ACA Reporting with Ascentis. Part 1 of 3 Best Practices and Setup

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1 ACA Reporting with Ascentis Part 1 of 3 Best Practices and Setup

2 Agenda Quick overview of the ACA and what Ascentis is doing for year end reporting ACA Client Portal a great resource! Best practices and tips for easy and accurate 1095-Cs, Setup steps in Ascentis HR 9.5 Q&A

3 ACA Reporting Regulation Overview Form Title Form Originator/ Form Destination Due Date/ Method of Filing 1094-C Transmittal of Employer- Provided Health Insurance Offer and Coverage Returns Employer files with Internal Revenue Service Paper or Electronic, Same deadline as IRS copy of 1095-C 1095-C Employer-Provided Health Insurance Offer and Coverage Return Employer files with Employee; copy to IRS For employee: Paper or Electronic By 2/1/2016 For IRS: <250 forms, paper, by Feb. 28; >250 forms, electronic only, by Mar. 31

4 Ascentis & ACA Reporting Regulation Overview You must furnish a 1095-C to all employees who met the ACA definition of Full Time at any point in 2015 The 1095-C can be furnished electronically to employees as long as they opt-in electronically (you can t opt them in )

5 Ascentis & ACA Reporting Ascentis has partnered with the IRS, and is a member of ACA Information Returns (AIRS) Working Group Ascentis is an authorized transmitter (TCC) to file electronically on your behalf

6 ACA Reporting Overview of Steps Setup steps Employee Opt-In Publish File Produce & Review the 1095-Cs Publish the 1095-Cs electronically to your employees Ascentis mails the 1095-Cs to employees who did not opt-in Produce & Review the 1094-C File with the IRS

7 Ascentis ACA Client Portal We re Lining Up the Resources for You Latest and greatest information on the ACA regulations and how Ascentis helps manage ACA compliance and reporting. This site includes information such as: ACA Best Practices Webinar recordings Links to relevant IRS and government ACA websites FAQ from Ascentis Support updated weekly! And more! Password is: AscentisACA

8 Don t Procrastinate, Know the Regs Highly recommend you start reading the draft 2015 Filing Instructions. Understanding the ACA and the annual reporting requirements requires detailed knowledge of tax and legal issues. Ascentis recommends your organization seek out professional services from your insurance brokers, legal counsel or other professional advisors. Line these folks up early they will be swamped in January!

9 Know your EINs ACA Reporting is driven by EIN One 1095-C for each employee of each EIN You can file multiple 1094-Cs for a given EIN, but one must be designated as the Authoritative Transmittal and include the grand totals The Payroll Directory (Payroll Code if not using Ascentis Payroll) field is used to map employees to EIN Every employee must have a Payroll Directory (or Payroll Code) In the ACA Setup, you will map Payroll Directory to EIN Let s take a look

10 Know your EINs! ACA Reporting is driven by EIN The five scenarios with Ascentis HR:

11 Know the ACA Status of Your Employees Update Monthly for Variable Hour Employees ACA reporting is all about the status of the employee and determining if they are full-time or part-time under the ACA definition. This ACA Status drives: Which employees get a 1095-C Offers of Coverage codes reported on the 1095-C, line 14.

12 Know the ACA Status of Your Employees Update Monthly for Variable Hour Employees Ascentis ACA Year-End Reporting Services will use the Employment Status field in Ascentis HR for ACA Status As you monitor your employee s ACA eligibility status, on a monthly basis, update any changes in Ascentis HR Employment Status Make sure the effective dates are correct Let s take a look

13 Understand Your Plans & the ACA ACA Reporting requires a few new details about your benefit plans. The Setup steps will ask you to identify the following for each of your Medical plans: is Self-Funded (as opposed to being full insured through an insurance carrier) is a Multiemployer Plan (Union or collective bargaining agreement) provides Minimum Essential Coverage under the ACA provides Minimum Value under the ACA Your answers to these questions will be used to calculate the Employee Offer and Coverage codes on Lines 14 and 16 of Part II of the 1095-C. Let s take a look

14 Maintain Accurate Eligibility Offer of Coverage codes are driven by Benefits Eligibility in Ascentis HR. Therefore: Verify that your Eligibility Rules in your benefit plans are correct Verify that your employee s eligibility for your medical plans are correct

15 Ensure Accurate Enrollment For all of 2015! Common scenarios not to overlook: Employees that were active as of Jan. 1, 2015 New hires for 2015 from date-of-hire Dependent(s), including social security number(s) Retirees who are still on your plan Owners, directors, partners... anyone who is enrolled in your plan The owner s niece who she made you put on the plan because no one could tell her No (that never happens at my company!) COBRA: For current or former employees & dependents who have enrolled in COBRA coverage, make sure they are enrolled in Ascentis HR Union members if they are enrolled in your plan, or if you are required to contribute to their plan

16 Don t Archive Terms for 2015 Ascentis HR ignores archived employees Make sure anyone who was employed in 2015 is not archived

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