Passport Business Solutions

Transcription

1 Passport Business Solutions V Affordable Care Act Update January 28, 2016 You may install the update on a general PBS system or a PBS system with CashPoint. Important: Do NOT install the PBS update on PBS version xx or earlier. You may install it on v or only. Introduction to Passport's Affordable Care Act Management Software Thank you for licensing Passport's Affordable Care Act Management Software add-on for your PBS Payroll. This is part 1 and includes all ACA Management Reports and programs to allow you to set up and enter your employer and employee data needed for IRS forms 1094-C and 1095-C. We have also included the self-insured only 1095-C Part III, which lists covered Individuals. See IRS Instructions for further details. Part 2 will be available after the 1 st of the year and will include printing and e-filing of the 1094-C and 1095-C forms as well as the multi-company consolidation programs. We welcome your feedback and together with our Passport Partners, we look forward to providing assistance with all your accounting and business management systems. Our goal is to help you make your company even more successful. Sincerely, Passport Software, Inc. Passport Business Solutions Page 1

2 PBS Version Affordable Care Act The update contains PBS ACA Management and Reporting which provides a means of entering, tracking and reporting Affordable Care Act (ACA) information. The PBS ACA Management and Reporting software is accessed from the Payroll menu as seen here: The steps to set up and use PBS ACA Management and Reporting include: Enter the new Payroll Control information fields that relate to ACA entry and reporting. For an explanation of the fields, see the Payroll Control information chapter. You must have a hire date entered for each employee that received a pay check in the current year and a termination date where appropriate. In the Employees chapter see the Hire date and Terminated fields. As needed, run the Monthly Labor Summary report to help you determine your number of fulltime plus full-time equivalent employees. If you have 50 or more full-time employees you must file the 1095-C and 1094-C forms. This report contains the number of hours worked by employee by month and the total number of full-time employees by month for the chosen payroll year. Enter ACA groups, as explained in the Affordable Care Act chapter. You must have at least one ACA group entered. Enter employee ACA information per the instructions in this chapter. Alternatively you may run the Generate employee ACA information utility. After running this utility, you may have to modify some or all of the employee ACA information records. Here is an example of the screen: Passport Business Solutions Page 2

3 If reporting for multiple company IDs, do the above steps for each company. Once this is done you may run ACA reports to validate and determine any adjustments to your data. The programs for printing the 1095-C and 1094-C forms are not available with the initial release of PBS ACA Management and Reporting. These programs, along with an updated ACA license, will be released and available for installation in January, The programs and updated ACA license needed to generate the ACA magnetic media E-file will also be available in January, Once we have released the programs you may generate and submit your E-file to the IRS. The magnetic media instructions are in the Affordable Care Act chapter of the Payroll documentation. For E-file submission instructions see AIR (Affordable Care Act Information Returns). In order to submit a magnetic media E-file you must register to use e-services. You may do this here: For more information, see the Affordable Care Act chapter in the Payroll documentation. Passport Business Solutions Page 3

4 v Installation Following are the installation and configuration instructions for the v update. Pre-Installation PBS PUP License PUP stands for Passport Update Program. The RW.LIC license file contains a PUP expiration date. In order to install the v update, the RW.LIC license must have an expiration date of November 15, 2015 or later. If you are not sure about the PUP license expiration, you may access the PBS License Viewer by selecting PBS License from the Help menu from any graphical mode screen. During the installation of the update, if you get a message like the one below, the PUP expiration on your license is November 14, 2015 or earlier. You must contact your PBS provider to update your PBS license. You must then put the new license into the top level folder (rename the license to RW.LIC) and then install the update. Non-Standard Paths If you are using non-standard paths for Payroll programs and files, see the instruction below about Non- Standard Paths. Company information and Payroll Paths For each company the installation program determines that Payroll is installed by searching through Company information, on the CTL menu. If the Payroll flag is checked, it will install the new Payroll paths for that company. Make sure you have this setting properly set for each company before you start the installation. You will find the Payroll flag on the Package / screen controls tab. PBS System Before you install the update, verify that everyone is out of PBS. If not, you will receive an error message during the update install, indicating that you must have all users log out of PBS. You must restart the installation process. PBS Backup Make a restorable backup of your system before you start the installation. Passport Business Solutions Page 4

5 v Installation Steps There is one set of instructions: From this version PBS v12.04 System type or Windows, *nix = Linux or SCO UNIX Link Update a PBS System from v or To Update a PBS System from or If you have a PBS Windows, Linux or SCO UNIX system do the following steps: 1. Install the PBS Version Update. a. For Windows, download the PBSUPDATES exe.zip to the top-level PBS folder and extract the zip file. For *nix, download the pbsupdates tar file. b. Run the PBSUPDATES exe program. For *nix, untar the pbsupdates tar file. You must be logged in as root. c. Run the batch called pbsupdate.bat. For *nix, run the pbsupdate script. Follow the instructions on the screen. Please be patient. The update creates new path entries and this can take several minutes. The installation program generates a log file with a name similar to this: UPDATESPBS LOG The numbers indicate the Year, Month, Day and time of day. If for any reason the install does not complete, you must start over at step b. of 1. d. If you have Payroll, run INITPBAC.BAT to create the new files for ACA. For *nix, run the initpbac script. The storage for the Affordable Care Act data is available only in vision files, even on an SQL system. The data is not accessible via XDBC either. 2. Download and copy the latest hot fixes to the top-level PBS folder and extract them. Only apply hot fixes intended for PBS v Here are the links: Link to detailed explanation of fixes Link to download Windows hotfix installation Link to download Linux/UNIX hotfix installation Be sure to Keep the file if your internet security tries to block the download. 3. The Internet help is included by default. Local help is provided if you do not have an Internet connection. If you want to use Local help, you must install it separately. The PBS LocalHelp.exe file is not available at this time. support if you need this and we will provide if for you. If you are running PBS with Thin client you MUST use Internet help. 4. This completes the update installation. Passport Business Solutions Page 5

6 Non-Standard Paths Payroll program paths are standard to PROBJ and data files are standard to PR00, PR01 and so on. If you are using non-standard paths to Payroll programs and/or data files, you must enter them manually before you run the installation. To enter paths, run PATHFN for each company. The new program paths for include: ACADOSI ACAELS ACAEMN ACAEOL ACAGEN ACAGLS ACAGMN ALECLC ERR95S IMPRPT INSRPT MAG95S P1095C SHCRPT SMPRPT The new file paths for include: ACACTL ACAGRP EACACV EMPACA You would have already entered the following paths when you installed If not, the program paths for you may enter are: ERRW2S MHRRPT When you run the update install, starting at step one, the programs will be copied to the folder location designated in your path and the files will be initialized to the folder location designated in your path. The files are generated when you run step d. Passport Business Solutions Page 6

7 PBS Version Year-end Update Changes This section describes the feature and enhancement changes for the year-end update. Year-end 2015 for Payroll and Accounts Payable Year-end 2015 includes the following: Regulation changes to Payroll W-2 reporting. New Payroll year-end graphical screens. A new Payroll Monthly Labor Summary report has been added which helps you determine your need for tracking Affordable Care Act data by reporting the total number of full-time equivalent employees. Changes to field requirements for Payroll Jurisdictions For Accounts Payable, the addition of printing the 1096 Annual Summary and Transmittal of U.S. Information Returns form. For details about each new year-end feature, see below. Payroll W-2 Reporting There are new regulations where the Social Security Administration will reject W-2 forms and the magnetic media electronic file. These errors are now being checked by the year-end W-2 printing and magnetic media programs and reported in an exception report. PBS v includes new graphical screens for year-end processing. Print W-2 and W-3 Forms The SSA will reject Form W-2 electronic and paper wage reports under certain conditions. See the W-2 details at Due to W regulations, a new exception report may print. Here is an excerpt from the above IRS General Instructions for Forms W-2 and W-3 that describes the conditions that triggers the printing of the exception report: Rejected wage reports from the Social Security Administration (SSA). Effective January 2015, the SSA will reject Form W-2 electronic and paper wage reports under the following conditions: Medicare wages and tips are less than the sum of social security wages and social security tips, Social security tax is greater than zero; social security wages and social security tips are equal to zero, and Medicare tax is greater than zero; Medicare wages and tips are equal to zero. Keep in mind that if the exception report prints for any employee, their data must be corrected via an adjustment or their W-2 will not print and their totals will not be included on the W-3 form. Year-end Graphical Screens On the Payroll Year-end menu, new graphical screens include Enter W-2 information, Print W-2 information, Print W-2/W-3 forms, Magnetic W-2 forms, and Close a year. Passport Business Solutions Page 7

8 Enter W-2 information has been greatly improved with the new graphical screen. The fields are divided into four tabs and are in sequence corresponding to the W-2 box number. Here is an example of Enter W-2 information where the Federal fields are on four separate tabs: State information, accessed from the Edit states button, is entered on a separate screen like this: Passport Business Solutions Page 8

9 Here is an example of the Print W-2/W-3 forms graphical screen: Year-end -> Magnetic W-2 forms An exception report has been added to inform you of incorrect reporting data conditions. The conditions for these controls are taken from the Specifications for Filing Forms W-2 Electronically Here is an excerpt: The Social Security Administration (SSA) will return electronic and paper wage reports which contain a W-2 with any of the following conditions: Medicare Wages and Tips less than the sum of Social Security Wages and Social Security Tips; Social Security Tax greater than zero and Social Security Wages and Social Security Tips equal to zero; and Medicare Tax greater than zero and Medicare Wages and Tips equal to zero. If an employee s data matches any of the above conditions an exception report will print. The data must be corrected via an adjustment and the magnetic media must be run again. Download and install the 2015 version of the AccuWage program. Check your magnetic media file with AccuWage before you submit it. The download is available here: An AccuWage 2015 Help Guide is also available for download from that same page. Passport Business Solutions Page 9

10 Master information -> Jurisdictions The entry of Jurisdiction RA record was changed based on the Social Security Administration Specifications for Filing Forms W-2 Electronically document: The Location Address Field (positions ) of the RA Submitter Record is no longer a required field. For the year-end specifications, see the Specifications for Filing Forms W-2 Electronically AccuWage Utility Download and install the 2015 version of the AccuWage program. Check your magnetic media file with AccuWage before you submit it. The download is available here: An AccuWage 2015 Help Guide is also available for download from that same page. Affordable Care Act Monthly Labor Summary In anticipation of the release of Passport ACA Management Software, Passport is providing a Monthly Labor Summary report to help you analyze your need for tracking the Affordable Care Act data. This report is useful in these ways: Prior to purchase of Passport ACA Management Software, when running first to last employee for all departments, it helps you determine the number of full-time equivalent employees you have. If you are at or near 50 employees, this report will help you decide whether or not you need to file ACA data and if you need to purchase the new Passport ACA Management Software. This report provides information that will help you fill out the employee ACA records. After the install of the Passport ACA Management Software, this report can be run at any time during the year as a cross check for the ACA data already entered. The Monthly Labor Summary can be run at any time to help determine seasonal employees. The entry screen has criteria of employee number range, the fiscal year and department. There is an option to exclude salaried employees as they tend to be full-time. The program uses data in Time Worked history (TIMHIS) and Adjustment History (MANHIS). You may print the report and save the data in a csv file. The Monthly labor summary report is found under the Reports, Employee, Employer menu selection. This is an example of the screen: Passport Business Solutions Page 10

11 The output report will print the months each employee worked and how many hours per month each employee worked. The body has two rows of data: The first row includes the Employee #, Employee name, hire date, termination date and pay period. The second row includes the number of hours worked by employee for each month. For each month the report totals the regular, overtime, vacation, holiday, sick and special pay hours. If the employee has a pay period of weekly or bi-weekly, only the actual number of hours worked in a month is added to the total hours for the month. For example, if paid bi-weekly and the pay period starts Monday, November 30, 1015 and the employee works 80 hours in the bi-weekly period, 8 hours is included for the last day in November and 72 hours for the remaining hours in December. The Estimate of FT and equivalents totals line adds the full-time employees plus full-time equivalent employees. It uses the data in the ACA FT hours threshold field (defaulted to 130) and FT equivalent conversion rate field (defaulted to 120). Every employee over 130 hours per month counts as one. For employees under 130 hours per month, the report adds all the remaining hours and divides by 120 to get the number of full-time equivalents. Here is an example of the printed report: Passport Business Solutions Page 11

12 For employees paid weekly (7 days) and bi-weekly (14 days), when the pay period crosses two months, a portion of the hours are allocated for each month. This is done by dividing the number of days in the pay period into the total hours worked. All days during the pay period, including weekends and any other days not worked, are counted as a work day regardless. This report assumes that your monthly and bi-monthly pay periods are all within one month. Printing Accounts Payable 1099 and 1096 Forms The printing of a 1096 Annual Summary and Transmittal of U.S. Information Returns form has been added to Accounts Payable Print Accounts Payable 1096 forms In addition to printing the 1099 copies, the screen now allows you to select to print the 1096 form. You may print any combination of copy A, B, C or D, as well as the 1096 form as seen in the screen cutout here: When you select to print a 1096 form, you will be asked to print an alignment. Like the 1099 forms, you should use a Company information laser printer. Support for a dot matrix 1096 is also provided. V Fixes Fixes and enhancements are cumulative. This means that the hot fixes for are included with the update. This is a list of fixes for the update. Passport Business Solutions Page 12

13 Number Module Function Sub Function Description 4722 Accounts Payable Vendors Enter In graphical mode, when first accessing a vendor on the Terms tab, the 1099 ID # entered data does not display Accounts Payable EZ Convert and Add company For companies other than 00, the new A/P Import header (APIMPHxx) and Import details (APIMPDxx) tables are being created without a company ID. This was released with the hot fix Accounts Payable Payables Enter In graphical mode when there is a leap year, after entering the Due date and Discount date past February 29 for a payable with an invoice date before February 29, the program is reducing the due and discount dates by one day during save Accounts Payable Prepare payments Select individual vouchers Selecting more than 16 vouchers to fill the list box and pressing the Page Down key results in error 46,00 on APOPEN table Accounts Payable Payables Import When importing a CashPoint record where the discount amount equals the invoice amount, the program is not setting the discount percentage at as during manual entry Accounts Payable Print checks and post Multi voucher remittance only prints header information on a PBS Linux system Accounts Payable Payables Enter (Import) When importing a CashPoint IMPVCHxx.DAT file, a File error on APIMPHxx table displays. This was released with the hot fix Accounts Receivable 4760 General Ledger Reports, general Financial statements Invoice history Print financial statements When selecting a printer, view html or view PDF to print the report, this message displays: OPN-IHSAUX-CURSOR-3 SQL Error: SQLCODE 00 SQLSTATE (ODBC Driver Manager) Invalid cursor state The report does print after the message displays. This was released with the hot fix. On a PBS SQL system the temporary close program is not providing a beginning comparative value for the prior year General Ledger EZ Convert and Add company For companies other than 00, the new Import Header (GLIMPHxx) and (Import Details) GLIMPDxx tables are being created without a company ID. This was released with the hot fix. Passport Business Solutions Page 13

14 Number Module Function Sub Function Description 4700 General Ledger View accounts For SQL only: 1. This error message displays after changing the date range: OPN-TRXFIL-CURSOR-3 SQL Error: SQLCODE 00 SQLSTATE Unclosed quotation mark after the character string ' ' 2..G/L transaction data does not display for older fiscal years 3. Page down to view more transactions does not function in character mode This was released with the hot fix General Ledger Financial statements Print financial statements In character mode when displaying on screen using C for character, the program locks up when the Processing window displays. This was released with the hot fix General Ledger Reports Trial balance When compressing the data by period the program is skipping certain entries Payroll Checks After printing graphical checks and mailers in Payroll, printing an A/P immediate check to a Windows printer only prints the left half of the check Payroll Calculate When deducting both traditional and Roth 401(k) for the same employee, the program is only including the Roth 401(k) amount during the calculation Payroll Reports, Employee/ Employer 4656 CTL Account links Workers compensation Enter 1. The Premium report is not including the 401(k) pre-tax amount. 2. The Pay report does not print the Starting and Ending dates in the header when entering a specific date range. 3. The report has been enhanced to include Special pay amounts. For two fields In graphical mode, the spelling of the word external is spelled as eternal CTL Banks When entering an ABA routing # that is less than 9 digits, the program displays the message "Invalid ABA routing # - must be numeric". The message should be "Invalid ABA routing # - must be 9 digits" Passport Business Solutions Page 14

15 Contact Information Passport Software, Inc. 181 Waukegan Road Suite 200 Northfield, IL Passport Business Solutions Page 15