After a packed week at Staffing World 2025, one thing was clear: ACA compliance is still one of the biggest puzzles staffing firms are trying to solve. 

Between sessions on labor trends and conversations in the expo hall, our team heard the same questions again and again: 
“How do we handle seasonal employees under ACA rules?” 
“Can we automate eligibility tracking?” 
“What happens if we miss a filing deadline?” 

So let’s take those questions head-on. Below, we’ve rounded up the most common ACA and benefits administration questions we heard from staffing professionals—and provided some straightforward answers, drawn from years of helping firms like yours simplify compliance. 

Because let’s face it—ACA reporting doesn’t have to be a year-round migraine. 

FAQ #1: How Do We Manage ACA Compliance with Seasonal or Rehire Employees? 

Staffing firms run on flexibility—and that’s exactly what makes ACA compliance so complicated. Seasonal workers and returning employees don’t fit neatly into the “full-time” or “part-time” boxes the ACA relies on. 

Under the ACA’s rehire rules, things get especially tricky: 

• If an employee returns after 13 weeks (or 26 weeks for educational organizations), they can be treated as a new hire. 

• If they return before 13 weeks, you may need to count their prior hours toward eligibility. 

That means every rehire requires careful tracking of separation and return dates—and clarity on whether that person’s coverage eligibility should restart or continue. 

Pro tip: Before reactivating a seasonal employee, always check the “break-in-service” length. Automating this process through your ACA system (or using clear policy flags in your HRIS) can save you from costly errors later. 

Check out a recent webinar where we teach you ways you can avoid these common – and often expensive – mistakes.  Avoiding Common ACA Pitfalls 

FAQ #2: Can We Automate Eligibility Tracking (and Finally Ditch the Spreadsheets)? 

Short answer: absolutely—and you probably should. 

Many staffing firms still rely on spreadsheets to track measurement periods, employee hours, and rehire status. It’s a system that works—until it doesn’t. Manual tracking means human error, inconsistent updates, and hours of lost productivity. 

With automation, those headaches disappear: 

• Automatic data syncs pull hours worked, hire dates, and status changes directly from your BenAdmin system. 

• Built-in ACA logic ensures eligibility calculations follow the correct measurement and stability periods. 

• Alerts and dashboards flag when employees approach the full-time threshold or when coverage offers are due. 

At Staffing World, several firms asked if automation would limit flexibility for complex staffing models. The good news? Modern systems (like Selerix) are built specifically for staffing workflows—supporting different measurement periods, multiple EINs, and custom rehire rules. 

Action step: Start with an ACA readiness assessment. Map where your data lives (payroll, scheduling, HRIS), then connect the dots with a platform that does the tracking for you. 

See how Selerix helps Staffing firms ensure ACA Compliance 

FAQ #3: What’s the Risk If We Miss IRS Deadlines or Make Reporting Errors? 

Missing ACA filing deadlines or submitting inaccurate forms can lead to steep penalties—especially for staffing firms with large, variable workforces. 

Here’s what can happen if filings go wrong: 

• Late or missing 1095-C forms can result in per-employee penalties. 

• Inaccurate reporting can trigger IRS letters and audit requests. 

• Missed coverage offers may create “shared responsibility” penalties if employees qualify for marketplace subsidies. 

At Staffing World, we heard several versions of the same concern: “How likely is it we’ll actually get a penalty?” The answer: more likely than you’d think. The IRS has ramped up ACA enforcement in recent years, and even small inconsistencies can prompt a notice. 

What You Can Do: Build internal checkpoints—90, 60, and 30 days before submission—to confirm data accuracy and identify missing information. An automated platform can flag discrepancies early and reduce the risk of penalties. Bookmark our Penalty Letter Playbook in the case a letter ends up on your desk.  

FAQ #4: How Should We Handle Variable-Hour Employees Across Measurement Periods? 

Variable-hour tracking is the heart of ACA compliance for staffing firms—and it’s also where confusion reigns. 

The ACA gives employers two methods: monthly measurement or look-back measurement. The look-back method is often preferred for staffing because it smooths out hour fluctuations over time. But both have their place. 

At the event, several leaders asked: 

“If we switch from monthly to look-back, will that cause issues with the IRS?” 

Switching methods requires careful documentation and timing, but with the right process (and software), it’s manageable. 

You can run test scenarios with your ACA tracking tool using both methods. Identify which approach aligns with your staffing patterns and stability needs. Once you choose, stick with it for consistency. 

Wrapping Up: The Real Staffing World Takeaway 

If Staffing World reminded us of anything, it’s that staffing professionals are experts at adapting—and ACA compliance is just another system that rewards preparation and smart tools. 

From rehires to reporting, the firms getting it right aren’t the ones working harder—they’re the ones working smarter. They’ve traded spreadsheets for automation, guesswork for data, and anxiety for accuracy. 

So if ACA compliance still feels like a juggling act, maybe it’s time to change the equipment. Talk to a staffing firm ACA expert. 

Get our free guide: Common ACA Pitfalls & How to Avoid Them