHuman resources
See how it worksGet access
ACA Reporting Preparation Agent: what goes in, what the agent does and what you get

What it does

Year-end reporting forms depend on monthly offer and coverage data that has gaps. The agent builds a monthly record for each employee, tests for gaps and conflicts, such as a month with an offer but no code, and asks payroll or HR to fix them. It recomputes the records after each fix. It then prepares the filing set and a list of changes. The administrator approves the filing set. Edge case: an employee who moved from part time to full time mid-year, so the hours and the offer must be checked for the right months.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Month closes or year ends 2 USES A TOOL Read hours, offers and enrollment 3 DOES Build monthly records for each employee 4 DOES Test for gaps and conflicts 5 CHECKS THE RESULT Does every employee-month have complete, consistentdata? If not: List the problems and request fixes from payrollor HR. Back to step 4. 6 USES A TOOL Send the fix list and read the corrected data 7 DOES Recompute the monthly records 8 CHECKS THE RESULT Are all problems cleared? If not: Return to the list and repeat for what is left.Back to step 4. 9 DOES Prepare the filing set and a change log 10 YOU APPROVE Administrator approves the filing set 11 RESULT Filing set ready
Read the steps as a list
  1. Month closes or year ends
  2. Read hours, offers and enrollment
  3. Build monthly records for each employee
  4. Test for gaps and conflicts
  5. Does every employee-month have complete, consistent data?If not: List the problems and request fixes from payroll or HR. Back to step 4.
  6. Send the fix list and read the corrected data
  7. Recompute the monthly records
  8. Are all problems cleared?If not: Return to the list and repeat for what is left. Back to step 4.
  9. Prepare the filing set and a change log
  10. Administrator approves the filing setThe agent waits here for your OK.
  11. Filing set ready

How it decides

It checks every employee-month for an offer, a code and hours that agree with one another and treats any gap as an error to fix before filing.

  • Every month needs an offer code and hours
  • Flag changes in status mid-year
  • Compare totals with prior year
  • Fix before the filing deadline

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Coverage forms and codes
  • Filing deadline
  • Who receives the fix list
  • Monthly checks

What keeps you in control

It always asks you first

  • Administrator approves the filing set

Hard limits

  • Never file anything itself
  • Keep employee data in approved systems

It stops when

  • Done: all records complete and filing set approved
  • Stop: the data cannot be corrected before the deadline and the administrator decides

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn January the agent tests 412 employees and finds 19 with a gap, such as no offer code in March. It sends payroll a list. Payroll fixes 15. The recompute still shows 4 conflicts, as hours changed for two part time employees. The agent lists those, payroll corrects them, and the administrator approves the filing set.

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