Specialized Data Systems, Inc. Web Financial Office ACA 2015 Reporting Instructions Specialized Data Systems, Inc Revised Last:

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1 , Inc. Web Financial Office ACA 2015 Reporting Instructions Specialized Data Systems, Inc Revised Last: ACA 2015 Reporting

2 Table of Contents... 3 Setup...3 Step 1 Update Web Financial Office... 4 Step 2 Update the Deduction Master... 5 Step 3 Run the ACA Data Utility Program... 6 Entering Data for ACA Reporting st Area District Information nd Area Employee Master... 8 Main Entry View 1 - ACA Employee Demographics Entry View... 8 Main Entry Area 2 - ACA Employee Offer and Coverage rd Area Dependent Information Option 1 Entry View Option 2 Import from CSV or XLSX Option 3 Employee Portal Verification Reports & 1095-B/1095-C Forms Data Verification Reports ACA Dependent Coverage Review ACA Employee Data Review Time/Hrs Customizable Payroll Report Print Forms B (Health Coverage Form) C (Employee Provided Insurance Offer & Coverage) Third Party Interface (Set-Seg) Appendix B Form Example B SDS Data Field Reference Table C Form Example C SDS Data Field Reference Table Handout for Employees - How to Enter Dependents into Employee Portal Copyright 2015 by Specialized Data Systems, Inc

3 Setup Welcome to SDS setup for Affordable Care Act (ACA) reporting. There are three setup steps to complete before entering data, printing verification reports and 1095-B/1095-C forms. 1. Update Web Financial Office 2. Update the Deduction Master 3. Run the ACA Data Utility Program Quick Tips before Setup: Before starting please read all the governments instructions on ACA reporting to know what is needed for your districts reporting purposes. Links for your reference: In the appendix of these instructions there s a table for each form that shows which SDS data fields fills in each number on the forms. Also please make sure you have access to the SDS menu selections listed below. If you don t, contact your tech/administrator so they can change your security in the system. Master File and Code Entry Options o Master File Horizontal Data Changes Entry Option Deductions/Benefits Master o Master File Vertical Data Entry and Changes Human Resources o Human Resource Control Center o Employee Horizontal Data Changes Employee Portal (*Optional-rights to this option will only be needed if you choose to have your employees enter their dependents information - details are discussed later in this documentation.) Payroll Processing Customizable Reports Payroll Processing State/Federal Reporting Affordable Care Act Reporting Administrative Utilities SDS Web Office Settings (*Optional only needed if you wish to Password Protect PDF export files. Your administrator can turn this setting on for you if needed. Adding a password to a PDF export is covered later in this document.) General Accounting Reports Payroll and Human Resources If at any time you have questions about the SDS data entry or reports please feel free to contact our support team at Copyright 2015 by Specialized Data Systems, Inc

4 Step 1 Update Web Financial Office If your site is hosted at SDS you do not need to update your system. It has been updated for you. If your site is hosted on your server then please have your tech update your Web Financial Office so you have the current ACA programs and reports. Tip: On your login screen under the time you can see the version date (i.e (11/3/15)). This is how you can tell when your system was last updated. Also make sure the instructions you have in your hands right now is the latest revision. Verify the dates by visiting act_-_sds_guide&searchhighlight=aca. Compare the update date on this link to the revision date on the first page of these instructions. If they are the same you are set and ready to begin. Copyright 2015 by Specialized Data Systems, Inc

5 Step 2 Update the Deduction Master This section steps you through how to update the Deduction Master by indicating which deductions are health insurance by entering an H in the field Garnishment Uses MWA and entering in the lowest cost monthly premium, for self-only minimum value coverage in the Single Monthly Cost field. 1. Login Web Financial Office 2. Click on Master File and Code Entry Options 3. Click on Master File Horizontal Data Changes 4. At the top of the screen next to Entry Options click on the dropdown and select Deduction/Benefits Master 5. Select a couple sorts to make data entry easy: a. Under First Field to Edit select Single_Monthly_Cost, so it displays as the first column to edit. See screen print below. b. To the right of that selection under Sort By select Garnishment_Uses_MWA. This will group your records. 6. Find the description of your health insurance and in the column Single Monthly Cost enter the amount for the employee s share of the lowest cost monthly premium. This amount should be the self-only minimum essential coverage providing minimum value that your employer offers to their employees. If applicable this will be used for Part II line 15 on form 1095-C. 7. Enter an H in the Garnishment Uses MWA field to the right of that amount. a. The field Garnishment Uses MWA is normally used when processing Garnishments through payroll. The Garnishments field uses an H to indicate Health Insurance. For 1095 processing, this field will serve a double duty and will be used to indicate which deduction/benefit items are Health Insurance Codes. The code of H in the Garnishment Uses MWA will be used to indicate a health insurance item for 1095 processing. b. If you don t know which deductions on which to enter the code of H, please contact your insurance company, auditor, or the IRS. 8. Click Save before moving to a new page of Deduction/Benefits. Copyright 2015 by Specialized Data Systems, Inc

6 Step 3 Run the ACA Data Utility Program This section will cover how to run the ACA Data Utility. This creates the ACA data for employees. Note: The first step in this process should be the ACA Data Upload under Human Resources/Human Resources Control Center. The ACA Data Upload will automatically place data into the ACA Data Views within the system. THE FIRST TIME THE ACA DATA UPLOAD UTILITY IS RUN, THE RESET OPTION NEEDS TO BE UNCHECKED. If the employee has been employed for the entire calendar year the following occurs: Covered_All_12 is filled in with a Y Offer_of_Coverage_All_12 is filled with 1E Employee_Share_All is filled with the amount from the field Single_Monthly_Cost in the deduction master for the deduction the employee has Safe_Harbor_All_12 is filled with 2C If the employee has not been employed for the entire calendar year the program uses the hire and termination dates to determine what months the employee has been employed and the following occurs: Covered_All_(Jan Dec) fills the specific months of employment with a Y Offer_of_Coverage_All_(Jan Dec) fills the specific months of employment with 1E Employee_Share_(Jan Dec) fills the specific months of employment with the amount from the field Single_Monthly_Cost in the deduction master for the deduction the employee has Safe_Harbor_All_(Jan Dec) fills the specific months of employment with 2C To run the program follow the steps below: 1. Login Web Financial Office 2. Click on Human Resources 3. Click on Human Resource Control Center 4. On the left under Processing Options click on Affordable Care Act 5. Select the Calendar Year If the Reset Option box is unchecked, any manual changes made to the data will be lost and overwritten. If the Reset Option Box is checked, manual changes will not be overwritten and only blank fields and 0 will be filled in. 7. Click on Create/Reset ACA Specific Information Copyright 2015 by Specialized Data Systems, Inc

7 Entering Data for ACA Reporting There are three main entry areas that will be covered in this section: District Information, Employee Information and Dependent Information. 1 st Area District Information In this section enter the district name, address (street, city, state, and zip), Federal ID # (EIN) and district phone number Follow the steps below to verify district information: 1. Login Web Financial Office 2. Click on Master File Vertical Data Entry and Changes 3. On the top of the screen next to Entry Options select District Information 4. Verify and enter the below fields. The information that you see entered on this screen is what will be printed on your forms so please make sure it is correct: a. District Name b. District Address (Street, City, State and Zip Code) c. Federal ID# (*this is your EIN number on the forms and is very important) 5. Click Save. Copyright 2015 by Specialized Data Systems, Inc

8 2 nd Area Employee Master There are two main ACA Employee entry views covered in this section. Main Entry View 1 - ACA Employee Demographics Entry View In this entry view, review your employee s address and social security number. The employees Full Time YN field, which indicates if they are a full time employee (Y) or not (N) was filled in when you ran the ACA utility program earlier. If you want to change that record this is the entry view to change it in. 1. Login Web Financial Office 2. Click on Human Resources 3. Click on Employee Horizontal Data Changes 4. Click on the dropdown next to Entry Views and scroll up to select ACA Employee Demographics 5. Change your employee records and click save. Make sure you click save before page advancing. a. Tip: Keep in mind you can use the Search button and Mass Chg button on this screen to find a specific group of employees or make a mass change. Copyright 2015 by Specialized Data Systems, Inc

9 Main Entry Area 2 - ACA Employee Offer and Coverage This section will step you though how to review and enter employee offer and coverage information. 1. Login Web Financial Office 2. Click on Human Resources 3. Click on Employee Horizontal Data Changes 4. Click on the dropdown next to Entry Views and scroll up to select ACA Employee Offer & Coverage 5. Review all columns to the right of the employee name and adjust/enter correct data. These are the fields that are reported on the 1095-C form Under Part II Employee Offer and Coverage. Please review the IRS instructions for more clarification C 6. Then click Save Copyright 2015 by Specialized Data Systems, Inc

10 3 rd Area Dependent Information This section will cover the three different ways you can enter employee dependent s data into SDS for the 1095-B and 1095-C. You can choose to use one option or all of them (listed on the next page). The dependent information is printed in the red sections of the forms. If there are more than six dependents they will print on the third page of the forms C Questions about the form click this link: B Questions about the form click this link: Copyright 2015 by Specialized Data Systems, Inc

11 You can enter dependent s data in an entry view like we did in the previous areas, import dependent records from a CSV or XLSX into the system, have employees enter the data through the Employee Portal or use a combination of all the different entry options. You choose. Below are the different options with step-by-step instructions. Option 1 = Entry View Option 2 = Import from CSV or XLSX Option 3 = Employee Portal Option 1 Entry View This option simply involves going to the ACA Dependent Information entry view and typing in the dependent information. 1. Login Web Financial Office 2. Click on Human Resources 3. Click on Employee Horizontal Data Changes 4. Click on the dropdown next to Entry Views and scroll up to select ACA Employee Dependent Information 5. Review all columns to the right of the employee name. a. TO ADD A DEPENDENT: i. Place a check in q-list & Add Options ii. Select the employee name under Employee q-list on the far left. iii. Click on the plus sign + to add a dependent. iv. Enter in the data and click save. v. Tip: You can enter the dependents first name only, if the last name is the same and once all are entered, you can go back to the ACA Data Utility program and run it, making sure to leave the box checked and the utility will automatically fill in the last name of the dependents, using the last name of the employee. b. TO EDIT A DEPENDENT: i. Select the employee name under Employee q-list on the far left. ii. Enter in the correct data and click save. c. TO DELETE A DEPENDENT: i. Place a check in the box to the left of the Employee number* field for the dependent you want deleted and click the X icon under Delete. ii. Click save. Copyright 2015 by Specialized Data Systems, Inc

12 Option 2 Import from CSV or XLSX If you have a CSV or XLSX file that has all your dependent information, you can import it into SDS. This process will import by using employee number or social security number. If you use Set-Seg please refer to this set of instructions ordable_care_act_reporting) To import data into SDS follow the below instructions: 1. Login Web Financial Office 2. Click on Human Resource Control Center 3. Click on the bottom option Import Employee Information 4. Follow the blue numbers on the left side of the screen: 1. Click on the dropdown and select ACA Dependent Information 2. Click Browse to locate your CSV or XLSX file 3. Click View Import (more options will then appear) 4. Look at the bottom of the screen and match up the fields that are needed with what was pulled in from your import. Please note the fields with ** are required. 5. Click on Check Import Information button. Tip: If you need to change the match up of the fields simply change them. To start from scratch click Clear Field Selection in number 4. If you need to undo the import simply click on Undo Import to the right of number 1. Once you are done you can always go into Human Resources Employee Horizontal Data Changes Select Entry View ACA Employee Dependent Information and look at what you imported and see what it looks like in SDS. Copyright 2015 by Specialized Data Systems, Inc

13 Option 3 Employee Portal If your district has the Employee Portal menu tree option activated (listed right under Financial Office, see example below) you can have employees enter in their dependent information and then the office must approve the entries. If you do not have the Employee Portal activated and would like to set it up for your users, click on the below link and follow the instructions Tip: In the Appendix there s a handout for your employees, on how to enter dependents into the Employee Portal. You can print and hand out to them, or copy and paste into an . ENTER DATA IN EMPLOYEE PORTAL 1. Login Web Financial Office 2. Click on Employee Portal 3. Click on Change Basic Information 4. Click on ACA Dependent Information 5. Click on the + to add a dependent. 6. Enter their data. Note: If you enter a dependent without a last name, the SDS system will add the employee s last name to the dependent records when the office approves the entry. 7. Click on save 8. Repeat by clicking on +, enter data and save for each dependent. Copyright 2015 by Specialized Data Systems, Inc

14 APPROVE DEPENDENT ENTRIES After the employees have submitted the request to add or change dependent records, the office will have a message that will display the next time the office/user accesses the employee maintenance area. It reads There are data change requests ready for review. Simply click OK. To approve the dependent entries, follow these step-by-step instructions: 1. Login Web Financial Office 2. Click on Human Resources 3. Click on Employee Horizontal Data Entry 4. Click on the Approve Changes button 5. The Change and Request Option screen will display (Approval screen). 6. Click on the dropdown and select ACA Dependent Information (This will then show only ACA dependent records) 7. Click in the white boxes to check the records you would like to approve. Note: The green button with the check will check or uncheck all records when pushed. 8. Click on the Approve if Checked button to approve. 9. When you are done with the approval screen close it. Tip: You can view and adjust these records after approving them in Human Resources Employee Horizontal Data Changes Entry View = ACA Dependent Information. See Option 1 of this section for more details. Copyright 2015 by Specialized Data Systems, Inc

15 Verification Reports & 1095-B/1095-C Forms Now that the data is entered for your district, employees, and dependents you can print verification reports and forms. Data Verification Reports There are a few reports you can run to verify ACA data. Two are located in Reports General Accounting Reports Payroll and Human Resources and in Payroll Processing Customizable Reports. Under Reports General Accounting Reports Payroll and Human Resources check out the two reports listed below to review your employee data and dependent data. ACA Dependent Coverage Review *these examples were created with test data. Your data will display differently since you have live data. ACA Employee Data Review *these examples were created with test data. Your data will display differently since you have live data. Copyright 2015 by Specialized Data Systems, Inc

16 Time/Hrs Customizable Payroll Report Another verification report to run/create is located in Payroll Processing Customizable Reports. Follow the instructions below to create this report. 1. Login Web Financial Office 2. Click on Payroll Processing 3. Click on Customizable Reports 4. On the right side of the screen under the report name box select SDS Library 5. Click on either Average Hours Payroll Date Range or Average Hours Work Week Range 6. Click in the box Auto Answer under Enter your payroll date range at the bottom of the screen. (I.e. 1/1/2015 to 12/31/2015) 8. Click on the preview button at the top of the page Copyright 2015 by Specialized Data Systems, Inc

17 Print Forms After you have entered all of your data and verified it, the next step is to print the forms. If you would like to password protect the forms please read the steps below. 1. Login Web Financial Office Click on Administrative Utilities Click on SDS Web Office Settings 2. Under the General orange heading type in a PDF Password Protection Master Password and change the Password Protect PDF export to Message Center to a U. At the same time you could put a U in the Password Protect Payroll Vouchers when ed if you would like. 3. Click on Save Changes 4. Logout of SDS and back in to apply this setting. To run the forms, follow the steps below: 1. Login Web Financial Office 2. Click on Payroll Processing Click on State/Federal Reporting and 3 rd Party Export 3. Click on the dropdown next to Select Your State and select Affordable Care Act Reporting 4. Then to the right of that drop down you will see another dropdown where you can select 1095-B (Health Coverage Form) or 1095-C (Employee Provided Insurance Offer & Coverage). Select the report you would like to run. 5. Select the calendar year you are reporting from the drop down and fill in all the data boxes under District Address, Contact, Account # s and Other Coding Information. See screen print below. 6. Then click Print Report. *When you print the report please take a couple employees and verify their information. On the next couple pages are examples of the forms and the link to the IRS s site for details on each form. Copyright 2015 by Specialized Data Systems, Inc

18 1095-B (Health Coverage Form) To read up on this form please visit this link Page 1 Page 2 Page 3 Copyright 2015 by Specialized Data Systems, Inc

19 1095-C (Employee Provided Insurance Offer & Coverage) To read up on this form please visit this link Page 1 Page 2 Page 3 Copyright 2015 by Specialized Data Systems, Inc

20 Third Party Interface (Set-Seg) To create the Set-Seg reports click on the below link for detailed instructions. ordable_care_act_reporting) Copyright 2015 by Specialized Data Systems, Inc

21 Appendix Where does the information that prints on the 1095-B and 1095-C come from in the SDS system? 1095-B Form Example B SDS Data Field Reference Table See the next page. Copyright 2015 by Specialized Data Systems, Inc

22 Copyright 2015 by Specialized Data Systems, Inc

23 1095-C Form Example C SDS Data Field Reference Table See the next page. Copyright 2015 by Specialized Data Systems, Inc

24 Copyright 2015 by Specialized Data Systems, Inc

25 Handout for Employees - How to Enter Dependents into Employee Portal Below will step you through how to enter your dependents into the SDS Employee Portal for ACA reporting. 1. Login Web Financial Office 2. Click on Employee Portal 3. Click on Change Basic Information 4. Click on ACA Dependent Information 5. Click on the + to add a dependent. 6. Enter their data. Note: If you enter a dependent without a last name, the SDS system will add the employee s last name to the dependent records when the office approves the entry. 7. Click on save 8. Repeat by clicking on +, enter data and save for each dependent. Copyright 2015 by Specialized Data Systems, Inc