aca updates for february release addendum 04 - skyward · 2016. 3. 23. · skyward documentation...

SKYWARD DOCUMENTATION – ACA UPDATES FOR FEBRUARY RELEASE ADDENDUM 04

ACA Updates for February Release Addendum 04

Human Resources > Payroll > Year-EndPR 2935048 – FED: Include Blank Termination Reason Codes as Permanent TerminationsPR 2952848– FED: Step 5A Rejection runs on AppserverPR 2937030 – FED: Warning Messages when Electronic File Already ExistsPR 2946814 – FED: Rejection Status not Allowed in 5APR 2955348 - Lowest Cost Premium now displays correctly on 1095C FormPR 2952505 - Need Original Receipt ID in Replacements

Human Resources > Employee > Setup > Utilities > ACA UtilitiesPR 2940865 – FED: Added Full SSN option to ACA 1095 TrackerPR 2922600 – FED: Update Mass Process for Sub-12 MonthPR 2922594 – FED: Created and ACA Ongoing Category AuditPR 2922589 – FED: Updated Category/Status for MP < 12 MonthPR 2925854 – FED: Update Mass Process for Sub-12 month MP

Revised: 3/8/2016 Page 1 of 1 Version 05.16.02.00.04


Human Resources > Payroll > Year-EndPR 2935048 – FED: Include Blank Termination Reason Codes as Permanent TerminationsPR 2952848 – FED: Step 5A Rejection runs on AppserverPR 2937030 – FED: Warning Messages when Electronic File Already ExistsPR 2946814 – FED: Rejection Status not Allowed in 5APR 2955348 - Lowest Cost Premium now displays correctly on 1095C FormPR 2952505 - Need Original Receipt ID in Replacements

PR 2935048 – FED: Include Blank Termination Reason Codes as Permanent Terminations

Federal Users: A new option to Include Blank Termination Reason codes as permanent termination was added to the processes that calculates the Full-Time Employee Count. The option was added to the Step 2 Create 1095C workfile parameter screen and to the Recalculate Counts option on the Step 5 Create Electronic Submissions parameter screen.An issue was also fixed where the incorrect totals were being displayed for October, November and December Full-Time Employee Counts. Employee Profile:

1. Note that this employee has a Termination Date, but does not have a Termination Reason selected.

1094C/1095C Processing:1. Go to Human Resources, Payroll, Year-End, 1094C/1095C Processing.

2. Select Step 2 - Create/Modify/Report 1095C Workfile.



3. Select Create 1095C Workfile.

4. A new option “Include blank reason codes as permanent termination” was added to the parameter screen.

5. The Help ? shows the following message.

6. Select Step 5 – Create the Electronic 1094C/1095C Files.

7. Select “Create 1094C/1095C Electronic Submission Files(s).

8. Select ‘Recalculate Counts’.

9. The option was also added to the Recalculate Total and Full Time Employees parameter screen.



PR 2952848 – FED: Step 5A Rejection runs on AppserverFederal Users: Setting a transmission to a status of rejected will not lock the system. The program has been setup so that it will not run on the appserver.

1094-C/1095-C Info: 1. Navigate on Web to Human Resources > Employee > ACA Information > 1094-

C/1095-C Info.

2. The employee has Covered Individuals. Select the “Y”.

3. Select Edit.

4. The suffix field has been changed to only be four characters.

5. Navigate on PaC to Human Resources > Payroll > Year End > 1094B/1095B Processing.

6. Select Step 2 Create/Modify/Report 1095B Workfile.

7. Select Recreate 1095B Workfile to recreate the workfile.



8. Select Modify Current 1095B Workfile.

9. Select Edit.

10. Edit the Covered Individual.

11. The suffix displays only four characters.



12. This was also updated within the 1095C process.

PR 2937030 – FED: Warning Messages when Electronic File Already Exists Federal Users: A warning message has been added to the 1095’s Step 2 process. This message will display when the Electronic file has been created but a Receipt ID has not been entered yet. It will warn the user that they may not want to modify the workfile and instead should create a new transmission if they have already submitted their electronic file. This applies to both the 1095Cs and 1095Bs. 1094C/1095C Processing:

1. Go to Human Resources, Payroll, Year-End, 1094C/1095C Processing.

2. The Transmission# is greater than 0001 and the Electronic file from Step 5 has been created.

3. The Receipt ID has not been added in Step 5a.

4. Under Step 2, select Modify Current 1095C Workfile.



5. You will get the following Warning Message when trying to Add, Edit, Delete, Import, or Sync records:

6. When you try to Purge the records you will get this message.

PR 2946814 – FED: Rejection Status not Allowed in 5AFederal ACA Users: When the current 1094C/1095C Processing or 1094B/1095B Processing transmission is a Correction or Replacement, the status of Rejected will not be available for selection when finalizing the workfile.

In 1094B/1095B Processing (Human Resources > Payroll > Year-End > Calendar > 1094B/1095B Processing), go to Step 5A – Enter Receipt ID and Finalize this Transmission.



The current transmission can no longer be flagged as Rejected if it is a Correction type transmission or a Replacement type transmission.



In 1094C/1095C Processing (Human Resources > Payroll > Year-End > Calendar > 1094C/1095C Processing), go to Step 5A – Enter Receipt ID and Finalize this Transmission.

The current transmission can no longer be flagged as Rejected if it is a Correction type transmission or a Replacement type transmission.



PR 2955348 - Lowest Cost Premium now displays correctly on 1095C FormFederal Users: The Lowest Cost Premium is now correctly printing on the 1095C form. Previously, it was dropping trailing zeros. Note: To correct existing data missing the trailing zero, Step 3: 'Create 1095C Print File' may need to be completed again. 1094C/1095C Processing:

1. In the PaC Software, navigate to Human Resources, Payroll, Year-End and choose 1094C/1095C Processing.

2. Process Step 3 – Create 1095C Print File.

3. Process Step 4 – Print the 1095C’s.

4. Notice the Lowest Cost Premium now correctly displays the trailing zero in the amount

PR 2952505 - Need Original Receipt ID in ReplacementsFederal Users: When marking a transmission as ‘Rejected’ there are now two options:

1. Rejected Submission (indicated by IRS error that begins with AIRBR or AIREX).2. Rejected Transmission (indicated by IRS error that begins with AIRMF).

These two rejection types indicate different replacement file formats and the Manifest and Request XML documents have been updated depending on the choice made. 1094C/1095C Processing:

1. In the PaC Software, navigate to Human Resources, Payroll, Year-End and choose 1094C/1095C Processing.



2. Select Step 5a – Enter Receipt ID and Finalize this Transmission.

3. The Status for ‘Rejected’ files has been expanded to include ‘Rejected Submission’ and ‘Rejected Transmission’. Both of these options will create a ‘Replacement’ file for your next Transmission

4. When in your Replacement Transmission, select Step 5 – Create the Electronic 1094C/1095C Files.

5. With Replacements of an ‘Original’ file you will see the option to ‘Re-Submit 1094’. Use this option if the IRS instructs you to resubmit your 1094C information.

6. A ‘Previous Status’ option was also added to the Create Electronic Submission Files(s) screen, so you can easily change the Replacement files from a Rejected Submission to a Rejevted Transmission and vise versa prior to creating the file.

7. Depending on the status chosen, the appropriate XML files will be created for uploading to IRS AIR.




PR 2940865 – FED: Added Full SSN option to ACA 1095 TrackerFederal Users: Users now have an option to display the full SSN in the ACA 1095 Tracker to help with verification of data. Confidential fields security has also been added to the browse so that SSN or DOB data that is marked confidential will be masked for users that do not have confidential data access.

ACA 1095 Tracker: 1. Navigate on the Web to Human Resources > Employee > Setup > Utilities > ACA

Utilities > ACA 1095 Tracker.

2. A new option has been added for the Full SSN (this will apply to the Employee and Covered Individual displays).

3. Both SSN options are selected, so the Last 4 and Full SSNs are displayed for Employee and Covered Individuals (applies to all report versions and browse views).



4. This employee has his SSN and DOB marked as confidential.

5. When the tracker is run as an employee without confidential access, the confidential fields are masked for the Employee and Covered Individuals.

PR 2922600 – FED: Update Mass Process for Sub-12 Month Federal Users: The ACA Status Mass Process utility now correctly handles the creation of statuses with “Ongoing” measurement periods that are less than twelve months.

1. When utilizing the ACA Status Mass Process option, if you select an ACA Employee Category code that is set up with a Measurement Period of less than 12 months, all available Measurement Periods will display as options. Select the MP that should be processed.



2. When the process is completed, click the button to Preview Data to Process.

3. The Preview browse will display the list of employees who are being assigned the code. Click Back and Run the Update.



PR 2922594 – FED: Created and ACA Ongoing Category AuditFederal Users: An ACA Ongoing Category Audit was created to look for gaps in measurement for statuses with like category codes. This utility will perform the following checks and fixes:

1. Find all statuses using an ACA Category code that has a Measurement Period of less than 12 months and make sure that the dates are correctly synched with the ACA Category code's Initialization Date. The audit will correct these dates if they are out of synch.2. Look for gaps in Measurement Periods for all statuses in the same ACA Category. Gaps can occur because of Measurement Periods that are less than 12 months or if the employee's ACA Status was not successfully rolled from the previous year.3. If the "Check for employees..." checkbox is checked, the utility will check for a status that is current as of today's date. If an employee has an ACA Status record in the database, but no status covering today's date, the utility will add status records so that there is a current and active status.

1. The employee shown has a gap in her Measurement Periods. The first ends on 9/30/15 and the second begins on 7/1/16.

2. There is now a utility found under ACA Utilities that can be run to check for and correct gaps in measurement periods.



3. The audit can be used for the following purposes:a. To make sure that the Measurement Periods are synced with the code’s

Initialization Date. The process will correct any dates that are out of sync.b. To look for gaps in Measurement Periods for all statuses in the same ACA

category.

c. Check for employees who have an out-of-date Ongoing status and no active one.



d. Check to make sure all Stability periods are equal to what is found in the Stability Period Schedule.

4. When you click the Set Stability Period Schedule button, the browse that displays allows you to toggle between all the selected codes with a Measurement Period of less than 12 months in order to set the Stability Start dates.

5. Click Run the Audit and when the process has completed, click Preview Data to Process.



6. The Preview Browse displays any employees who are found to have a variance or gap in the Category code(s). Change the View to be able to see the data in different ways.

a. If an employee is found to have a gap, the program will automatically add in the appropriate number of status records in order to fill the gap.

b. If an employee is found to have a Stability Period start date that differs from the Stability Period Schedule, the program will update the date so that it follows the schedule.

PR 2922589 – FED: Updated Category/Status for MP < 12 MonthFederal ACA Users: This programming change corrects issues for ACA Category codes with Measurement Periods set up to be less than 12 months. Previously, users could not create more than one ACA Employee Status in a given year, even if the measurement period on the code was less than a year. This created gaps in measurement. To correct this issue, there are changes to the ACA Category Code maintenance screen and the ACA Employee Status maintenance screen.

On the ACA Category Code screen, when the measurement period is less than 12 months, the fields for Measurement Period and Stability Period start month and day are removed. These are replaced with date fields in addition to a field that acts as a control date for these Ongoing categories. Stability periods for these categories must be entered on the status as they will no longer be set on the code. The user now may look at what specific measurement period dates there are for up to two periods in the past and up to 4 periods in the future as well as the current period.

1. When setting up a Category Code with a Measurement Period length of less than 12 months, the program now provides a means of preventing gaps in the time periods.



a. The Measurement Initialization Date is the date that all future measurement periods are based on.

b. You may notice that you do not see the ACA Visualizer at the bottom of the browse. When you click the link for “Where is the ACA Visualizer”, a message displays explaining when you will now see it.

c. You will need to complete the Stability Period Schedule, however, this cannot be done until after you have clicked Save on the code.

2. When you click the Save button, a message displays indicating that the Stability Period Schedule will open when the Category code successfully saves.



a. The Stability Schedule lists each measurement period that would be tracked using this code (based on the Initialization date entered on the code setup). Enter the Stability Start date for each of your Measurement Periods. This will be the date that coverage will begin if an employee with this code is found to be considered “full time”.

3. Add the code to the Employee Profile of an employee. When you enter the Measurement Period Start Year, the available Measurement Period date ranges display with a radio set. Select the range that is most appropriate to the selected employee. The Stability Period start date will automatically populate based on the value entered in the Stability Period Schedule attached to the code.



4. If the Measurement Period range selected does not have an associated Stability Period set up on the Stability Period Schedule, a message will display allowing you to set the Stability Schedule now.

a. The Schedule appears and you can make any modifications necessary.

PR 2925854 – FED: Update Mass Process for Sub-12 month MPFederal Users: The ACA Status Mass Delete utility now correctly handles the deletion of statuses with “Ongoing” measurement periods that are less than twelve months. There is now a selection area to choose which date range in a specific year should be deleted if more than one exists.

1. When using the Mass Delete ACA Status records for employees who have a Category Code with a Measurement Period of less than 12 months; after selecting the appropriate ACA Employee Categories and entering in the Measurement Period Start Year, the available Measurement Period ranges will display. Check the ones that you wish to remove from the Employee Profile records.



a. When the ACA Employee Category selected is less than 12 months, the program does not allow you to select more than one category code.

2. Save and Process and then Preview Data to Process.

3. The Preview browse shows all the employees who fit the selection parameters from the template. You can remove records from the browse or run a report on the information found in the browse. Click Back to return to the previous screen and click Run the Update.



4. Note that George Ipockscr was found in the ACA Statas Mass Delete Preview browse; he now has no ACA Employee Status record.


Human Resources > Payroll > Year-EndPR 2935048 – FED: Include Blank Termination Reason Codes as Permanent TerminationsPR 2952848 – FED: Step 5A Rejection runs on AppserverPR 2937030 – FED: Warning Messages when Electronic File Already ExistsPR 2946814 – FED: Rejection Status not Allowed in 5APR 2955348 - Lowest Cost Premium now displays correctly on 1095C FormPR 2952505 - Need Original Receipt ID in Replacements


aca updates for february release addendum 04 - skyward · 2016. 3. 23. · skyward documentation...

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