Spoiler alert: The biggest ACA reporting headaches don’t usually happen in March—they build up quietly all year long.

Whether you’re a broker advising clients or an employer juggling multiple systems, the key to a smooth, penalty-free ACA filing season comes down to one thing: data quality.

In our work supporting thousands of employers through ACA reporting, we’ve seen it time and again—those who build a rhythm of reviewing and maintaining their employee data throughout the year experience faster filings, fewer errors, and way less stress when March 31 rolls around.

Why Accurate Data Is So Critical

ACA compliance isn’t just about submitting forms. It’s about proving that you offered appropriate, affordable coverage to eligible employees and the IRS needs accurate, complete data to validate that.

Poor data leads to:

• Rejected filings
• Confusing audits
• Costly penalties
• Extra administrative burden at the worst possible time

And it doesn’t take much—a few incorrect Social Security Numbers or missing coverage dates can snowball into hours (or days) of rework.

As Jason Sandler, President of Sandler Insurance Group, put it:

“Our big belief of ‘garbage in is garbage out.’ The more we can get it right on the beginning side, it just makes our life, our customer’s life, the employees and their families be able to use the plan more accurately.”

Start Now: Build a Monthly Data Cadence

Good ACA reporting starts long before January. The best strategy? A monthly habit of reviewing and updating your data.

Here’s a simple cadence to follow:

Monthly Checklist:

• Update employee status changes (hire, termination, full-time/part-time transitions)
• Verify dependent and coverage data
• Review hours and eligibility tracking
• Confirm payroll data alignment with HR systems
• Check for missing or inconsistent information

This monthly maintenance takes just a few minutes but saves hours when filing season begins.

How Brokers Can Help Clients Stay Ahead

If you’re a broker, this is a great opportunity to offer proactive support and reinforce your role as a year-round partner. Encourage your clients to:

• Use tools like Mitratech Mineral’s ACA Reporting Hub for centralized data tracking and error detection
• Align their payroll and HR systems to minimize discrepancies
• Set monthly or quarterly check-ins to review ACA eligibility and coverage data

When brokers help clients stay organized throughout the year, the value of that partnership becomes crystal clear during filing season. As Sandler shared:

“If we spend 15 minutes with our clients reviewing data during a renewal or pre-renewal meeting to walk through this, that’s real value. Not just a lunch or a handshake.”

The technology can make all the difference, too. As Sandler also noted:

“The process was really easy because of the connection between UnitedHealthcare and Mineral. It made the process massively helpful.”

Final Takeaway

ACA reporting is never truly a one-and-done task. It’s a year-round process that rewards consistency and preparation. Maintaining data monthly may seem small, but it’s the single biggest factor in turning ACA season from chaotic to confident.

As we look ahead to tax year 2025, now is the perfect time to get ahead of the ACA reporting curve. Whether you’re an employer ready to streamline your compliance process or a broker looking to deliver added value to your clients, the Mitratech Mineral ACA Reporting Hub is your all-in-one solution. Don’t wait for filing season, contact Mitratech Mineral to explore the ACA Reporting Hub today.