aca updates for october release addendum 10 - skyward microsi… · skyward documentation – aca...

SKYWARD DOCUMENTATION – ACA UPDATES FOR OCTOBER RELEASE ADDENDUM 10

Revised: 1/28/2016 of 1 Version 05.15.10.00.10

ACA Updates for October Release Addendum 10

Employee > Setup > Utilities PR 2883432 – FED ACA: Update Mass Process with “Report as CI” PR 2883683 – FED ACA: 1095 Import needs “Report Employee as CI” Field

HR > Payroll > Year End > 1094/1095(B)(C) Processing PR 2859253 – FED ACA: Add 1094C/1095C Correction Logic PR 2901918 – FED ACA: Remove Exclusion Logic for Offer of Coverage 1G PR 2883667 – FED ACA: Verify Step 1 before moving on to Step 2 PR 2913865 – FED ACA: Prevent Employees from being in multiple Original Submissions PR 2886537 – FED ACA: 1094B/1095B Correction Logic Added PR 2890960 – FED ACA: Corrections for 1094-C Forms Added PR 2890981 – FED ACA: Added 1094/1095 Rejection Logic


Revised: 1/28/2016 Page 1 of 50 Version 05.15.10.00.10

Employee > Setup > Utilities PR 2883432 – FED ACA: Update Mass Process with “Report as CI” PR 2883683 – FED ACA: 1095 Import needs “Report Employee as CI” Field

PR 2883432 – FED ACA: Update Mass Process with “Report as CI”

Federal Users: Added Report Employee as Covered Individual option to the ACA 1095 Mass

Processing when district is flagged as an ALE member.

For districts flagged as Non-ALE Member, the Enrolled in Coverage option is now a check

box.

1. In the ACA Options configuration, when a district is flagged as an ALE Member, the

1095 Mass Process utility now allows for the user to mass assign an indicator for if

an employee should be reported as a Covered Individual.

2. When the process is run with the “Report Employee as Covered Individual” checked,

all employees who meet the selection parameters will be flagged as Y – Report

Employee as Covered Individual.



3. When you use the Edit option from the Preview browse, you have the ability to

manually change the Report Employee as Covered Individual value. Note that Inga

Abeitascr shows a value of Y in the previous image. Her flag is now unchecked.

4. When the browse refreshes, Inga’s Report Employee as Covered Individual flag is

now set to N.

5. The Report option has been updated to show the values as displayed in the Preview

browse.

6. Upon running the Update, the 1094/1095 Info tab in Employee Profile is updated and

now reflects the current value for each employee.



7. The process also allows for people to have their “Report as CI” flag unchecked en

mass.

8. The Preview browse shows all the employees listed as having a value of N for Report

Employee as Covered Individual.

9. When you edit an individual from the Preview browse, you have the ability to change

the “Report as CI” flag. Note that Jenny Amodeoscr is showing a value of N in the

previous image. After highlighting on her record and clicking Edit, the “Report

Employee as Covered Individual” box can be checked.

10. The Report option shows that Jenny now has a value of Y for Report as CI.



11. Jenny’s Profile >1094/1095 Info tab shows a value of Y for her “Report as CI” field.

Other employees who were left with a value of N, are also depicted as N.

12. The Employee Browse has been modified to reflect the new Heading/column of

Report as CI; as has the drop-down node when the employee record is expanded.

13. In the ACA Options configuration, when a district is NOT flagged as an ALE Member,

the 1095 Mass Process utility allows for the user to mass assign an indicator for if an

employee should be reported as Enrolled in Coverage.



14. When the process is run with the “Enrolled in Coverage” flag checked, the employees

who meet the selection parameters will display in the Preview browse with a value of

Y in the Enrolled column.

15. You are able to individually Edit employees and change the Enrolled flag, if

necessary. Note from the previous image that Inga Abeitascr has an Enrolled flag of

Y. During the Edit, her Enrolled in Coverage flag is unchecked.

16. Upon Save, the browse refreshes to show that her Enrolled value is now N.

17. The Report option shows the same Enrolled values as what can be seen in the

Preview Browse.



18. Run the Update and navigate to the Employee Profile > 1094/1095 Info tab. You can

see that the employee information matches what was confirmed during the Preview

portion of the update process.

19. The Employee Browse has been modified to reflect the new Heading/column of

Enrolled; as has the drop-down node when the employee record is expanded.

PR 2883683 – FED ACA: 1095 Import needs “Report Employee as CI” Field

Federal Users: In the ACA 1095 Import Process, a field has been added for importing the

'Report Employee as a Covered Individual' data, along with a default option.

1. When creating an import file that will be used to generate 1095 records, you now

have the ability to add a column to indicate if an employee should be reported as a

covered individual. The value on the file can be any of the following formats:

Yes; Y; No; N



2. When setting up the File Format, be sure to select the “Report as CI” field

description.

3. Import the file that you have created. If anyone on the file is missing data in the

Report as CI field, those records will be blank in that column. (Note: The Preview

browse in the image below was NOT updated).

4. If you would like to default people to a particular value (either Yes or No), you may

set up a default by navigating back to the File Format setup area. Click Edit Defaults;

check the box to use a default for “Report as CI” and select your option.

Note: The default option will only apply to records that are being Added.



5. After the default has been set, run the import process again. Now you will see that

all employees with a Status of “Added” have a “Report as CI” value.

6. If an employee record is showing the wrong value for Report as CI, you can update

the Preview browse by highlighting on the employee and clicking Edit. Either check

or uncheck the “Report Employee as Covered Individual” box to set the flag the

correct way.



7. After making the change, the Preview browse will refresh and show the updated

value.

8. Run the Report to get a complete list of all your employee records. The report now

has a column for the Report as CI data.

9. After running the Update, the employees found in the browse will now show a record

for the import month.

HR > Payroll > Year End > 1094/1095(B)(C) Processing PR 2859253 – FED ACA: Add 1094C/1095C Correction Logic PR 2901918 – FED ACA: Remove Exclusion Logic for Offer of Coverage 1G PR 2883667 – FED ACA: Verify Step 1 before moving on to Step 2 PR 2913865 – FED ACA: Prevent Employees from being in multiple Original Submissions PR 2886537 – FED ACA: 1094B/1095B Correction Logic Added PR 2890960 – FED ACA: Corrections for 1094-C Forms Added PR 2890981 – FED ACA: Added 1094/1095 Rejection Logic

PR 2859253 – FED ACA: Add 1094C/1095C Correction Logic

Federal Users: Corrections can now be made to the 1094C/1095C forms.

The following has been updated on the 1094C/1095C Modify Workfile screen:

1. A Purge button has been added.

2. A display of Transmission Type has been added to the browse (Original, Corrected,

Replacement).



3. If the current transmission is not the Original transmission, an Import button will

display.

4. If the current transmission is not the Original transmission, the Correction area

will display with a Report option.

5. If the current transmission is not the Original transmission, a Sync button will

display.

The following has been updated on the 1094C/1095C Steps screen:

1. Status and Type values have been added to the top of the screen.

2. Population of Type – if Transmission is equal to 0001, then Type = Original. If the

status from the previous transmission is Rejected, then Type = Replacement.

Otherwise, when first going into the Workfile and no workfile records exist, the user

must indicate if the workfile will be Corrected or Original records.

The following has been updated on 1094C/1095C processing Step 5a – Finalization Process:

1. Transmission Status has been added (Accepted, Accepted with errors, Rejected).

2. A field to show the Transmission Lock status has been added.

3. A Finalization record has been added to the 1095C File Tracker.

4. The Receipt number can be changed even if the transmission has already been

finalized.

Finally, the electronic file creation process has been updated to not run if the transmission

has already been locked.

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 Modify Current 1095C Workfile.

4. A Purge button has been added to the screen. This will remove all the employees

from the current workfile.



5. A display of Transmission Type has been added to the browse (Original, Corrected,

Replacement).

6. If the current Transmission Type is not the Original transmission, an Import button

and Sync button will display.



7. If the current Transmission Type is not the Original transmission, the Correction area

will display with a Report option.

8. Transmission Type and Status values have been added to the top of the steps

screen. NOTE: (Population of Transmission Type – if Transmission is equal to 0001,

then Type = Original. If the status from the previous transmission is Rejected, then

Type = Replacement. Otherwise, when first going into the Workfile and no workfile

records exist, the user must indicate if the workfile will be Corrected or Original

records.)



9. Status has been added to Step 5a – Enter Receipt ID and Finalize this Transmission.

(Accepted, Accepted with errors, Rejected). This is used to mark the results of your

submission to the IRS.

10. A field to show the Transmission Lock status has been added once the Transmission

Receipt ID has been entered and the submission is finalized.

11. A Finalization record has been added to the 1095C File Tracker.

12. The Receipt number can be changed even if the transmission has already been

finalized. This can be used if the incorrect Receipt Number was entered by mistake

and you need the correct receipt ID to continue with corrections.



13. The electronic file creation process has been updated to not run if the transmission

has already been locked.

PR 2901918 – FED ACA: Remove Exclusion Logic for Offer of Coverage 1G

Federal Users: The logic to prevent 1095 creation if the Safe Harbor is a combination of 2A,

2B or 2D for all 12 months has been updated to not happen if an Offer of Coverage of 1G

has been used at all during the year.

1094-C/1095-C Info:

1. Navigate on the Web to Human Resources > Employee > Employee Profile > ACA

Information > 1094-C/1095-C Info.



2. This employee has an Offer of Coverage of 1H and Safe Harbor of 2B for the entire

year. This will prevent them from receiving a 1095 form.

3. Navigate on Pac to Human Resources > Payroll > Year End > Payroll > Calendar >

1094C/1095C Processing.


5. Run the workfile creation process with wide-open parameters.

6. As expected, no records were created.



7. Change the Offer of Coverage to 1G for the employee.

8. Run the 1095 creation process again. The 1095 record was created.

PR 2883667 – FED ACA: Verify Step 1 before moving on to Step 2

Federal Users: Step 1 now needs to have valid data before Step 2 can be run. The TCC is

no longer required on the Step 1 screen but is required before Step 5 can be run. The TCC

has been added to the Step 5 screen. Updating the TCC on the Step 5 screen will also

update it on the Step 1 screen.

1094C/1095C Processing:



1. Navigate on Pac to Human Resources > Payroll > Year End > Payroll > Calendar >

1094C/1095C Processing.

2. Select Step 1 – Enter and/or Verify Employer Information for 1094C/1095Cs.

3. Step 1 needs to have valid data before Step 2 can be run. The TCC is no longer

required on the Step 1 screen but is required before Step 5 can be run.

4. The following fields are required:


6. After Step 1 is valid, run the Step 2 Exceptions Only Report. All 1094 exceptions

have been removed from the Step 2 Exception Report. This includes validation

checking for the TCC Code.

7. Run Step 5 – Create the Electronic 1094C/1095C Files.

8. The TCC has been added to the Step 5 Create Electronic Submission File(s)

parameters.



9. Trying to Run without the TCC will result in an error.

10. Enter a TCC and then run.

11. If you try to run the Create process again, the TCC will be retained.

PR 2913865 – FED ACA: Prevent Employees from being in multiple Original

Submissions

Federal ACA Users: An employee can only be submitted in an original transmission once,

after which a correction must be submitted. This update prevents the user from manually

adding an employee to an original transmission more than once, and generates a fatal

exception if an employee is added twice by other means (selection parameters or import).

Additionally, a new warning has been added to the exception report to alert 1095C users

only about workfile records that have a safe harbor value of 2A, 2B, or 2D for all 12 months.

1. Note that the Transmission shown is 0001 and is an Original transmission.



2. If you find that employees who should have been reported were omitted from the

Transmission 0001, you will create a Transmission 0002 as an Original.

3. When you have secondary transmissions that are marked as Original, you cannot

Manually Add an employee to the workfile who was already reported. If you select an

employee who was part of a prior Original Transmission, a warning message will

display and the employee will not be added to the workfile.

4. The program does allow employees to be pulled into the workfile by means of the

“Create 1094 Workfile” process. Note that Inga is selected individually to ensure that

she will be extracted into the workfile.



5. Even though Inga was able to be pulled into the workfile, when the Exception Report

is run, a Fatal exception is found on her record stating that “Employee was already

submitted in prior original submission for [year]”.

6. The same logic applies to the 1094/1095C workfile creation. When you manually add

an employee record, the program looks to see if that individual was part of a prior

original transmission. If they were, the Add process cannot continue.



7. If an employee meets the Selection Parameters in the Create Workfile area, they will

pull into the workfile.

8. Even though Inga was able to be pulled into the workfile, when the Exception Report

is run, a Fatal exception is found on her record stating that “Employee was already

submitted in prior original submission for [year]”.



9. A new warning has been added to the program to indicate if an employee is found

within the work file but has a Safe Harbor code of 2A, 2B, or 2D for the whole year.

PR 2886537 – FED ACA: 1094B/1095B Correction Logic Added

Federal ACA Users: Corrections can now be made to the 1094B/1095B forms and electronic

files.

Steps screen

* Added Status and Type values to top of Screen.

* Population of Type – If 0001 Transmission, then Type=Original. If Status from previous

Transmission is Rejected, then Type = Replacement. Otherwise when first going into

Workfile and there are no workfile records, the user indicates if the work file will be

Corrected or Original Records.

* Create/Recreate options on sub-menu only available for Original Type Transmissions.

Modify

* Added Purge button

* Added display of Transmission Type above browse (Original, Corrected, Replacement)

* If not Original Transmission, Added Import button



* If not Original Transmission, Correction area was added with Report option

* If not Original Transmission, Added Sync button

Step 5A – Finalization Process

* Added Transmission Status (Accepted, Accepted with errors, Rejected)

* Added field to show Transmission Lock status

* Added a Finalization record to 1095C Tracker

* Added logic so Receipt number can be changed if workfile has already been finalized

* Remove logic to unlock workfile, this was moved to the # on the step screen

Electronic File

* Added logic to not allow create of Electronic file, if workfile master has been locked.

1. After your Transmission 0001 has been submitted, your Transmission Receipt ID has

been entered, and you select the appropriate Status (Accepted, Accepted with

Errors, or Rejected); Transmission 0001 is locked and a new Transmission (0002) is

started.

When you are in the Status of Accepted or Accepted with Errors, until you go into

Step 2 (Create/Modify/Report) of your new Transmission, the Type will show as

blank on the top of the browse.

2. When you select Step 2, a message will display asking if you are going to be creating

a Corrected file or an Original file. Click “Yes” for a Corrected file and “No” for an

Original file.

3. When you click “No”, the Type: field at the top of the browse will populate with the

word “Original”. This will be the identifier for what type of Transmission you are

generating.



4. When you are creating an Original file, within Step 2, you will see the option to

Create 1095B (or Recreate 1095B if you have already created the workfile). This

creation process uses the same programming as what was found in Transmission 1.

5. You will not be able to add employees to the workfile who were included in the

Transmission 1 workfile. This option is used for creating a second “original” file when

employees were omitted from the first file who should have been reported.



6. If you clicked “Yes” to the Step 2 message to indicate you are generating a Corrected

file, you will see at the top of the screen that the Type is “Corrected”.

7. When you are processing a Corrected file, you will only have the option to Modify the

current workfile. Corrected files are used only for making changes to records that

were submitted during the previous transmission.

8. Go into the Modify Current 1095B Workfile option and at the top you will see the new

Transmission number and the Type “Corrected”. The workfile will be blank to begin.

If you received a file from the IRS containing the records that need to be corrected,

use the Import option to bring the data into the workfile.



9. After the file is imported, a report will generate showing the names and SSNs of the

employees found and built into the workfile. Additional pages of the report will show

what the errors were for each individual.

10. Once the workfile is built from your Import file, the “Corrected” box at the top of the

screen will be checked; and the employee record number and error information will

display in the bottom left corner of the screen. In this example, the employee error

shows “Invalid SSN”.



11. Go into the Employee Profile and update/correct whatever is incorrect based on the

IRS error message. In this image, you can see from the employee change history

that her SSN has been updated.

12. Navigate back to the 1094/1095B processing area and go into Step 2 > Modify

Current Workfile. On the right side of the screen, you will see a Sync button. This

option works similar to an extraction. It is used to update an individual employee or

many employees at once by going out to the Profile and pulling in and updating the

data for the selected employee(s). To correct a single employee, highlight the

employee, click Sync, and choose the Sync Selected Employee option.

13. A message will display stating that the process is going to remove the employee’s

existing record in the workfile and replace it with ACA data currently on their Profile.



14. Parameters will display for who will be updated, including the Self-Insured Options.

Modify if needed and click OK to process.

15. A message displays indicating that the Sync process is complete.

16. The workfile now shows the updated employee information. The bottom left corner of

the screen no longer shows the IRS error message but now shows that the record

was sync’d.



17. If you have made many corrections to the employees found in the workfile, instead

of syncing them individually, you can click Sync and select Sync All Employees.

18. A message will display indicating that a parameter screen will display for you to

select which employees to update.



19. It defaults to having all employees from the workfile selected. You do have the ability

to individually add employees to or remove employees from the parameters, if need

be, by clicking the Ind Empl button.

20. When the process is complete, a message displays indicating the number of

employees who were sync’d.

21. If you find that you need/want to manually add employees to the workfile, you can

use the Add button. A search browse appears for entering the employee name.



22. When you are highlighted on an employee and click the View button, you can see

that the employee’s “Corrected” box is checked. You can also see the original record

identifier, which includes the original receipt ID from where the employee was

previously submitted, along with the transmission number and their individual record

number from that transmission.



23. When your correction transmission is ready for submission, go to Step 5 and click

Create 1094B/1095B Electronic Submission File(s).

24. The Transmission Type shows “Corrected” and this is not editable. The screen also

shows your TCC code. This auto-populates based on the TCC code entered in Step 1.

25. If you were to go back to your previous Transmission and click on Step 5a, you can

see that the transmission is shown as “Locked” (which means that it cannot be

edited).



26. Once a Transmission has been locked, you are able to confirm that it has been

locked and by whom by navigating to Step 2 and clicking on the File Tracker option.

27. Despite the Transmission being locked, you can still edit the Transmission Receipt

ID. This will only be done in the instance that it was entered incorrectly. This value

must match exactly what was provided by the IRS so that when the correction file is

submitted, all records can be matched up accordingly.



28. When a Transmission is locked, if you navigate into Step 5 and try to create the

electronic submission file, you will receive a message indicated that the workfile is

locked and can no longer be created.

29. If, when you submit your Transmission it is returned to you as Rejected, when you

enter your Transmission Receipt ID in Step 5a, you will select the radio button for

“Rejected”.

30. Doing so will create a new Transmission number and display the Type as

“Replacement”.



31. This type of workfile will default to include all the exact same data as what was

submitted during your prior transmission. This allows you to correct exactly what and

who was already submitted so that your new file will not contain anyone outside of

what the IRS is already expecting to see.

PR 2890960 – FED ACA: Corrections for 1094-C Forms Added

Federal ACA Users: The system now has the capability to process 1094-C corrections.

1. Once you have finalized/locked a Transmission, a new Transmission will

automatically be generated for you. Within that new Transmission, Step 1

information (Employer Info) is “view only”.

Step 1 is “View Only” no matter what Type of Transmission is set (Original,

Corrected, Replacement).



2. Go to Step 5 and click Create Electronic Submission File(s).

3. When the Transmission Type is set to Original, you will be unable to create a 1094

Correction. The flag for these types of corrections is insensitive and a message in red

font states that no changes can be made to the 1094C unless a Correction

Transmission is being performed.



4. When the Transmission Type is set to Corrected, navigate to Step 5 and Create the

Electronic Submission file.

5. Now the 1094 Correction flag is available for selection.



6. If changes are necessary to the 1094 file, check the box. A message box displays to

show the Transmission, Submission, and Receipt ID that is going to be corrected.

7. When the 1094 Correction box is checked, sections 2, 3, and 4 become available for

modification. Employee Count information can be updated by clicking the Recalculate

Counts. (Do not use that option unless the employee count information being

reported needs to be modified from what the original file showed).



8. Also when the 1094 Correction box is checked, the Edit Employer Info button

becomes available. From this button, you are able to modify the employer data that

is otherwise found in Step 1. Making changes to the employer information here,

though, does not update the data found in Step 1.

9. The XML file layout has been updated for corrections.

PR 2890981 – FED ACA: Added 1094/1095 Rejection Logic

Federal ACA Users: When a Transmission is flagged as Rejected in the finalization process,

the next Transmission is created as a type of Replacement, and all the workfile records from

the Transmission that was Rejected are cloned to the new Transmission.



1. If you create a Transmission file and it is rejected by the IRS, as part of Step 5a, you

will need to enter the Transmission Receipt ID provided, as well as select the

Rejected radio set to indicate that that transmission was not accepted. Upon doing

so, a message will display stating that the current transmission will be finalized and a

new one will be created, are you sure you want to continue? By clicking Yes, you will

be opening a new Transmission.

This process is the same for both 1094/1095B and 1094/1095C Forms.

10904/1095C

2. Another message will display stating that all the workfile records from the prior

(rejected) Transmission will be cloned over to the new Transmission.



3. Go into Step 2. You will notice that the only option available to you is Modify

Current 1095C Workfile.

4. The employees listed in the workfile are those that were contained in the rejected

file. To update those employees, it is recommended that you go to Employee Profile

and make the appropriate changes. When you come back to Step 2, there is a Sync

option which allows you to update the employee data in the workfile to match what

is found in Profile.



This can be done per individual by highlighting on the employee, clicking the Sync

button, and selecting Sync selected employee.

5. A message will display indicating that the selected individual will be removed from

the current workfile and re-added with their current ACA Information found in Profile.

6. A Sync Parameters screen displays showing the employee selected and allows you to

make updates, if necessary, to the Self-Insured Options. Click OK.

7. When the process has finished, a message will display indicating that the record has

been sync’d.



8. You can also Sync all employees at the same time. To do so, click the Sync button

and select Sync all employees.

9. A message displays indicating that first a parameter screen will display allowing you

to include/exclude the employees you want to update. Click Yes to continue.

10. The Parameters screen has a browse which displays all the employees currently

included in the Sync process. You have the ability to add additional employees or

remove existing employees by clicking the Ind Empl button. You can also update the

Self-Insured Options for each employee.



11. A message displays indicating when the process has completed and indicating the

total number of records that were sync’d.

12. If you want to manually add an individual to the workfile, you will click the Add

button. You will be able to select the employee you wish to add. Note: You can only

manually add someone to the workfile who has previously been submitted. If no

original record is found for the individual, you will not be able to add them to the

workfile.



13. If you create a Transmission file and it is rejected by the IRS, as part of Step 5a, you

will need to enter the Transmission Receipt ID provided, as well as select the

Rejected radio set to indicate that that transmission was not accepted. Upon doing

so, a message will display stating that the current transmission will be finalized and a

new one will be created, are you sure you want to continue? By clicking Yes, you will

be opening a new Transmission.

This process is the same for both 1094/1095B and 1094/1095C Forms.



1094/1095B

14. Another message will display stating that all the workfile records from the prior

(rejected) Transmission will be cloned over to the new Transmission.

15. Go into Step 2. You will notice that the only option available to you is Modify

Current 1095C Workfile.



16. The employees listed in the workfile are those that were contained in the rejected

file. To update those employees, it is recommended that you go to Employee Profile

and make the appropriate changes. When you come back to Step 2, there is a Sync

option which allows you to update the employee data in the workfile to match what

is found in Profile.

This can be done per individual by highlighting on the employee, clicking the Sync

button, and selecting Sync selected employee.

17. A message will display indicating that the selected individual will be removed from

the current workfile and re-added with their current ACA Information found in Profile.



18. A Sync Parameters screen displays showing the employee selected and allows you to

make updates, if necessary, to the Self-Insured Options. Click OK.

19. When the process has finished, a message will display indicating that the record has

been sync’d.

20. You can also Sync all employees at the same time. To do so, click the Sync button

and select Sync all employees.

21. A message displays indicating that first a parameter screen will display allowing you

to include/exclude the employees you want to update. Click Yes to continue.



22. The Parameters screen has a browse which displays all the employees currently

included in the Sync process. You have the ability to add additional employees or

remove existing employees by clicking the Ind Empl button. You can also update the

Self-Insured Options for each employee.

23. A message displays indicating when the process has completed and indicating the

total number of records that were sync’d.



24. If you want to manually add an individual to the workfile, you will click the Add

button. You will be able to select the employee you wish to add. Note: You can only

manually add someone to the workfile who has previously been submitted. If no

original record is found for the individual, you will not be able to add them to the

workfile.

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