Affordable Care Act Reporting OVERVIEW

Transcription

1 OVERVIEW Contents Setup Identifying ACA Qualified Master Medical Deductions Adding ACA Status Options Updating Position and Pay Records Affordable Care Act Report Generating Records Reporting Grid Details Deleting a Report Creating an Adjustment The Affordable Care Act Reporting utility in IVEE Payroll provides the ability to generate pertinent employee data to a grid display for analysis to ensure compliance with the following ACA requirements: Eligibility Employers are required to offer health care to employees whose average hours worked over a user defined look-back measurement period meet or exceed the ACA full time minimum hours. Affordability The employee cost of employer provided health care in relation to the employee s earnings must not exceed an affordability ratio established by ACA. The Affordable Care Act Report (Payroll > Reports > Affordable Care Act Report) utility assists employers in tracking employees eligible for coverage, having coverage, on the cusp of needing coverage, and exempt from coverage. For reporting purposes, the following setup must be completed: Identify ACA Qualified Master Medical Deductions Assign Employee ACA Status Assign ACA reporting values, as applicable, to Employee Positions and Pay records SETUP Identifying ACA Qualified Master Benefit Deductions Payroll/HR > Deductions/Benefits > Deductions/Benefits Maintenance For analysis purposes, you can flag Master Deduction Records to easily identify employees assigned the deduction as having coverage on the ACA Reporting grid. To identify ACA Qualified deductions: 1. In the Deduction grid, double-click the deduction record to edit. Last Modified 7/25/2014

2 2. Mark ACA Qualified. Employees assigned a deduction with the ACA Qualified option marked are flagged as covered on the ACA Reporting grid. 3. Click OK. NOTE The ACA Qualified field is displayed on the grid so you can easily view/sort employees that are ACA covered. Adding ACA Status Options Payroll/HR > Employees > Employee Maintenance For analysis purposes, you can assign the employee record with an applicable ACA Status. This field can be used to filter or sort the grid to display employee records based on ACA status. NOTE: Determine what ACA Status options you want to add to the ACA Status dropdown list before mass updating records. To enter ACA Status options: 1. Filter the Employees grid to display the records you want to update. Initially, Tyler suggests highlighting employees in the grid (one employee for each status option you want to add). 2. Click Edit Record (the first highlighted record displays in Edit mode). 3. Choose the Dates/Demographics tab. Overview 2

3 4. In the ACA Status field, type a status. 5. Click OK. 6. In the Reason for Change field, type applicable reason (e.g., Updated/Added status). 7. Click OK. The system will display the next record that was highlighted in the grid. Repeat steps 3-7 until you have cycled through each record adding a new status as applicable. NOTE Each time you add a new status it will display as an available option in the ACA Status dropdown list. Once you have developed your list of status options you can assign the status to an individual record or select Shortcuts > Mass Update Records command from the Actions menu to update the ACA Status for all records displayed in the grid. To delete ACA Status options: 1. Open an employee record you want to update. 2. In the ACA Status field, type a new status (if applicable). Otherwise, highlight and delete the current status. 3. Click OK. 4. In the Reason for Change field, type a brief explanation for change. 5. Click OK. NOTE If you add a new status and it is to replace an existing status, use the Shortcuts > Mass Update Records command from the Actions menu to update all records in the grid with the new status. If there are no records with the old status, the system automatically deletes the status option from the ACA Status dropdown list. Overview 3

4 Updating Employee Position and Pay Records Payroll/HR > Employees > Employee Positions and Pay For reporting purposes, you can update the employee position and pay record(s) as needed identifying the following position data to use or exclude in the ACA Report for Eligibility (Hours) and Affordability (Annual Pay) calculations: ACA Exclude: From the dropdown list, select Hours to exclude only the position hours from ACA Eligibility analysis. If selected, the system will only include the position amount for the Affordability analysis. Select All to exclude the position in its entirety from ACA Reporting. ACA Hrs/Unit: This field is used to convert the number of units paid on Daily Paid positions to hours worked. In the field, type the number of hours (e.g, 8.0, 6.5) equal to a full day for the position. The system will convert the units to hours as applicable. For more information, refer to the Help system. ACA Ann Amount: For the ACA Affordability analysis, the system will use the position amount to compute the Annual Salary. You can override that amount by entering a different value here. AFFORDABLE CARE ACT REPORT Payroll > Reports > Affordable Care Act Report The ACA Report grid displays the records generated for a defined Look Back period. The records in the grid are display only. You cannot edit a generated record. From the Actions menu, you can perform the following tasks: Generate Records Create Adjustment Delete Report Overview 4

5 Generating Records 1. From the ACA Report grid, select Generate Records from the Actions menu. 4. You can mark the Selected box to identify the reporting periods to be included in the ACA Report. However, Tyler suggests choosing Select by Date Range from the Actions menu. In the From Date and To Date fields enter the dates as applicable (e.g., 07/01/2014, 12/31/2014). The system will automatically mark the Selected box for all pay periods within the date range. NOTE: Reporting periods (Look Back) are typically 6 to 12 months. 5. In the Percent of Salary for Affordability field, type 9.5 This is the current percent and is dictated by ACA. 6. In the Minimum Coverage Amount field, type the amount as applicable. The amount entered is to be the lowest annual Employee cost for all offered ACA qualified plans. 7. In the Report Name field, enter a name to identify the report. Tyler Suggests using the Date Range as the Report Name. 8. Click OK. The report records matching your selection parameters will be displayed in the ACA Report grid. Overview 5

6 Details of the ACA Reporting Grid Field Employee ID Employee Hire Date, ReHire Date, Term Date Average Hours/Month Average Hours/Week Total Days Total Weeks Total Hours Has ACA Plan ACA Status Annual Salary Affordable Cost Affordable? Description From Payroll/HR > Employees > Employee Maintenance From Payroll/HR > Employees > Employee Maintenance From Payroll/HR > Employees > Employee Maintenance > Dates/Demographics tab. You may want to filter out the new hires as they may not have a full set of records for the Date Range. Termed employees without more recent rehire dates can also be filtered out. = Average Hours/Week / 7 Days x Days/Month NOTE days per year / 12 month = Days/Month = Total Hours / Total Weeks = The number of days in the Date Range of the Pay Periods selected taking into account the Start Date of the Employee Positions(s). = The number of weeks in the Date Range of the Pay Periods selected, taking into account the jstart Date of the Employee Position(s). = The sum of Hours (Reg, Other, and OT) from the Employee Pay Journal records. In the case of Daily Paid Employees, it is the sum of the Hours x the ACA Hrs/Day factor on the position. From matching the Master Deduction with ACA Qualified checked to the Employee Deductions (e.g., If the Cigna Medical Master Deduction has the ACA Qualified option marked, then all employees with that deduction will have this field marked). From Employee Maintenance. This is used to sort and segregate the employees (e.g., You may have an ACA Status of Student which would allow you to exclude them from the grid as they are probably exempt from ACA requirements. = Position Amount x Work Calendar Days / Position Days or the ACA Ann Amount field from Payroll/HR > Employees > Employee Positions and Pay > Pay tab = Annual Salary x Percent of Salary Affordable from the ACA prompt form (e.g., Employee s Annual Salary = $40,000 x 9.5% = $3800). Compares the Affordable Cost amount to the Minimum Coverage Amount from the ACA prompt form. If result is greater than Minimum Coverage Amt then Affordable? = Checked If result is less than Minimum Coverage Amt then Affordable? = Unchecked. Adj Comments Report Name Report Date If this field is marked, it indicates the record is an Adjustment record. From comments entered in the adjustment record. From the Report Name field in the reporting prompt. The system date and time the report was generated. Overview 6

7 Deleting a Report 1. From the From the Report Name dropdown list, select the report you want to delete. 2. Select Delete Report from the Actions menu. 3. Click OK to acknowledge message. Creating an Adjustment System generated records cannot be edited. However, you can create adjustments for records when needed. To create an adjustment: 1. In the ACA Report grid, select the record to adjust. 2. Select Create Adjustment from the Actions menu. 3. The Report Description field and Name field will automatically be populated and grayed out. Make changes as needed. 4. Click OK. The system will add the adjustment record to the ACA Report grid and mark the Adj column to identify the record as an adjustment. Overview 7