2017 Year-End Reporting. Year-End Webinar Series Avionté Staffing Software

Transcription

1 2017 Year-End Reporting Year-End Webinar Series Avionté Staffing Software

2 Disclaimer The information in this webinar is being presented by Avionté as a general informational and educational service to its clients and prospective clients. This information should not be construed as, and does not constitute, legal advice nor accounting, tax, or other professional advice or services on any specific matter. Participants should consult with their counsel or other professional advisor before acting on any information contained in this webinar. Avionté expressly disclaims all liability in respect to actions taken or not taken based on the contents of this webinar.

3 Expectations to Ensure Supportability Attended/Viewed 10 Things To Do Now Year-End Prep Attend at least one full year-end training Plan Ahead/Be Aware of Due Dates Consult the Knowledge Base! Affordable Care Act Category Stay In the Know Tip Of the Week & s

4 Agenda Year-End Preparation Avionte Reports Greenshades (Payroll Tax Filing) Configuration Settings Launching Greenshades Creating E-File Returns Create Year-End Forms ACA Companion Application Initial Setup Tracking Offers of Coverage Tools for Auditing Companion Information Counters Reports Filing 1095-C

5 Useful Reports Taxes Summary/Taxes Summary Lite Tax Remittance ER Taxes Summary Lite sums by supplier/branch, shows tax due amounts in summary form Taxes Summary sums by supplier/branch, broken down by state and jurisdiction Shows detailed list of employees associated with an employer tax Broken down by tax type Get W2 Details AQ Shows totals for W-2s and employee related taxes Can filter by total W-2 count or EE/ER Summary W2 Report 4 Up Blank Generates all filled W-2 Forms, can filter by state Useful for seeing what an employee s W-2 will look like

6 Important Dates January 31 st W-2s due to employees W-2s filed to SSA 1095-Cs due to employees 940 and Schedule A due to IRS 1099s mailed and filed February 28 th Employer 1094-C (Mailing) March 31 st 1094-C due to IRS if filing electronically

7 What is Greenshades? Payroll Tax Filing Solution Avionté partner accessed from the core application Can e-file quarterly and year-end Federal forms like 1095-Cs, W-2s, 940 & 941 Can build quarterly and year-end state and local filings like unemployment and W-2s *Optional additional service for printing/mailing employee year-end forms

8 Before you get started Must use Avionté as your Back Office/Payroll solution and track information properly in your database Must be on Greenshades Basic Package with Avionté Allows you to pass XML file to Greenshades for quarterly and annual filings If you are self-hosted, must download Tax Filing Center greenshades.com

9 Greenshades Properties Located in Admin Tools > Employer > Detail tab GS_Company_CompanyID = Registration Key! Missing info? Contact SAE! Who s filing? GSXMLFeed_Contact_ContactName GSXMLFeed_Contact_ContactPhone GSXMLFeed_Contact_ContactPhoneExt GSXMLFeed_Contact_Contact

10 Generate Greenshades Located in Weekly Process Must follow this process even if you are using a different vendor Can run by Supplier per quarter Feed: Captures most up-to-date information in the database to populate reports such as the W-2 and 1095-C; checks for errors XML: File type to pass to Greenshades to print and/or e-file your reports; will produce a file saved

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12 Review Errors

13 Review & Resolve Errors Common Greenshades Errors State W2/SUTA ID info missing Employee has more than one address marked IsResidentAddress Employee missing SUI wages Negative SUI Wages for employee Contact Avionte Property setup needs to be reviewed

14 Error Resolution State W2/SUTA ID info missing Means a new state was added in this period Fix in Admin Tools > Employer > Tax > Tax EIN tab Add ID # for State or SUI Enter 0 for states in which you do not do business Regenerate Greenshades Feed & XML

15 Error Resolution Employee has more than one address marked Is Resident Address Navigate to employee profile Determine which address is correct Alter incorrect/duplicate Address Type and uncheck Is Resident Address Click Save Address If needed, re-enter Employee > Address screen, right click on incorrect/duplicate address and Delete Regenerate Greenshades Feed & XML *Important for Federal and State W-2s!

16 Error Resolution Employee missing SUI wages Means there may have been converted data or issues with transitioning Contact Avionté Support we will need to troubleshoot

17 Error Resolution Negative total SUTA Wages for employee Means a check was reversed/voided in one quarter when the employee was paid/working in that state in a previous quarter Review employee pay history to determine if you can ignore or need to amend previous returns Employee will not show on Unemployment return Income tax filings may be unaffected

18 Generate XML File 2017 Will create XML file saved in XML Destination folder location Allows you to bypass expected errors XML will automatically be created if no errors are found after clicking Generate Feed & XML

19 Launch Greenshades 2017 Opens the Greenshades Tax Filing Center application in separate window File Name appears here May be prompted for Registration Key Copy/paste from GS_Company_CompanyID property Click Validate

20 Greenshades: Tax Filing Center Create E-File Returns: Build Federal, State and Local E-files to submit Create Year-End Forms: Build year-end forms to provide to employees Greenshades can print and mail forms to employees *This option incurs additional cost

21 Create E-File Returns 1. Create E-File Returns 2. Select the Build? Checkbox next to State W-2 3. Click Next

22 State W-2 4. Select the Click to Begin Filing link

23 State W-2 5. Review & Save Totals Review overall details against taxes summary reporting 6. Save E-File Save E-File to manually upload file to State website DO NOT change file name or type of E-File!

24 State W-2 When you save the E-File, instructions for Manual Filing will be provided Finish to go back to Create E-File

25 940/941 Building and filing your 940/941 in Greenshades

26 Build Select the Build? Checkbox next to US Click the checkbox below to enable editing 3. Choose Next

27 941 & Schedule B Total from Schedule B needs to equal 941 Line 12 Will always error! Use 941 Line 7 for rounding Enter previous deposit total in Line 13 Not housed in Avionté Check Liability Dates Clean up Schedule B to ensure no dates have negative liability

28 Filing Save Copy as PDF and click Save & Exit 5. Click to Begin Filing ABC Staffing ABCS 6. Enter Business Name Control (BNC) 7. Click Next

29 Filing Verify Contact information Pulls from Supplier Properties: GSXMLFeed_Contact_ContactName GSXMLFeed_Contact_ContactPhone GSXMLFeed_Contact_ContactPhoneExt GSXMLFeed_Contact_Contact 7. Click Next to Submit

30 Build Select the Build? Checkbox next to US Click the box below to enable editing 3. Choose Next

31 940 & Schedule A 4. Check box(es) in Line 4 to clear error 5. Line 11 = State FUTA Total from Schedule A Only applies to work in CA for Line 12 needs to equal Line 17 Use Line 16d for rounding 16d = 4 th quarter liability 7. Save as PDF

32 Filing 940 Same process as 941 US-94x (940) 8. Select Click to Begin Filing US 94x (940) 9. Enter BNC 10. Review Contact Info 11. Click Next to Submit Click Next to submit your 940 return.

33 W-2s Creating W-2s in Avionté, printing and mailing to employees, posting W-2s on the Employee Portal

34 Printing In House Make sure you order 4up Blank paper for W-2s! Preferred vendor: Nelco Run W2 4up Blank report in Report section of Avionté

35 E-Filing W-2s 1. Select the Build? Checkbox next to US W2 2. Click Next 3. In the next screen, select the Click to Begin Filing link

36 E-Filing W-2s 4. View Totals pop-up screen Review overall details against annual taxes summary reporting 5. Save Totals or Save E-File Save E-File if you would rather manually upload file to SSA DO NOT change file name or type of E-File! 6. Click Next to continue

37 E-Filing W-2s 7. Choose Submission Method Automatic Letting Greenshades electronically file W-2s Manual Uploading the E-File saved from previous screen to SSA yourself 8. Click Next 9. Review Contact Info 10. Click Next to complete filing Will receive confirming submission W2

38 Create Year-End Forms 1. Create Year-End Forms Required if you are outsourcing W-2s, 1095-Cs, or 1099s! 2. Select Year and Form 3. Click Next

39 Create Year-End Forms 4. Review the cost for each individual form upload 5. Click Next

40 Create Year-End Forms 6. Select Upload Forms Converts previously built Feed & XML to an acceptable format for Greenshades Online 7. Click Next Need to verify address and obtain Greenshades Online login Remaining steps completed at Greenshades Online

41 Complete Year Posting W-2s to the portal Flag Q4 as Complete Removes ability to Generate Feed Need to make updates? Unflag as Complete in Admin Tools > Employer > Config Year Re-opens ability to run Greenshades Feed & XML Reflag as Complete to re-post W-2 on Portal

42 Review Year-End Preparation Avionté Reports Taxes Summary/Taxes Summary Lite Tax Remittance ER Get W2 Details AQ W2 4 Up blank Greenshades (Payroll Tax Filing) Configuration Settings Launching Greenshades Creating E-File Returns State W-2s 940 & 941 Federal W-2s Break! Questions? Stay logged in Follow-up after webinar via Up Next: ACA Companion Setup Create Year-End Forms Only for printing and outsourcing! Flag Year Complete in Avionté

43 Companion Application Setup Initiating and completing necessary configuration

44 ACA 2017 Reporting Process Install Application Setup App, Packages & Plans Migrate Existing Data Review & Manage Data Generate Reporting Hosted handled by Avionté Find where core app is installed Self-hosted install ACA Employer Setup Insurance Plan Setup Benefit Package Setup Home Tab Confirm success of migration Make one-off corrections if needed Employee Plan Details Report Preparation

45 Items to Consider Before Setup ALE groups & employers included Needed for ACA Employer Setup All insurance plans offered & corresponding Line 14 code and Line 16 code (if applicable) Line 14 code (1A-1F) Line 16 code (2F-2H) OPTIONAL Can setup 2018 as well Initial measurement, standard measurement, admin, & stability period lengths Start Dates of Standard Measurement Period & Stability Period

46 Initiating the Companion Application Need the latest version Released Oct. 9 th Hosted: Open ACA Companion from aviontego.com Self-Hosted Varies! Update Database Click Yes on pop-up window Adds new tables to back end of database May take a second to run before Companion Application opens

47 ACA Employer Setup General Tab ACA Employer created for each unique FEIN Supplier List from core application will appear in Suppliers section Basic Info ALE Group? Certifications of Eligibility (Line 22 of 1094-C) If Section 4980H Transition Relief is selected, indicate months of relief in provided calendar Contact Info

48 ALE Group Employer Setup Help ACA Employer ACA Employer Supplier Supplier Supplier Note: All suppliers must be associated to an ACA Employer

49 ACA Employer Setup ABC Staffing N/A Yes Eligibility Tab Measurement Period Lengths Measurement Start Dates Standard Measurement Period Start Date Standard Stability Period Start Date Standard Stability Period Start Day = Standard Start Date + Standard Measurement Period + Standard Admin Period Not built for monthly measurements!

50 Measurements Initial Measurement Period Term Description Values # of months that a new-hire's ACA-eligible hours are initially tracked to determine health insurance eligibility. Must be 3 12 months Admin Period Days (Initial) "waiting period length of time that passes from the end of an employee's Standard or Initial Measurement Period until they must be offered healthcare 0 90 days Standard Measurement Period Designated period used to determine whether an ongoing employee (rather than newly-hired) or seasonal employee is full time and/or eligible for health care coverage. Must be 3 12 months Standard Stability Period Start Day of Month Formula: Standard measurement period start day of the month setting, add the Standard measurement period measurement length, then add the employer's standard Admin period length The date reached should be input as the Standard stability period start day

51 Plan & Package Setup Help Benefit Package Benefit Package Insurance Plan Insurance Plan Insurance Plan Insurance Plan

52 Plans to Setup Plans to add: DO not add: ACA Compliant Healthcare Plans Minimum Essential Coverage Plans (MEC) Minimum Value Plans (MVP) PPO Healthcare Plan + HSA Fixed Indemnity Plans Non Healthcare Plans Dental Vision Life *Optional: Tiers of Plans (EE + Spouse or EE + Children)

53 Insurance Plan Setup Plan and Provider Name EE Monthly Contribution (Line 15 value) What would an employee pay as a monthly premium to cover just themselves? Plan Start Month Open Enrollment Dates Self-Insured Plan Yes or No? Safe Harbor Code (Line 16, Code Series 2) Offer of coverage Code (Line 14)

54 Insurance Plan Setup Cheat Sheet Plan Name: Name of the plan Example: 2017 MEC Provider Name: Who is the insurance provider? Example: Essential Staff Care Monthly employee only min. contribution: What is the minimum amount the Employee will contribute to pay for the insurance? Open enrollment dates: No effect on EOY reporting When can Employees enroll in this plan? Self-insured plan: Important for 1095-C reporting! Insurance broker can provide this information Offer of coverage code: Shows the level of coverage for this plan

55 Benefit Package Setup Benefit Packages comprised of one or more healthcare plans Healthcare plans can be included in more than one package First and Last offered date: What time span are you offering this package to your employees?

56 Example Employer Offers: MEC plan to all variable hour employees at time of hire MV plan to internal staff and full-time equivalents Set up: 2 Insurance Plans 2 Benefit Packages

57 Example Benefit Packages Variable Hours Employees Full-Time & Internal Staff Insurance Plans MEC Plan MV Plan

58 Migration Pushing information from Avionté core to ACA companion

59 Home Tab Check for Supplier errors All suppliers associated to an ACA Employer Import Employee Data Syncs all employees with a full SSN Imports First Name, Last Name, SSN, Primary Address Import Benefit Data Doesn t import information as this was relevant for how we tracked ACA in the past needed to finish configuration

60 Common Migration Errors Employee Missing Data Employee is missing First Name, Last Name, or Primary Address Need this information to populate 1095-C form Multiple Employee Record Mismatch Two records with matching SSN, but Name or Primary Address does not match Wants to merge duplicate employee records into one record in ACA Companion

61 Resolving Employee Migration Errors Manual Fixes Mass Fixes Run ACA Companion Employee Sync Error AQ in Reports Make fixes in core application Name SSN Primary Address Reimport Employee Data Companion App > Home Run ACA Companion Employee Sync Error AQ in Reports Displays Name, SSN, Address, Last Check Date Export AQ to Excel Make edits to employee information Import spreadsheet via Import/Export main menu Reimport Employee Data Companion App > Home

62 Completing Migration Once all errors have been resolved, click Finish in the Home tab Clicking Finish: Deactivates ability to continue to Import Benefit Data Users will begin tracking offers of coverage in the Companion

63 Tracking Coverage Offers Inserting offers of coverage, enrollments in healthcare plans, & dependent information

64 Daily Tracking Process Determine Eligibility Track Eligibility Make Offer Record Employee Response Review & Record Employee > Payroll > ACA Eligibility ACA Full Time without Offer Counter ACA Companion Census AQ Benefit Package Benefit Offer Date Enrollment Plan choice Declination Reason Reports & AQs

65 Daily Tracking Process Determine Eligibility Track Eligibility Make Offer Record Employee Response Review & Record Employee > Payroll > ACA Eligibility

66 ACA Eligibility Best Practice: Make determination upon assignment! Set to Yes or No from Undetermined ACA Eligibility Dropdown: Refers to whether or not the employee is ACA Full Time, not if you offered insurance!

67 ACA Eligibility Yes No Undetermined Full Time 30+ hours per week Will receive 1095-C* Part Time Variable Hour Seasonal System will measure to determine eligibility New employee default Applicant Employee reached qualifying break-in-service *Other conditions must be met - in addition to being set to Yes - for employee to receive 1095-C

68 Eligibility will auto-change to: Yes - Employee reaches end of measurement period and meets or exceeds full time hours requirement No Employee reaches end of measurement period and does not meet hours requirement Undetermined Employee hits break in service *NEVER autochanges from Yes to No

69 Daily Tracking Process Determine Eligibility Track Eligibility Make Offer Record Employee Response Review & Record ACA Full Time without Offer Counter ACA Companion Census AQ

70 ACA Full-Time Without Offer Counter Displays Employees who: Why is it helpful? Are active (implied by Employee Status) Are set to Yes for ACA Eligibility in Employee > Payroll > ACA Eligibility screen Considered full-time Do not have an offer of coverage in the ACA Companion Allows users to know who needs offers sent Grant access via Admin Tools > Counter

71 ACA Census AQ Report Why do we have this? Auditing tool if you don t want to use the counter Shows a full list of employees and what the ACA Eligibility status is set to

72 Daily Tracking Process Determine Eligibility Track Eligibility Make Offer Record Employee Response Review & Record Benefit Package Benefit Offer Date

73 Employee Plan Details Select ACA Employer Make Offer Select Benefit Package Benefit Offer Date = Date employer sent offer Add

74 What if I can t find my employee in the Companion Application? Manual Fixes Run ACA Companion Employee Sync Error AQ in Reports Make fixes in core application Name SSN Primary Address Reimport Employee Data Companion App > Home Mass Fixes Run ACA Companion Employee Sync Error AQ in Reports Displays Name, SSN, Address, Last Check Date Export AQ to Excel Make edits to employee information Import spreadsheet via Import/Export main menu Reimport Employee Data Companion App > Home

75 Daily Tracking Process Determine Eligibility Track Eligibility Make Offer Record Employee Response Review & Record Enrollment Plan choice Declination Reason

76 Employee Plan Details (continued) Select Enrollment or Declination from the tree Date enrolled/declined: Date employee responded to offer *Coverage Dates: Date coverage was/would have been effective Line 15 of 1095-C Select Plan (if enrolled) Update Enter Covered Individuals if enrolling dependents/spouse

77 Covered Individuals Need to track if plan is selfinsured! ABC Staffing Spouses & Dependents Need SSN and/or DOB Enter Date Enrolled Enter Dates of Coverage (can differ from Employee s)

78 Daily Tracking Process Determine Eligibility Track Eligibility Make Offer Record Employee Response Review & Record Reports & AQs

79 Reports & AQs ACA Companion Census AQ Review eligibility, measurement, and offer data Useful for viewing all employees who are set to Yes who don t have an offer in the Companion Application ACA Companion Insurance Offer Audit offers, enrollments, and declinations entered in the Companion Application Shows data that has been entered not the data that hasn t been! Grant permission to view these reports in Admin Tools > Report If report cannot be located in Admin Tools, input ticket to Support Center to deploy

80 ACA Reporting Running 1094-C and 1095-Cs out of the ACA Companion

81 Report Preparation Generate Data Pushes data into reporting tables Run the 1095 C and 1094 C reports Process Regenerate Data Updates reports if changes are made to reporting data MUST click any time you expect to see a report changed Process Finalize Data Initiates corrections process Adjustments will result in a Corrected 1095-C form Post

82 Generating 1094-C/1095-Cs Generate Data in ACA Companion Tip: You can start doing this now! Review 1095-Cs and 1094-C in Reports Get Employee 1095-C Info AQ Avionte_1095c Avionte_1094c

83 Running Reports Done in Report section of Avionté core application 1095-C Report (No Instructions Page option) Can print directly out of Avionté to send to Employees 1094-C Report Can print directly out of Avionté to send to IRS ACA Companion Census AQ Looks at offers of coverage in the Companion Application Grant permission to view these reports in Admin Tools > Report If report cannot be located in Admin Tools, input ticket to Support Center to deploy

84 1094-C & 1095-Cs Creating 1094-C and 1095-C reports and e-filing with IRS through Greenshades

85 1094-C/1095-C: E-Filing 1. Generate Greenshades XML Quarter = Q4 ACA 2. Launch Greenshades 3. Complete steps to Build and E-File 1094-C/1095-Cs Create E-File Follow steps in Wizard to file electronically

86 1095-C: Outsourcing If outsourcing, Create Year-End Forms after generating XML Same process as outsourcing US W-2 Forms

87 Greenshades Outsourcing Mail Service Pricing Greenshades prints and mails to Employees 2018 Dates YE 2017 Additional Notes 1/1 1/4 $0.78 1/5 1/11 $1.02 1/12 1/16 $1.31 1/17 1/19 $1.79 Large Client & Envelope Cutoff *Large Client = 10,000 or more forms 1/20 1/25 $2.18 Guarantee Cutoff Date 1/26 2/15 $2.78 2/16 Onward $3.28 Box & Ship Pricing Greenshades prints and mails to Employer to distribute 2018 Dates YE 2017 Additional Notes 1/1 1/4 $0.47 1/5 1/11 $0.67 1/12 1/16 $0.94 1/17 1/19 $1.43 1/20 1/25 $1.82 Guarantee Cutoff Date 1/26 2/15 $2.45 2/16 Onward $3.15

88 Recording available on the Knowledge Base! Additional Training October 2 nd 1:00 3:00 CST October 13 th 1:00 3:00 CST November 3 rd 1:00 3:00 CST November 10 th 1:00 3:00 CST

89 Additional Resources Avionté Support Center Knowledge Base fully updated articles on ACA Companion support.avionte.com myhrcounsel Contact SAE for more information

90 Questions?