Affordable Care Act (ACA) Covered Individual Import from Insurance Tracking

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1 Affordable Care Act (ACA) Covered Individual Import from Insurance Tracking (WH\EP\PS\UT\AC\IT) What is the Covered Individual Import from Insurance Tracking Process? It's a utility that was created to assist in populating the Covered Individuals on C/1095-C Information tab in the Employee Profile. It allows for importing the dependents from Insurance Tracking into the Covered Individuals fields so they will be reported on the IRS Form 1095-C. (Note: Covered Individuals are only required if you're Self-Insured.) Why would I use the Covered Individual Import from Insurance Tracking Process utility? 1. You are using the Insurance Tracking module in Skyward and need an easy way to populate the 1094-C/1095-C Information with Covered Individuals. 2. You can individually add dependents from Insurance Tracking into the Covered Individuals area on the 1094-C/1095-C Information tab in the profile. What are the processing steps to using the Covered Individual Import from Insurance Tracking Process Utility? 1. Template Setup 2. Import Process 3. Individual Import Process Revised: 8/28/2015 Page 1 of 1 Version

2 Template Setup: 1. To access the ACA Covered Individual Import from Insurance Tracking process, Select Web Human Resources > Employee > Setup > Utilities. 2. Select ACA Covered Individual Import from Insurance Tracking. 3. A template can be created or cloned that allows for a specific Year and Month to be populated with dependents from Insurance Tracking. Revised: 8/28/2015 Page 1 of 11 Version

3 a. Enter a Template Description. This can be anything that helps you understand what this particular template is used for. (Ex: Monthly Import). b. Enter the ACA Year and ACA Month for this particular import of dependent information. The same template can be reused for other years and months by simply changing these settings. c. When clicking the Insurance Plans link, you will be able to select the IT plans to use during the import process. Revised: 8/28/2015 Page 2 of 11 Version

4 d. You can choose individual plans, or multiple plans by checking the Select box. Click Save once the selections are complete. e. Click the Selection Parameters link. This will allow you to choose the employees within the Insurance Tracking Plans selected to find the dependents to process. f. Here you can Add a district defined selection parameter (filter) to determine what employees will be mass processed. Revised: 8/28/2015 Page 3 of 11 Version

5 i. Enter a Description for the selection parameter. This can be anything that helps you understand what this particular parameter is used for. (Ex: Teachers Only). ii. Choose the method for Employee Selection. 1. Employee Ranges This allows you to enter a Name Key Range and select particular Employee Buildings, Employee Check Locations and Employee Types. Revised: 8/28/2015 Page 4 of 11 Version

6 2. Individual Employees This allows you to select Individual Employees to process. 3. Processing List - This allows you to select a Processing List that was generated using Data Mining that contains the individual employees to process. Revised: 8/28/2015 Page 5 of 11 Version

7 iii. Once the Employee Ranges parameters have been entered you can click Save and Select. This will save the parameters and also select them for your import. Notice the Teachers Only parameter now appears for the Selection Parameters. Import Process: 1. Now that the ACA Import Covered Individuals from Insurance Tracking Dependents and Selection Parameters have been set, you can click Save to save the template and process it at a later time, or you can click Save and Process to save the template and continue with the Import Process. Revised: 8/28/2015 Page 6 of 11 Version

8 2. When the process is run, a Preview Data to Process option will appear allowing you to see the Employee and Dependents to be processed prior to updating to the database. Click Preview Data to Process. 3. The Preview browse will allow you to Delete an Employee/Dependent record prior to updating to the database. 4. If you would like a report of the information that will be created, click the Report button, or you can click on the Excel icon to export the browse to excel. Revised: 8/28/2015 Page 7 of 11 Version

9 5. Once the records in the preview have been verified and are ready to be processed, click the Back button. The processing option Run the Update is now available. Clicking this option will permanently update the records to the database. Note: If you do not want to complete the Import Process, choose the Back Button and the process will be cancelled. 6. After the Run the Update process is complete you will receive a report of the employees and dependents that were processed. 7. When then ACA Covered Individual Import from Insurance Tracking Process is complete, the information can be seen in the employees profile under the 1094-C/1095-C Information tab > Covered Individuals. Revised: 8/28/2015 Page 8 of 11 Version

10 Individual Import Process: 1. You can also import dependents from Insurance Tracking for an individual employee from the 1094-C/1095-C Information tab > Covered Individuals in the profile. 2. Click the Import from Insurance Tracking link. A screen will appear allowing you to choose which Insurance Tracking Plans to use to gather the Dependents. 3. Select the Insurance Tracking Plans and click Run Import. Revised: 8/28/2015 Page 9 of 11 Version

11 4. When the process is run, a Preview Data to Process option will appear allowing you to see the Employee and Dependents to be processed prior to updating to the database. Click Preview Data to Process 5. The Preview browse will allow you to Delete an Employee/Dependent record prior to updating to the database. 6. If you would like a report of the information that will be created, click the Report button, or you can click on the Excel icon to export the browse to excel. 7. Once the records in the preview have been verified and are ready to be processed, click the Back button. The processing option Run the Update is now available. Clicking this option will permanently update the records to the database. Note: If you do not want to complete the Import Process, choose the Back Button and the process will be cancelled. Revised: 8/28/2015 Page 10 of 11 Version

12 8. After the Run the Update process is complete you will receive a report of the employees and dependents that were processed. 9. When then Import from Insurance Tracking Process is complete, the information can be seen in the employees profile under the 1094-C/1095- C Information tab > Covered Individuals. Revised: 8/28/2015 Page 11 of 11 Version