SETTING UP ACA IN AVIONTÉ

Transcription

1 SETTING UP ACA IN AVIONTÉ

2 WHAT YOU NEED TO KNOW Are you offering a Healthcare plan? What are your measurement periods? Initial & Standard? Are you charging your customers? Invoice Line item? Or markup? Who will be updating Employee s ACA Eligibility? Who can view it?

3 WHAT YOU NEED TO DO (ADMIN TOOLS) Set up your Company s Health Care Info Enter ACA Admin Fees (if applicable) Update properties that allow Employee s ACA Eligibility to be edited by appropriate users Ensure ACA Eligibility is visible for all users that need to view or edit Turn on & give access to the Enrollment Deadline Counter Review & activate ACA related DRMs Set up Transactions for Deductions & Contributions Review Pay Transaction Properties Set up Employee Benefit Plans

4 SUPPLIER SETUP ACA_SupplierGroupingNumber ACA_EEN_MEC ACA_EEN_MEC_Date GSACA_1094cLine22Options GSACA_1095cLine14Value GSACA_1095cLine15Value GSACA_1095cLine16Value GenerateSeparateGSXMLFile GSACA_IsFeinRootSupplier ACA_EEN_MVP ACA_EEN_MVP_Date GSACA_FeinIsSelfInsured GSACA_1095cPlanStartMonthValue

5 BRANCH SETUP ACA_EEN_MEC ACA_EEN_MEC_Date GSACA_1095cLine14Value GSACA_1095cLine15Value GSACA_1095cLine16Value ACA_EEN_MVP ACA_EEN_MVP_Date GSACA_FeinIsSelfInsured GSACA_1095cPlanStartMonthValue

6 GLOSSARY OF PROPERTIES Those highlighted in yellow are Supplier only properties Property Acceptable Value Actions ACA_SupplierGroupingNumber Numerical Will group the FEIN (Supplier) for 1094C Reporting ACA_SupplierGroupingNumber_Date MM/YYYY ACA_EEN_MEC True or False ACA_EEN_MEC_Date MM/YYYY Date indicator of when FEIN became a part of the Aggregated ALE Member Group Indicator if MEC Plan is being offered to employees, can override on branch level - will not effect 1094 but will effect 1095c lines 14 & 16 Indicates when the supplier began offering MEC to its employees, an override on branch level - will not effect 1094 but will effect 1095c lines 14 & 16 GSACA_1094CLine22Options A, B, C, D Marks appropriate boxes on line 22 of 1094C. Also effects coding for line 14 of 1095C GSACA_1095CLine14Value code MM/YYYY (1A 01/2015) Ability to override on supplier, branch, or employee level to populate information for line 14 (Offer of coverage code). Also able to put in multiple entities with an Enter separation GSACA_1095CLine15Value GSACA_1095CLine16Value Fixed Amount or Percentage 10% 01/2015 Code MM/YYYY (2A 01/2015) Ability to override on supplier, branch, or employee level to populate information for line 15 (Employee share of lowest cost monthly premium). Also able to put in multiple entities with an Enter separation Ability to override on supplier, branch, or employee level to populate information for line 16 (Section 4980H Safe Harbor Codes). Also able to put in multiple entities with an Enter separation GenerateSeparateGSXMLFile True or False Determination of Suppliers that populate in Weekly Process dropdown

7 GLOSSARY OF PROPERTIES Those highlighted in yellow are Supplier only properties Property Acceptable Value Actions GSACA_IsFIENRootSupplier True or False If there are multiple suppliers, populates information in Part I of 1094c ACA_EEN_MVP True or False Indicator if MVP plan is being offered to employees ACA_EEN_MVP_Date GSACA_FEINIsSelflnsured MM/YYYY True or False Indicates when the supplier began offering MVP to its employees Indicates if FEIN is offering self-insured, effects the generation of the 1095c form, and population of data in Part III of 1095C GSACA_1095CPlanStartMonth MM First month of the plan year - Populates on Part II of 1095c Plan Start Month

8 SET UP YOUR COMPANY S HEALTHCARE INFO: CONFIG OPTIONS Select ConfigOption By FKName Enter Healthcare to filter list of related options (ConfigOptionType) EMPLOYER Update/Edit Values Here SYSTEM

9 SET UP YOUR COMPANY S HEALTHCARE INFO: EMPLOYER CONFIG OPTIONS Employer_Healthcare Config Options Property Default Value Acceptable Values Represents Action InitialMeasurementPeriod 12 3, 6, 9, 12 Months Used to determine the full-time or non-full-time status of a new employee StandardMeasurementPeriod 12 3, 6, 9, 12 Months StandardMeasurementStartDate 1/1 Any month & date Month & Date AdminPeriod 90 Days AdvanceWarningTimeframe 30 Days ModifiedStabilityStartDay 0-31 to 31 Day of Month StabilityPeriod 12 3, 6, 9, 12 Months Used to measure the full-time or non-full-time status of an existing employee during that period Represents when the standard measurement period begins; 1/1 unless a grandfathered insurance plan is in place Sets the length of time the employer has to enroll any full-time employee, as determined at the end of the Standard Measurement Period, into a healthcare plan Used with the Enrollment Deadline counter; days prior to enrollment due date for employee to be included in counter Allows users to adjust start dates by increasing and decreasing the allowed Admin Period. When this Config Option is set to a non-zero integer from -31 to 31 it will make the effective insurance date fall on that day of the month; either following or preceding the standard set Admin Period This represents the time in months that an employer cannot legally revoke Healthcare coverage, once offered. This value will apply to any employee following their Effective Insurance Date and if they are found to be ACA eligible

10 SET UP YOUR COMPANY S HEALTHCARE INFO: SYSTEM CONFIG OPTIONS System_HealthCare Config Options Property Default Value Action PenaltyAnnualAmount 2000 Sets the annual dollar amount of the penalty tax per qualifying full-time or fulltime equivalent employee. Subsidy Annual Amount 3000 Sets the annual dollar amount of the subsidy tax an employer pays for those employees who elect to use a health care plan other than the plan offered by the employer Group EE record by SSN False Controls whether employees who have the same SSN will have their ACA hours combined when they belong to suppliers with the same ACA_SupplierGroupingNumber. Initial Measurement Start on First False Sets an employee s Initial Measurement start date to the first of the following month.

11 HEALTHCARE TRANSACTIONS Deduction Category: Health Care. Standard Healthcare Transaction Types Healthcare Plan Other Qualified Healthcare Plan Non-Qualified Insurance elsewhere, through spouse or parents health care plan. Employee has declined insurance and opted to go to the exchange. Healthcare Subsidy Employee may be eligible for a subsidy. Healthcare Medicaid Employee is covered through Medicaid. Deduction Contribution: transactions for deductions OR deductions & contribution ER Contribution: transactions that are Employer Contribution only Is Adjustment Is Permanent Is ER Contribution Is Healthcare Deduction Category: Healthcare Sec 125 = for cafeteria plans None = non Pre-Tax deductions Healthcare Plan Employee is covered through your offered plan. There may be more than one plan to choose from. Standard Healthcare Transaction Types are provided as a starting point, feel free to create your own to reflect your Healthcare offerings

12 ACA TRANSACTION PAYCODES The following Transaction Types / PayCodes should be included in the calculations of your ACA hours. If you do not already have Paid Leave transaction types, you will need to add them. Reg OT DT VAC/PTO Sick Time Paid FMLA Paid Military Leave Bereavement Employer Paid Disability Time On-Call Time Hours of Service Transactions: Hours of paid leave, such as FMLA, Military and Workers Compensation count toward hours of service when determining employee ACA Eligibility. IncludeInACAHours property must be set to True for these transaction types.

13 UNITS TO HOURS: TRANSACTION PROPERTIES Units to Hours Multiplier allows for the conversion of non-standard hours into hours which can be applied towards ACA eligibility. (i.e.: Salary, Piece Pay, etc.) Can be set to decimal or whole integers (Default = 1) Will only apply to Time Entry transactions where the transaction property of IncludeinACAHours is set to True EXAMPLES: Salary: set value to 40, record 1 unit of pay in Time Entry Piece Pay: set value to x = 1 unit of pay = # of units per hour in Time Entry

14 WHO NEEDS TO EDIT ACA ELIGIBILITY? Update properties that allow Employee s ACA Eligibility to be edited by appropriate users Property Default Value Action AllowEditACAEligibility False User_UserSetting Config Option Controls whether a user can edit the ACA Eligibility for an employee. If set to True, a dropdown becomes available in the ACA Eligibility screen.

15 WHO NEEDS TO VIEW ACA ELIGIBILITY? Ensure ACA Eligibility is visible for all users that need to view or edit Form: Employee Payroll ACA Eligibility

16 ADMIN TOOLS SETUP CHECK LIST Supplier Property / Branch properties have been set Verify Healthcare Transactions Ensure all paid Pay Codes are IncludeInACA Grant ACA Eligibility permissions (Config Option & Form)

17 SCREENSHOT OF ACA SCREEN TIPS: 1. Verify your database version. If you are on a version prior to 14.2, data will not populate until measurement period has been completed 2. Is Employee ACA Eligible? If this is set to Yes, it will produce a 1095C 1. Any employee who was FT for at least one month needs to have a Break In Service will change eligibility back to Undetermined

18 ACA ELIGIBILITY TAB Will auto populate Will auto populate Is employee ACA Eligible? Current stability period end date Measurement Type Measurement start date Hours measured to date Completed Employee Eligibility Measurements ACA Eligibility Fields The employee s ACA eligibility status. Displays the date when employee benefits may be revoked if no longer ACA eligible Displays the measurement period the employee is in Initial or Standard Displays the measurement period start date (assignment start date or 1 st of following month) Displays how many total ACA hours have been calculated as of the previous day for the current measurement period Grid populates after one of the following is achieved: Completed Measurement Period (Initial or Standard) or Qualifying Break in Service

19 DEDUCTIONS SETUP Deductions may begin one month prior to enrollment eligibility For reporting purposes the employee needs to have a full month of coverage. Example: John starts coverage October 15th will populate in 1095C as having coverage beginning in November Transaction used must be a IsHealthcare setting Verify sequencing is correct Break-In-Service will change the eligibility back to Undetermined - If extending Cobra benefits, enter as a Cobra deduction in the same manner

20 SELF-INSURED DEPENDENTS ONLY SELF-INSURED NEED TO TRACK DEPENDENTS *If additional notes need to be tracked hit Enter to indicate the separation between dependent information and actual notes Dependents: FirstName LastName MM/DD/YYYY separated by a comma (no space)

21 CONTRIBUTIONS SETUP To complete the Employee Benefit Plan setup, make sure to include a contribution. Did they decline coverage? Enter a $0 Contribution using: Healthcare NonQualified Healthcare Other Qualified

22 1095 IMAGE All ALEs over 100 FT employees MUST complete and send - Provided to all employees by Jan 31 st - Must get consent if providing electronically. Consent needs to be separate from the W2 - Can be included with W2 Distribution

23 1095 PART I Line items 1 6 will populate from the Employee Profile Line Items 7 13 populate from Supplier Setup

24 1095 PART II Populates from Supplier Property: GSACA_1095cPlanStartMonthValue Controlled by 3 areas: 1. Supplier Property: ACA_EEN_MEC 2. ACA Eligibility is YES 3. Employee has Deduction AND/OR Contribution in profile

25 1095 PART II (CONTINUED) Controlled by the GSACA_1095CLine15Value property. Can be either a fixed amount of percentage. Can be in Supplier, branch, or Employee Extra. Employee Extra overrides all. Populates from property GSACA_1095CLine16Value. Can be in Supplier, branch, or Employee Extra. Employee Extra overrides all. (Example: 10% 01/2015)

26 1095 PART 3 Populates from the Employee Deduction Notes Dependent information Only if self-insured is this information GSACA_FEINIsSeflnsured property needs to be set to True

27 1094 IMAGE Transmittal to the IRS - Less than 25o employees due on Feb. 28 th - More than 250 must file electronically by March 31st

28 1094 PART 1 Lines 1 8 Populated from Supplier Setup Not Applicable. Left Blank This will be prepoulated to be check boxed. No action needed Auto populated by Greenshades OR will populate based off of what is on line 20 if NOT using Greenshades

29 1094 PART 2 Will populate number based off the number of 1095C forms that is related to the main Supplier (FEIN) Will check Yes if multiple FEINS are identified amongst the control group. Related to property ACA_SupplierGroupingNumber Controlled by Property GSACA_1094cLine22Options. Based off of what values are entered, will reflect with appropriate boxes checked

30 1094 PART III Column A - influenced by property ACA_EEN_MEC_Date & ACA_EEN_MEC_Date Populates based off of Full-Time employee count Populates based off of Employees who have an Active Assignment who are not terminated in the 1 st day of the 1 st payroll week of the month If line 21 is checked, column D is checked Based off of the FT Employees for the control group (A = 50 99, B = 100+)

31 1094 PART IV Displays the other FEINS identified under control group

32 WEEKLY PROCESS ACA REPORTING GREENSHADES XML FILE GENERATION AND E-FILE Generate Greenshades Feed and ACA Reporting XML: Greenshades is accessed through your normal Avionte core application login. 1. From the Main Tree, select Weekly Process: 2. Click on the Generate Green Shades shortcut button. The Greenshades window will load, and includes four sections:

33 WEEKLY PROCESS ACA REPORTING GREENSHADES XML FILE GENERATION AND E-FILE 3. Choose the proper Company & Date information: Property Staffing Supplier Year ID Quarter Definition Company name by Federal ID Select the current year. Historically, you will have as many years as you have been with Avionté. Select the quarter for which the XML should be created. Historically, the four most recent quarters will be listed. However, if this is your first year with Avionté, you will see only the quarters which occurred within this calendar year. 4. In the file type section, select the yearly and/or quarterly files that you wish to submit via Greenshades (2015 for EOY ACA Reporting) 5. In the file info section, choose your designated folder to store the XML file on your local machine. You are able to delete this folder once the year end process has been completed if you so choose. 6. From the shortcut menu, select the Generate FEED & XML button. When the feed and XML file have been successfully generated, the File Generated message is loaded. This message informs you that your file has been generated and is ready to be sent to Greenshades the ACA EOY Reporting documents. The XML file has been sent to the location that you designated.

34 WEEKLY PROCESS ACA REPORTING GREENSHADES XML FILE GENERATION AND E-FILE E-File with Greenshades 7. Click OK. Next you will launch Greenshades from the Green Shades window: When you select Launch Greenshades, you will be leaving Avionte and entering into Greenshades. As you can see in the figure below, Greenshades opens within Avionte but it is a separate window. When you launch Greenshades, you will transfer the data to Greenshades. 1. From the Greenshades window, select the Launch Green Shades shortcut button. The Greenshades Tax Filing Center window will be loaded.

35 WEEKLY PROCESS ACA REPORTING GREENSHADES XML FILE GENERATION AND E-FILE 2. You may be asked for your Registration Key before entering Greenshades. If you do not see a state in which you do business, there may be an issue with your registration keyor you have not added this state to your list. If you need to add a state, contact Assisted Payroll Services at Avionte. 5. Select Validate and verify your company. If the information is incorrect, contact Assisted Payroll Services at Avionte for assistance. 3. If you have not been asked for your Registration Key, click Settings in the Greenshades window 4. In the pop up window, enter your Registration Key. Your Registration Key identifies your company as a client of Avionte and displays which state returns you have registered.

36 COMPLETED 1094C - GREENSHADES Greenshades Guide in the Avionté Knowledge Base

37 COMPLETED 1095C - GREENSHADES Greenshades Guide in the Avionté Knowledge Base

38 PRODUCT SPECIALISTS LUCAS ZWEIG EASTERN CLIENTS / JOE HIBER WESTERN CLIENTS ACA Package - Feed With this package you receive all of the data in a standard file format acceptable to send to 3 rd party print/mail services ACA Package With this package you receive the ability to access and print your 1095 forms internally allowing more options and control over processing and form delivery ACA Package Includes: Standard XML Feed for printing and processing of 1095 forms through a vendor of your choice Report template to print forms internally Standard Benefit Admin Report Forms required for self-insured plans Our team of Product Specialists are here to work with you and help you navigate what ACA reporting options are available for you. Please contact Avionte to connect with Lucas or Joe to get the process started. Lucas.zweig@Avionte.com joe.hiber@avionte.com

39 In partnership with Mark Young President Benjamin M. Spector Esq. Attorney At Law Andrew Nielsen Manager of Compliance Services Contact Us myhrcounsel, LLC 100 S. 5th St., Suite 800 Minneapolis, MN (612) Visit us on the web:

40 APPENDIX Affordable Care Act main article in Avionté Knowledge Base

41 AUDITING ACA STUFF ACA Census AQ: Track your employee s ACA Eligibility status Check for employees who are no longer ACA Eligible Compare ACA eligibility status to hours & start dates Employees Basic Info: Employee ID First Name Middle Name Last Name Street City State Zipcode Country SSN Employee Status Employee Branch Birth Date Gender INCLUDED FIELDS: ACA relevant dates: Original Hire Date Recent Hire Date First Check Date ACA Measurement Info: Is ACA Eligible Current Stability Period End Date Measurement Start Date Measurement End Date Measured Type Measurement Total Hours Measured Eligibility Employee s Benefit & Pay History Total Wages Total Hours Deduction Amount Benefit Amount

42 8 THINGS ALE S SHOULD KNOW ABOUT REPORTING AND HEALTH COVERAGE OFFERS Here are eight things ALEs should know about the information returns they must file at the beginning of Form 1095-C is used to report information about each employee who was a full-time employee of the ALE member for any month of the calendar year. 2. Form 1094-C must be used to report to the IRS summary information for each employer, and to transmit Forms 1095-C to the IRS. 3. ALEs file a separate Form 1095-C for each of its full-time employees, and a transmittal on Form 1094-C for all of the returns filed for a given calendar year. 4. Employers that offer employer-sponsored self-insured coverage use Form 1095-C to report information to the IRS and to employees about individuals who have minimum essential coverage under the employer plan. 5. The information reported on Form 1094-C and Form 1095-C is used in determining whether an employer owes a payment under the employer shared responsibility provisions. 6. Form 1095-C is used by the IRS and the employee in determining the eligibility of the employee for the premium tax credit. 7. An ALE may satisfy this requirement by filing a substitute form, but the substitute form must include all of the information required on Form 1094-C and Form 1095-C and satisfy all form and content requirements as specified by the IRS. 8. Forms 1094-C and 1095-C, or a substitute form must be filed regardless of whether the ALE member offers coverage, or the employee enrolls in any coverage offered. For more information, see the instructions for Forms 1094-C and 1095-C or the Employer Information Reporting FAQs for Forms 1094-C and 1095-C on IRS.gov/aca.

43 ACA SETUP & READINESS Set up your Company s Health Care Info Enter ACA Admin Fees (if applicable) Update properties that allow Employee s ACA Eligibility to be edited by appropriate users Ensure ACA Eligibility is visible for all users that need to view or edit Turn on & give access to the Enrollment Deadline Counter Review & activate ACA related DRMs Set up Transactions for Deductions & Contributions Review Pay Transaction Properties Set up Employee Benefit Plans Keep up with Employees & Reporting