Adjusting an employee’s schedule from full-time to part-time might seem like a simple shift—but there’s a bit more to it behind the scenes. Whether it’s an employee request, a business need, or part of a larger organizational change, it’s important to approach the transition thoughtfully to make sure everything is handled smoothly and compliantly.

Here are three important things to consider when making this kind of change.

1. Be Mindful of ACA Benefit Rules

Before making any changes, it’s essential to understand how the Affordable Care Act (ACA) defines full-time work. Under ACA guidelines, any employee working 30 hours a week or more is considered full-time and may be eligible for employer-sponsored health benefits.

So if your intention is to move someone to a true part-time status, their hours should typically be kept at 29 or fewer per week. This helps avoid confusion around benefit eligibility and ensures your business stays compliant with healthcare regulations.

It’s a good idea to clearly communicate this hour limit to the employee, and keep an eye on schedules to make sure things stay on track. A small shift in hours could unintentionally trigger benefit eligibility if you’re not careful!

2. Double-Check How the Employee Is Classified

Sometimes, it might be tempting to switch a full-time employee to an independent contractor role to cut costs or simplify admin. But this is an area where extra caution is really important.

The rules around independent contractor classification are strict and misclassifying employees as independent contractors can lead to significant legal and financial consequences. If the person is still working on your business’s schedule, under your direction, and doing work that’s central to your operations, they likely still need to be classified as a W-2 employee, even if they’re only working part-time hours.

Independent contractors typically have control over how and when they do their work, and they often serve multiple clients. If that doesn’t describe the role, sticking with W-2 status is the safer—and more compliant—choice.

When in doubt, it’s always smart to check in with your HR team or a legal advisor before making a change to someone’s employment classification.

3. Put Everything in Writing

Once you've made the decision to shift an employee to part-time, make sure it’s clearly documented. This isn’t just a formality—it helps avoid confusion later and gives everyone a clear understanding of what’s changing.

Here’s what should be included in the updated documentation (usually in the form of a new or revised offer letter):

• The date the change goes into effect
  
• The updated hourly rate (if applicable)
  
• The expected schedule or the maximum number of hours per week
  
• A note confirming they will no longer be eligible for full-time benefits
  

Make sure the employee signs the updated letter to show they understand and agree to the new terms. It’s also a good time to confirm that payroll and HR systems are ready to reflect the changes, so everything runs smoothly on payday.

Final Thoughts

Changing someone’s employment status is more than just a shift in hours—it affects benefits, pay, job classification, and documentation. Taking the time to walk through each of these areas helps ensure that the transition is clear, compliant, and fair to everyone involved.

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