For questions related to Health Care Reform’s impact on Purdue, please email HR at  

Hiring managers | Business offices | Human Resources | Supervisors | Employees

Hiring managers

Coordinate with your business office to check for concurrent employment.

Before making an offer to a candidate, consult with your business office to determine if the candidate is already employed at the University in another position. All hours worked at the University apply toward the measurement period, so concurrent employment may mean an employee has become eligible for medical insurance.

Use the required long term lecturer (LTL) offer letter when hiring LTLs.

All departments must use the approved LTL offer letter when hiring an LTL. You may put the offer letter into your department’s format; however, you must use the highlighted portion of the offer letter as it appears in the template.

The offer letter outlines the employment period of the LTL position and classifies it as a variable hour position because the employment offer is uncertain from one semester to the next. 

Business offices

Provide the “Exchange Notice for New Hires” to all new employees.

You must provide the Exchange Notice to all new and rehired employees when you do I-9 certification. This notice fulfills Purdue’s employer requirement to inform employees of their Health Insurance Marketplace options. This is the most efficient way to relay the information in a timely manner. 

Manually enter Limited Term Lecturer (LTL) hours.

Each organizational unit has a Time Entry Staff person designated by its Director of Financial Affairs (DFA) who is responsible for entering LTL hours (credit and other) into a special tool in SAP created to calculate eligibility for Health Care Reform.

For questions on this process, please contact Human Resources at (765) 494-2222 or email

Read instructions on how to use the time entry tool.

View HCR tracking tool demo

Monitor employee hours to check eligibility.

Multiple people will be running reports to audit employee hours, including:

  • Human Resources representatives on all campuses
  • Your primary person designated to enter hours into the HCR tracking tool
  • Your business manager or director of financial affairs (DFA)

Monitor the reports to identify employees who become eligible for medical insurance under Health Care Reform.

Assist hiring managers.

When notified by a hiring manager that a specific person is being considered for a position, inform the hiring manager of any existing concurrent employment for the candidate. 

Human Resources (HR)

Audit time entry.

Regularly audit to ensure departments are entering hours in a timely manner and that departments are tracking newly-hired limited term lecturers (LTLs) in the designated tool. Notify business offices if you find a situation that the business office needs to correct.  

Monitor employee eligibility.

Run reports to watch for employees who become eligible for medical insurance.

Report to the Internal Revenue Service (IRS).

Use the HCR tracking tool to pull employee time data, and then complete the IRS forms needed for government reporting.

Maintain ongoing compliance with federal regulations.

Continue to monitor updates to federal regulations and make appropriate process changes.


Communicate with business offices.

Maintain communication with your business office regarding the medical insurance eligibility of your employees. In addition, business offices should contact supervisors, as needed.


Understand your obligation to be insured.

As of Jan. 1, 2014, everyone is required to have minimum essential health care coverage or pay a fine.

Read more about the Health Care Reform “individual mandate.”

Research medical insurance options through Purdue and/or the federal Health Insurance Marketplace.

You can purchase medical insurance policies and apply for federal subsidies through the Health Insurance Marketplace. The website provides Marketplace rates after you create an account and fill out an application.

  • Benefits-eligible faculty and staff: Because Purdue’s medical plans for faculty and staff are considered affordable and meet minimum value under Health Care Reform, you will not generally receive a break on premium or out-of-pocket costs when you purchase insurance through the Marketplace. This likely makes the plans offered through Purdue a better value for you than plans offered through the Marketplace.
  • Other employees: The website offers different tools you can use to determine the cost of medical plans available through the Marketplace and the possible subsidies you may receive based on your income level and other factors.

    Please consult with the navigators and other resources regarding any questions you may have about Marketplace insurance options.

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