ACA Compliance Solution

ACA Compliance Solution 2017-10-16T12:59:16+00:00

ACA Compliance Solution
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Click here for GP Payroll Solution KB articles
Dependent Data Upload to the Cloud 2017-11-03T13:53:45+00:00

KB14-068

You only need to import dependent information if you are self-insured.  Your provider/carrier should be able to provide you the dependent information if you have not been tracking it.  This file includes the dependent information required for the system to fill out Part III of the 1095-C correctly. 

Dependents may be entered into the Cloud in 2 ways:

  1. Use the Excel Dependent template provided here and Upload as a text file from the Cloud Utilities/Upload & Import or…
  2. Enter them directly on the Cloud in the Maintenance/Dependent Benefit window

Let’s look at the First method:

  • Click Here for Dependent Excel Template
  • The Header must remain the same with the exception that Optional Columns may be deleted if you chose to or you can have all the column headers and leave the rows blank for those that are Optional.
  • The Spouse field cannot be empty, if the record is for a spouse then enter a 1. If the record is not a spouse, enter a 0.
  • You can enter the start date and end date as the date they started and ended coverage.  If they are continuing coverage, use 1/1/1900 as the end date.
  • Remember that this spreadsheet is for the Dependents only but links to the Employee through the Employee ID.  The Employee’s Part III automatically fills because the ACA Plan Setup has the self-insured check mark and they took health insurance.
  • The use of the Spreadsheet is good for mass import and will not duplicate if you upload it several times.  If you make changes the Cloud Solution will pick up the changes from the last import.

Now let’s look at the Second method:

This direct entry directly on the Cloud may be good for you if you have most of your dependent data already in the Cloud Solution from last year’s filing.  Then if you need to make a change you can edit and add a new dependent or put in an end date.  See the snap shot below.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:   11/3/2017 – Revision: 1.0

Applies To:
ACA Law
ACA Compliance Solution

Categories:  Dependents, Import of Data

Keywords:  Dependent, Import

Deleting Duplicated Hours and Re-Uploading – “Employee ID Not Found” 2017-10-18T08:40:12+00:00

KB14-067

Duplication of Hours will occur easily if transactions are uploaded more than once. This happens if:

  1. You accidentally upload the transactions more than once in the Excel upload or with the GP Connector
  2. If you see this error on the transaction upload “Employee Not Found…” beware! Do NOT uploaded transactions before you uploaded Employees SUCCESSFULLY. In this situation, the cloud solution is saying we cannot find an ID to attach these transactions. The fix is to upload the employees successfully every time before you upload transactions. That way the new hires will be in the system and a transaction upload error for these employees will not occur. 

You need to know the following about situation 2: All the other employee transactions that were not in error did go in and duplication of hours is possible with the next upload. This will occur when you upload the entire corrected employee file the second time. **Notice this is different from an erred Employee File. When an error occurs with an Employee file, the entire upload is stopped until you fix it and re-upload.

To see if you have duplicated hours, go to the Alerts and Reports/ACA Reports/Employee/Monthly Hours Breakdown and pull up the year that was uploaded giving that error. Look on that report for the month or months that the duplication started. For a FT Salaried employee the month should show 160 hours except for 2 months that show 240.

Then go to Maintenance/Transactions and filter for the Check Date or Start Date of when the duplication began. Delete all Viewable Records. See below. Then re-upload, first employees, then, transactions with the Spreadsheet or GP Connector beginning when you deleted.

The Step-by-Step fix on the Cloud for duplication of your hours through the transactions upload is as follows:

  1. On the Cloud Solution go to Maintenance/Transactions.
  2. Filter for that check date or start date that was uploaded more than once.
  3. Change the “Display a maximum of” to more than the total transactions
  4. DELETE ALL VIEWABLE RECORDS on the blue line.
  5. Re-upload the transaction file (after a successful employee upload)

For example: If you filtered “is equal to” 8/18/2017, then those are the transactions that went into the Cloud for that duplicated upload. You will need to Delete All Viewable Records (the white letters on the long blue line) because you do not want to duplicate hours when you re-upload the 8/18 check date (after uploading employees).

Another example of a larger range of duplicated transactions needing deleted is below.  Deleting From after 3/1/2017 To the present.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 10/17/2017 – Revision: 1.0

Applies To: ACA Compliance Solution
Categories: Import of Data
Keywords:
Deleting, Duplicated

Date Conflicts with Existing History Record ERROR 2017-10-18T14:30:20+00:00

KB14-066

This Conflict in History error is because what you are importing from your payroll system as the Hire Date (or Adjusted Hire Date) or Last Day Worked (Termination Date) does not match what is already in the Cloud for this employee. You will need to change one or the other and re-upload.

Here is how you would change this in the Cloud: Go in the Cloud to Maintenance/Employee. Filter for the employee in error. Click on Edit for that employee. This brings up the Payroll Employee Maintenance Card. Scroll down and click on the 2nd blue View History button (or the window may be already open) and see what the dates are. Then change them to match your Employee Payroll Upload and Update at the bottom of that screen and the next one it takes you to. See below. Then re-upload your employees.

Remember that an employee error prevents all the employees from being uploaded and must be fixed before attempting a transaction upload. However, transactions will upload to the Cloud for all the Employees who do not error. If you would upload the transactions prior to employees successfully being imported, some will error saying “Employee ID Not Found in System,” most likely New Hires that are not in the system. But remember that the transactions for the employees that did not error are imported and you will duplicate hours with the next upload. Look at another KB on how to fix duplicated hours.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 10/17/2017 – Revision: 1.0

Applies To: ACA Compliance Solution
Categories: Import of Data
Keywords: Conflict, Error

 

Printing Forms for Mailing to the IRS – Best Practices 2017-10-18T09:29:51+00:00

KB13-053

On the IRS payroll industry call August 3rd, 2017, the IRS requested payroll software providers to educate users of their software on the best practice approach for printing forms for mail to the IRS. The Integrity Data ACA Compliance Solution provides the ability for users to print forms 1094-C and 1095-C. These forms can be printed and mailed to employees as well as the IRS. When users are printing forms to be sent to the IRS, there are a few important items to remember:

  1. Do not use the envelope version of the 1095-C. This copy should only be used for distribution to employees.
  2. Do not mask the employee SSN. The SSN should only be masked when distributing forms to employees.
  3. Do not include the instructions when printing forms. The IRS specifically requested that users not send the instructions with the forms.
  4. Do not duplex print the forms. Duplex printing is preferred when printing the copy for the employee with the instructions included, but not when creating a copy for mail to the IRS.
  5. When printing forms, ensure you select to print “Actual Size.”


In order to ensure that copies of the forms are able to be processed by the automated IRS systems, it is important to ensure forms are printed in the correct manner. Please take care to follow all items listed above if not filing electronically with the IRS. It’s important to remember that the IRS recommends all employers to file electronically and all employers with at least 250 forms must file electronically. The Integrity Data ACA Compliance Solution includes the ability to file electronically.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 8/4/2017 – Revision: 1.0

Applies To: ACA Reporting Requirements, ACA Compliance Solution

Categories:  Year End – 1095 & Filing

Keywords: 1095-C, Forms, Printing

Setting Up Age Banded Health Plans 2017-10-18T10:09:06+00:00

KB14-064

Age banded setups are easily tracked in the ACA Cloud Solution and the 1095-C Part II will reflect accurately for each employee taking a particular band. Age Banded simply means that for different ages of the employee there is an incremental increase in the monthly health deduction. For example single employees between age 20 and 29 are offered a plan costing $95.00 per month. An employee from 30- 39, the cost is $150.00. An employee between 40 and 49, the cost is $210.00 and the cost over 50 years of age is 290.00.

Each of these plans would have a different plan name with the upload. For example: HEALTH20, HEALTH30, HEALTH40, and HEALTH50. You will then set up the ACA Plan accordingly for each band offering, as the example for two of the four below.

The ACA Information Assignment window must be completed in order for the 1095-C Part II to accurately reflect the different offerings of Heath to different segments of the employee population.  Those descriptions will need to be uploaded in the User Defined column (or Department or Job Title but usually User Defined) for those that actually take the insurance in an age band.  See below.

The system then searches for a User Defined of Health20 and on that employee’s 1095-C line 14 a 1A is assigned as dictated by the HEALTH20 ACA Plan of a Federal Poverty Line Safe Harbor. The other three plans are set up as Rate of Pay Safe Harbor in the ACA Plan and show as follows:

  • A Health30 employee would show on Part II, 1E/$150.00/2H for lines 14,15,16.
  • A Health40 employee would show 1E/$240.00/2H.
  • A Health50 employee will show 1E/$290.00/2H.

All other employees who do not fall in an Age Band Health Plan or elect not to take health insurance would default to the ACA Plan BCBS attributes that your company offers, as showing above in this ACA Information Assignment window and in the ACA Plan window.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Knowledge Base: http://www.integrity-data.com/knowledge-base/
Videos: http://www.integrity-data.com/video-library/

Last Review: 7/20/2017 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  ACA Plan Setup

Keywords: Age Banded

Action to Remove the RED Banner on the Dashboard Page 2017-10-18T10:24:02+00:00

KB14-063

This red banner displays when the current employee count is greater than the allowed employee tier level that your company has purchased through Integrity Data sales. For example if you have purchased a tier level of 1000 employees maximum and you have uploaded into the system 1028, then this banner will tell you that you are 28 employees over the tier limit.

So, what can you do? You have two options:

  1. Call or email Integrity Data sales and they will explain your upgrade options.
  2. You can delete inactive and terminated employees from the Maintenance/Employee window. When employees are deleted, their employment history is also deleted. If you feel that you may rehire them, you may not want to delete them. We recommend that you download the IRS Retention Package for each of your company’s filings before you delete employees.

Here is the procedure to find and delete employees from the Maintenance/Employee screen.

  1. Click the 3 dots on the header of the first column. Select Columns. Add 2 more columns to the field, Terminated Date and Inactive. See the columns added at the right of the screen.

  2. Click on the three vertical dots on the Inactive column.  Select “is true”.  Scroll to the bottom of the page and see the number of Inactive available.


  3. Click on the three vertical dots on the Terminated Date column.  Select Filter.  Change to “is before” and insert a date that you are comfortable with.  Filter.

  4. Check the number at the bottom of this filtered date.   When you have the desired targeted number of Inactive and Terminated employees to eliminate, click on the white letters “DELETE ALL VIEWABLE RECORDS” on the big blue line at the top.

  5. At the top right corner of the Cloud page click on Log Out. Then Log In again to the system.  The red banner will be gone and you can proceed to any of the Cloud operations.  

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 7/14/2017 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  About The Cloud

Keywords: Red, Banner, Delete

 

Correcting Common Transaction Import Errors 2017-10-18T10:29:13+00:00

KB14-062

Before importing transactions for the first time:

Please be sure to follow the required fields and data requirements that are provided to you in your initial import templates. These outline what information needs to go into the document, maximum character lengths and required information. If your import document does not need an amount specified, use a zero instead of leaving the field blank.

Blank error report

A blank error report is an indication that –

  1. A department that is blank or too long
    • Department is a required field. Please make sure this is populated when trying to import
    • The department field allows a maximum of 30 characters, including spaces. If your department name is too long, please shorten it to 30 characters or less and try to import again
  2. A header is misspelled, has a space when no space is needed, or in the wrong order
    • When using the import templates as a guide for importing transactions, never modify or reorganize the column headers. This will cause a blank error message
  3. Hidden column in your Excel file
    • Before attempting to import, make sure that all columns and rows in the Excel file are unhidden
  4. Row 1 of the example template was not removed before trying to import
    • On some example import templates there is a row 1 that states “Remove before importing.” Make sure that this row has been removed.

Employee ID not found in system

This error is displayed when the employee ID for the specified transaction is not in the system. Always remember to upload employees first. If you encounter an employee import error, none of the records are updated in the system – is it important to successfully import employees and then move on to transactions.

This error (in conjunction with other errors) can also appear when there are extra blank rows at the very end of the .txt file that you are trying to import. In order to correct these errors, open the .txt import file and scroll to the very bottom of the page. The last populated row should touch the bottom of the screen. If there is any blank space at all after the last record you should use the backspace button to delete it before trying to reimport.

*Note: When this error is received, all other transactions without error are imported into the system. Once the employee error is corrected, only import transactions for the employee IDs in error

Missing or invalid Period End Date / Period Start Date

This error appears when a date is in an invalid format or is missing. The period dates may only contain numbers and cannot contain alphabetical characters.

Company not Setup

When you are attempting to import transactions for a company that does not exist in the ACA Compliance Solution, you will receive this error. In the ACA Compliance Solution, navigate to Configuration > ACA Setup > Company and double-check that the company ID that you are trying to import is set up in the Compliance Solution.

Missing or Invalid Record Type

Record type is a required field in validations. Check to make sure all lines in the file have a record type assigned. There are four record types for use in the system :

  • 1 – Hours worked
  • 2 – Deduction amount
  • 3 – Benefit coverage
  • 4 – Used for certain safe harbor calculations

Formatting Employee IDs, SSN, Zip code and Zip Extension with leading Zeros

These steps should be applied to EMPLOYEEID (if needed – usually if the employee SSN serves as the employee ID as well), SSN, ZIPCODE, and ZIPEXTENSION columns.

Step 1
Highlight the entire column in Excel and right click. Choose Format Cells

Step 2
Choose Custom and erase the word “General”

Step 3
Formatting SSN – Input nine zeros into the text field and click OK
Formatting Zip code – Input 5 zeros
Formatting Zip Extension – Input 4 zeros

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 6/28/2017 – Revision: 1.0

Applies To: ACA Compliance Solution

Categories:  Import of Data

Keywords:  Import Errors

ACA Compliance Product Release Notes for 3.3 2017-10-20T11:42:15+00:00

KB14-061

General Changes:

  • User ability to invite support personnel to a control session
  • Performance improvements for report processing
  • Minor underlying platform improvements

 

Invite support to a control session

As a user of cloud services ACA compliance Solution you now have the ability [if directed by a Customer Care Representative] to activate a support control session.

As the name implies the session gives the customer care representative the ability to log into, and actively manage, your tenant. This can be useful during a troubleshooting session or for reporting problems. This type of session is time-limited, requires explicit permission on your part, and constitutes your granting access to allow the representative access to your tenant and data.

**NOTE: This is not meant to be used as a substitute for implementation services or for minor issues. It is a tool to be used when both the client and customer-care team representative mutually agree on this course of action.

**Important: Simply clicking on the “Create Support Session” button will not create a trouble ticket or notify customer care of an issue. That should be done before taking this action. See the steps below for a preview of the functionality.

 

Performance improvements for report processing

The Cloud Services ACA Compliance Solution will now handle report requests and queuing more efficiently. This should allow more simultaneous users to access the system resulting in better performance for all during peak times.

 

Minor underlying platform improvements

Improvements not visible to the user such as database optimization and code streamlining.

 

Steps to invite support to a control session:

  • Navigate to Global Settings > User Management
  • Click on “Create Support Session”

 

When the Support User Lookup appears:

  • You can change the expiration date and time (it defaults to 24 hours from opening the Support User Lookup)
  • Select the radio button next to the name of the support representative you are speaking with
  • Click the Create Session button

 

The Support User Lookup box will close. Refresh the page in order to see the support session countdown. The chosen support user now has the ability to access your tenant. 

The session will expire automatically or you can choose to End Session. This will disconnect your support session and the support user will no longer have access to your information.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 6/22/2017 – Revision: 1.0

Applies To: 
ACA Compliance solution

Categories:  About The Cloud

Keywords:  Release, 3.3

Monthly Initial Measurement Period Report 2017-10-18T10:34:57+00:00

KB14-060

If you will click on “Version” in the upper right of the Cloud screen found below the ?, there is an explanation of changes made in the latest release version for reports. See below.

 

The setup window for eligibility now serves a dual purpose. If you do not check the bottom two boxes, it will run the large full PT employee population who are being tested in their Initial Measurement Period (IMP) and shows how far along each employee is and their projected status if they continue working those hours until they finish. If you select the last box it will run the Monthly IMP, as before, for the month entered in the cutoff box and show who has completed the 12 month test and their eligibility status.

In my third screen shot (the full IMP report) example Betty Willis (and the other 4) show as 12 months Expiring. They finished their IMP in June and will be eligible for insurance and the status warns you that they are expiring. These 5 are also shown by checking the last box (shows the Monthly IMP) as finishing in June (Cut-off Month) but only Betty Willis has enough hours to be eligible for coverage. See the second screenshot.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 6/13/17 – Revision: 1.0

Applies To: 
ACA Compliance Solution

Categories:  Eligibility Reporting

Keywords:  Monthly IMP

 

Fixing TIN (SSN) Validation Errors from the IRS 2017-10-18T10:39:24+00:00

KB14-059

By far the most common error message received from the IRS on a given employee’s 1095-C form are the two in red above. In IRS speak, this means a social security number (SSN) that was specified on the 1095-C does not match what the IRS database has on file for the name provided. This could be for either:

  1. The employee themselves and/or (the second one in red above)
  2. An employee dependent (if part III of the 1095-C was populated) (the first one in red above)

The IRS does not indicate which data element may be in error (Name or SSN), it only says the combination doesn’t match. Therefore, you need to check both the spelling of the person’s or dependent’s name AND potentially the SSN.

Common reasons for mismatches are:

  1. Use of maiden name or married name in the system when IRS has something else on file
  2. Mis-typed information or bad data entry
  3. Employees using fraudulent SSN numbers (common for non-citizens)

As an employer you are expected to go to some reasonable measure of effort to secure the correct combination of SSN and Name for the forms. IRS publication 1586 generally outlines these efforts and guidelines for that. This document is somewhat intimidating and complex, but in general as long as the employer conducts 3 solicitations from the employee for correct information, (and in a given timeframe) then they will have met reasonable standards for attempting to get correct information. Yet there are situations where:

  1. Employer cannot obtain the correct information (non-compliance by employee or employee leaves)
  2. Employer has verified that the information is indeed correct, but IRS has stale information

In those cases there is nothing you can do to force a resolution. Employers need only demonstrate they made reasonable attempts to obtain the information.
Whether you are able to make a correction or not, the steps for addressing this in the Integrity ACA solution are similar. You first begin with the IRS filing page where your first indication of such an error is indicated.

 

The Company DBI has an error and we don’t yet know what it is. Clicking “Edit” allows us to see and make potential corrections:

The screen changes to this and looks like Sebastian Jones has an error:

 

Click the error report to see what the error is:

 

Based on the report, it looks like this is a classic case of TIN Validation error.
“OtherCompletePersonName” is IRS talk for “Name.” Basically, the name and SSN don’t match.

 

Go back to the previous screen and let’s correct the error. There are two ways to do this.

Click Edit on the Company line in IRS Filing that contains the 1095-C errors.

This will open the Filing Activity window.  Click on the down arrow on the light gray 1095-C Status header and choose the second, “sort descending”.  This brings all the errors together.

 

Option #1 If you are confident that your data is good then click the “Ignore” button. This sets the status of the 1095-C to ignored and removes the error condition. Technically nothing is done to the 1095-C. It simply is not going to be fixed because your data is good and the IRS is either wrong or will never reconcile with yours. Nothing else to do. Please remember to make your solicitations and show due diligence before deciding to ignore. Please also note that if you do indeed decide to change something in the future you can “Un-ignore”, aka reinstate, the 1095-C to an error state and make a normal correction. The ignore process is thus a reversible event. If you Ignore a 1095-C, you will not send this back to the IRS!!

 

Option#2 If you have corrections to make then you can select to edit the 1095-C record by clicking “Edit” as depicted above.  Once you select edit the screen will change to the IRS Filing Activity Detail pane. See below for example.

 

There are three main tabs to this screen, but for SSN/NAME validation errors, all you need is on the first tab under Employee Detail / Payroll Employee. This is a quick edit access point for the employee record. The highlighted areas above shows you what you will likely need to change or correct for an employee. (Aka either Name or SSN)

If the Error is for a Dependent, you will select the blue “Employee Coverage” at the top. Scroll down to Part III and edit what is needed and Update.

NOTE!!! Once you are done with the edits you MUST select to update record by scrolling down and then clicking the Update button. This updates the record and changes the IRS status on the back end to Corrected. That status is extremely important so the system knows to send your corrections properly to the IRS.

Make your changes, then scroll.

 

After you click update, check for the green confirmation below

At this point you can navigate to other errored 1095-Cs you may have by navigating “previous” and “next” OR you can simple exit by clicking “Close” in the lower right corner.

You have now handled your corrections for SSN/NAME validation (or other errors) and can return to the IRS Filing page to refile only the corrected forms with the IRS.  You must check to see that the box is checked for the ones you are sending back and only those.  You do this by clicking on the blue 1095-C button at the end of the Company line in IRS Filing.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/10/2017 – Revision: 2.0

Applies To: ACA Compliance Solution

Categories:  Year End – 1095 & Filing

Keywords:  TIN, Validation

 

[VIDEO] Why isn’t this employee getting a 1095-C form? 2017-10-18T10:48:41+00:00

KB14-057

Our support team has been busy answering the following questions:

  • Some employees are getting forms and I don’t know why
  • Some employees are NOT getting forms and I think they should

In order to fully understand when our solution creates a form, it is important to ensure there is a clear understanding of the requirements for reporting from the IRS. I have broken down various scenarios below. Pleaser review these and then consider your employee group in context.

Full Time Employees
When an employee is hired with the reasonable expectation that they will work in excess of 30 hours per week, their ACA Employment Status on the Employee Maintenance page should be set to “ACA Full Time”. In this situation, the system will create a form for the employee once their waiting period has been completed. Thus, an employee hired in December 2016 with a 60 day waiting period will NOT get a form in 2016. This is because the employer is not *required* to extend an offer of coverage to that employee in December. Thus, the employee was never “eligible” for coverage in 2016 and therefore a form is not created.

Part Time Employees – Lookback Measurement Method
When an employee is hired and the employer does not have a reasonable expectation that the employee will work in excess of 30 hours per week, their ACA Employment Status on the Employee Maintenance page should be set to “Use Measurement Method”. In this situation, the system will measure the employees hours for two distinctly different periods of time (most oft these are 12-month periods).

The first period of time is the “Initial Measurement Period”. This typically begins on the first day of the month following the employment start date. The second is the ongoing “Standard Measurement Period”. At the completion of each of these measurement periods, the system will calculate the average hours worked per month during the measurement period and then make a determination as to whether the employee should be extended an offer of coverage. If so, the system assumes that the offer of coverage continues throughout the “Stability” period.

So, consider an employee who was hired in November of 2015. Their 12-month Initial Measurement Period would run from December 2015 until November of 2016. At which time, if the employee has averaged in excess of 130/month, the employer has a period of time (aka the “Administrative” period) to extend an offer of coverage. Let’s say the employer has a 2 month Administrative period. The employer would extend an offer of coverage effective February of 2017. This employee would never have been eligible for an offer of coverage in 2016, therefore, the employer is not required to report for this employee and our system will not generate a form.

Next, consider an employee who was hired several years ago. Let’s assume that their Standard Measurement Period goes from October through September and that the employer has a 3 month Administrative period. This setup is common for calendar year plans. In this situation, when we are creating forms for reporting year 2016, the time period for which transactions are evaluated in order to determine whether or not an employee should be extended an offer of coverage and, as a result, should receive a form is from October of 2014 through September of 2015. See the image below for clarification.

Just because an employee averages in excess of 130 hours per month in 2016 has no bearing on whether they get a form for 2016. This employee would need to average in excess of 130 hours per month from October of 2014 through September of 2015.

Summary
So to answer the questions from above, answer the following questions:

  • Are they a full-time or part-time employee?
  • If full-time, have they completed their waiting period?
  • If part-time, are they eligible for an offer of coverage based on their hours during the Initial and Standard Measurement Periods?
  • How are your Standard Measurement Periods setup?
  • How long is your Initial Measurement Period?

Once you have answered these questions, you will likely be able to ascertain whether or not they should receive a form.

One setting within our system that can help you identify why an employee is not getting a form is the “Only Generate 1095-Cs for Eligible Employees” checkbox on the Company Setup page. This is typically marked by default so that you do not create superfluous forms. However, you may unmark this checkbox for each company and rerun the Year End Close process to recreate forms for “ineligible” employees as well.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 2/15/17 – Revision: 1.0

Applies To:
ACA Compliance Solution

[VIDEO] What you need to do before e-filing for 2016 reporting 2017-02-23T14:01:57+00:00

KB14-055

Before e-filing it is strongly recommended that you:

  1. Make sure data is ready to send (1095-Cs and 1094-C for tax year 2016)
  2. Validate your 1095-Cs
  3. Re-run a year end close if a large number of errors are found or you last ran your year-end close prior to 1-12-2017. (Please note this will overwrite your existing 1094-C and 1095-C data and recalculate those values.) This is not mandatory if you are happy with your data as it stands.
  4. Before running year end (if you choose to do so):
    a. Verify ACA plan setups
    b. Verify ACA Assignment Setups
    c. Verify Standard Measurement Period Setups
    d. Make sure 1094-C pre-requisites are filled out
  5. Check your data again for the following. The IRS will reject returns unless you verify that:
    a. Zipcode extensions are “0” (which means none) or 4 digits long (anything else will reject). These are found on Employee Maintenance records.
    b. Apartment or suite numbers with a “hashtag” is followed not by a space. AKA change this: # 108 to this: #108. These are found on Employee Maintenance records or company setup records.
  6. When sending to IRS, make sure to check the “select 1095-C” button each and EVERY TIME you go to file (originals, corrections, replacements, etc.). Also note that you may need to check each page of the select 1095-C if you have many pages worth.
  7. Be patient with the IRS. After our transmission is in a “Pending” state it could take 1 or 2 days for an updated status.

E-Filing has Released for 2016 Reporting [VIDEO]

E-Filing has Released

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 1/30/17 – Revision: 1.0

Applies To:
ACA Compliance Solution

Significant Features to the ACA Compliance Solution 2017-10-20T11:44:04+00:00

KB14-053

Year-End Wizard
The solution has been enhanced to include a year-end wizard which will step you through all of the necessary steps for closing out a year and preparing the system for the next years monthly reporting. This process includes verifying existing information, ensuring prerequisite information is in place for the reporting year, creating, reviewing, printing and emailing/mailing the IRS forms as well as automatically creating next year’s setup information. You will be able to easily see progress along the way and save your work as you go. The wizard will also assist you in sending your final forms to the IRS.

Removed IRS Mandated Values
You will no longer need to key in values for the Federal Poverty Line Amount and Percentage and the Break in Service Weeks. Instead, we will auto-populate these values for the appropriate year.

Easier Viewing of Year-End Information
We have added new reports to more easily review 1094-C & 1095-C information. In addition, new user interface components have been added to make it easier to preview your IRS forms. A new page has been added to allow you to see all forms previously created within the system.

Inactivate Your Accounts
System administrators can now inactivate user accounts to ensure certain users cannot access the system after an employment change, like termination or position changes.

Enhanced Company Selection
The solution has been enhanced to allow you to more easily select the appropriate company record, displaying information like EIN and company name, as well as a new “DBA” designation for companies that share an EIN.

Year-End Close Enhancements
The year-end closing process (the coding of the 1094/5-C forms) has been enhanced to handle some previously challenging user scenarios. The process can now more easily handle employees that work for multiple companies, have position changes, become subject to different health plans or measurement periods or have service breaks. For multi-EIN self-insured employers, your account can now be configured to identify the company which sponsors the ACA plan to ensure Part III of the 1095-C is populated for the correct company. The 1094-C prerequisites have been modified for the 2016 reporting year. The year-end close process will now allow closing entire control groups at once rather than one company at a time. Break in service calculations have been added to the year-end process. These enhancements will ensure forms are properly coded for the correct companies.

Tracking Employment History
The solution has been enhanced to allow you to track historical employment information in order to ensure the system can correctly track changes in employment that may affect health insurance eligibility determinations. The import process has been enhanced to automatically create history records when importing changes, either through the Upload & Import Utility or through a connection from ERP systems.

ACA Employment Status Tracking
The solution will now allow you to assign an “ACA Employment Status” separate from an employment status. You no longer must change an employee’s employment status in order to properly configure an employee for eligibility and ALE determinations. The ACA Status Utility has been enhanced to allow you to automatically assign the correct ACA Employment Status based on hours of service. Employees can be set to be “Form Exempt”, allowing their service hours to be included in ALE determinations and 1094-C calculations without having a 1095-C form created for these employees.

2016 IRS Form and e-Filing Schema Changes
The solution has been enhanced to include the ability to print the IRS forms using the new 2016 IRS form layouts. The new allowed values for line 14 (1J/1K) are now supported. In addition, the system has been enhanced to support the new IRS schemas for e-filing the 2016 reporting year forms. However, this functionality will not be enabled until sometime in January of 2017 when the IRS begins accepting the new schema changes.

1095-C Line 15 Overrides
You can now upload special transactions (Type 4) to override the line 15 amounts on the 1095-C. Rather than using values from the ACA plan, the solution now allows the year-end close process to calculate unique line 15 amounts for different employees.

Dynamics GP Cloud Connector enhancements
The following changes have been made to enhance usability within Dynamics GP
• Part-time employees stored as “Interns” within Dynamics GP can be stored as part-time in the Integrity ACA solution
• An employee ID range has been added for uploading employees
• Hourly & unit based transactions can now be factored by a multiplier as they are sent to the ACA solution
• Non-employee exports can be restricted based on the employees being sent to the ACA solution
• The main window has been simplified to ease use of the connector

 

Questions / Resources
If you have questions or comments please email Support@integrity-data.com.
If you would like to search for information and resources for Integrity Data products check out the following sites:

• Knowledge Base: http://www.integrity-data.com/knowledge-base/
• Videos: http://www.integrity-data.com/videos-library

Last Review: 5/17/2017 – Revision: 2.0

Applies To:   ACA Reporting Requirements, ACA Compliance solution

Categories:  About The Cloud

Keywords:  Year-End
 

Download the Retention Package 2017-10-18T14:24:41+00:00

KB14-054

A retention package contains all the necessary information that a company would need should the IRS want to audit 1095-C and 1094-C information. This will include copies of the forms (1095-Cs and 1094-Cs) and the necessary electronic filing information. Generally speaking, it is best to create the retention package once all electronic submissions are complete in the system, including corrections. 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 1/17/17 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  Year End – Prerequisites 1094-C

Keywords:  Retention

Logging Out of the ACA Compliance Solution 2017-10-18T14:25:39+00:00

KB14-052

When you are finished with your session in the ACA Cloud Solution, it is best practice to click the “log out” hyperlink in the upper right hand corner of the screen, pictured below.

aca-logout

Simply closing the browser is not enough. When another user navigates to the ACA Cloud solution the session can reopen without requesting a password to log in. By logging off each time you are finished, this ensures that unauthorized changes do not occur within your system by forcing the next user to log in with their username and password. As well as keeping unauthorized users out, this also makes sure that users cannot make changes within the system under the previous user’s credentials.

Questions / Resources
If you have questions or comments please emailmailto:Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:
• Knowledge Base: http://www.integrity-data.com/knowledge-base/
• Videos: http://www.integrity-data.com/videos-library

Last Review: 5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  About The Cloud

Keywords:  Log Out

Criteria for Reporting Union Plans with the Multi-Employer IR Safe Harbor 2017-10-20T11:39:56+00:00

KB14-051

It has nothing to do with union fees. The multi-employer plan transition relief (2E) provides that a contributing employer is treated as offering coverage, and generally protected from a penalty, if the following three criteria are met:

  1. The employer is required to contribute to a multi-employer plan on behalf of an employee pursuant to a collective bargaining agreement
  2. Coverage is offered under the multi-employer plan to employees who meet the plan’s eligibility rules
  3. The coverage offered by the plan is affordable and provides minimum value

The key here is IF the collective bargaining agreement stipulated that the employer contribute for health coverage. If a union contract stipulates the employer contribute to a health plan, then the theory is that the employer did not have 100% control of the ACA guidelines. If the contract does not stipulate any health coverage then the employees would be handled as any other employee.

If the plan is self-insured, they must report each individual covered under Part III of the 1095-C.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 9/7/2017 – Revision: 1.0

Applies To:
ACA Compliance solution

Categories:  Year End – 1095 & Filing, ACA Plan Setup

Keywords:  Union, Multi-Employer

Using Intern/Other for Employee Classification 2017-10-18T14:27:21+00:00

KB14-050

There are only three scenarios to use this:

  1. Volunteer employees who are just being paid for reasonable expenses
  2. Students performing work as part of the federal work study program or a substantially similar program of a state or political subdivision
  3. Members of religious orders where service work is performed by an individual who is subject to a vow of poverty.

Other than these three, there is no reason to use this classification.  They will be tested as a Part Time Employee. Classify them as Part Time unless any of the 3 above situations exist.  If you are using Great Plains payroll and the Connector, you can check the box at the bottom of the employee box of the Connector and that will label Intern/Other as Part Time.
Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 9/7/2016 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  Import of Data

Keywords: Intern, Other, Intern/Other

FMLA (Unpaid Leave) is Needed for PT and FT Testing 2017-10-18T14:28:06+00:00

KB14-049

Not really. The reason you should use it for ALL employees is that if a full time employee decided to go part time, the employer is obligated to treat them and test them as if they were a variable hour employee for the entire latest test period completed (SMP or IMP) in order to see if they would continue to be eligible in a corresponding stability period.

If you do not use the FMLA (Unpaid Leave) for a full time employee and this scenario comes – going from full time to part time – you would not be crediting the employee with the right amount of hours.

See this KB link for further information: http://www.integrity-data.com/?s=14-046&lang=en

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 9/7/2016 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  Hours of Service

Keywords:  FMLA, Unpaid

 

Set Up of the ACA Plan for No Offer of Coverage 2017-10-18T14:28:57+00:00

KB14-048

You would have to setup at least two plans.
1) For the management and
2) For the no offer.

Keep in in mind that even if you have a no offer you must have an ACA Plan setup for that scenario that would have none of the boxes click (MEC, MV, Employee, Spouse, and Dependent). It would not be a qualifying offer and would have no safe harbor. You do need to put in a date range as there will probably be a time when you do become compliant.

You would use the “no plan” ACA Plan as the least cost option.

For management that took the coverage, the system will look at their plan and report the attributes of that plan. For everyone else it will report the no plan.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 9/7/2016 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  ACA Plan Setup

Keywords:  Hammer, no plan

 

Explaining the Law for Reporting Retirees 2017-10-18T14:09:11+00:00

KB14-047

The only time retirees come into play for reporting is if the retiree was enrolled in a self-funded employer sponsored health coverage. Fully insured – Nothing on our end needs to be done as the carrier will do the reporting via 1095-B. However, if the plan the retiree is enrolled in is self-insured then the company must report them on Part III of the 1095-C and reflect their coverage period. For Part II you would put in 1H/2A for the months they were retired. In some cases, that may be the entire year. We do not need any transactions for coverage.

The start date of coverage and end date of coverage on the Dependent maintenance is what drives what is reported on Part III. The retiree would be put in as if they were a dependent (we are changing this from Dependent Maintenance to Self-Insured Maintenance). The system will report them in Part III.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Compliance Solution

Categories:  Year End – 1095 & Filing

Keywords:  Retirees, 1G

Penalty for No Dependent’s SSN for a Self-Insured Plan 2017-10-18T14:54:22+00:00

KB13-052

It is true that businesses that are self-insured must report a Social Security Number for every covered dependent they identify under Part III of IRS Form 1095-C. A penalty could be assessed for failure to supply the TIN (TIN stands for Taxpayer Identification Number which refers to the SSN)

However, Notice 2015-68, states as follows, “Specifically, the IRS will not impose penalties under §§ 6721 and 6722 on reporting entities that can show that they have made good faith efforts to comply with the information reporting requirements. This relief applies to incorrect or incomplete information, including TINs or dates of birth, reported on a return or statement. The preamble to the § 6055 regulations also notes the general rule that, under § 6724 and the related regulations, the §§ 6721 and 6722 penalties may be waived if a failure is due to reasonable cause, that is, the reporting entity demonstrates that it acted in a responsible manner and the failure is due to significant mitigating factors or events beyond the reporting entity’s control. Information reporting under § 6055 is subject to the penalty provisions of §§ 6721 and 6722 for failure to file a correct information return or to furnish a correct statement. See § 1.6055–1(h). Penalties may be waived under § 6724(a) if the failure is due to reasonable cause and not willful neglect; that is, if a reporting entity demonstrates that it acted in a responsible manner and that the failure is due to significant mitigating factors or events beyond the reporting entity’s control. See § 301.6724–1(a)(1). Under § 301.6724–1(e), a reporting entity acts in a responsible manner in soliciting a TIN if the reporting entity makes (1) an initial solicitation when an account is opened or a relationship is established, (2) a first annual solicitation by December 31 of the year the account is opened (or January 31 if the account is opened in December), and (3) a second annual solicitation by December 31 of the following year. Additionally, a reporting entity is not required to solicit a TIN from an individual whose coverage is terminated.”

The 2015 e-filing to the IRS has accepted a birth date if a SSN cannot be obtained. This does not cause an error when you e-file.

Remember, you must comply and keep on file your attempts to gain the SSN from the employee as required above.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 6/10/2017 – Revision: 1.0

Applies To:
ACA Law
ACA Compliance Solution

Categories:  Dependents

Keywords:  Dependent, SSN, TIN

 

Explanation of Hours of Service 2017-10-18T14:39:21+00:00

KB14-046

An Hour of Service is credited to an employee based on the following ACA Law criteria:

  • Each hour for which an employee is paid, or entitled to payment, for the performance of duties for the employer, and
  • Each hour for which an employee is paid, or entitled to payment by the employer for a period of time during which no duties are performed due to vacation, holiday, illness, incapacity (including disability), layoff, jury duty, military duty or leave of absence.

Exclusion from the definition of hour of service is provided for services performed in certain capacities, which are not counted as hours of service for purposes of the employer shared responsibility provisions:

  • Volunteer employees – Hours of bona fide volunteer service for a government entity or tax-exempt organization do not count as hours of service.
  • Students performing work-study – Hours of service do not include hours performed by students as part of the federal work study program or a substantially similar program of a state or political subdivision.
  • Members of religious orders – a religious order is permitted to not count as an hour of service work performed by an individual who is subject to a vow of poverty. For this exclusion to apply, the employee must be a member of the religious order and must be performing tasks that are usually required of active members of that order.
  • Compensation that is not U.S. source income – Hours of service do not include hours for which an employee receives compensation that is taxed as income from sources outside the United States (generally meaning certain work overseas).

Further explanations on tracking within ID ACA Hosted Compliance Solution can be found on the User Guide under FMLA & All Unpaid Leave, Page 22. Click Here for User Guide.

Click Here for a Knowledge Base Article to help you to track hours for special considerations.

Click Here for a Knowledge Base Article for further explanation.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/27/2016 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  Hours of Service

Keywords: Service

Glossary of ACA Terms 2017-10-18T14:43:14+00:00

KB14-045

Yes, you can find them in the Definitions section of the IRS 2016 Instructions for Forms 1094-C and 1095-C.  Click Here

We also have a condensed understandable version of important glossary terms in our Integrity Data ACA Compliance User Guide, Part 7, Page 144. Click Here

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/10/2017 – Revision: 2.0

Applies To: ACA Compliance Solution, ACA Reporting Requirements

Categories:  About the Cloud

Keywords:  Glossary, Definitions

Understanding the Continual and Overlapping Testing in the IMP and SMP for PT Employees 2017-10-18T14:46:54+00:00

KB14-044

I need help understanding the continual testing in the IMP and SMP for my PT employees. When do I make offers of Coverage? How long do they stay on the insurance?

Q: Once a part-time employee becomes eligible for health care benefits through the ACA by working over an average of 30 hours per week over a 12-month lookback period, how long do they have to enroll in the health plan once the offer is made to them?

A: Once a variable hour employee has tested eligible for coverage in either a SMP or IMP, you must offer them coverage within the associated administrative period for that test.

Q: Do they get to choose to enroll again during the upcoming groups SMP open enrollment period if their respective stability period is not completed?

A: The natural process of testing is a measurement period, followed immediately by an administrative period and then followed immediately by a stability period. When one measurement period ends another immediately begins. With this scenario you will also find that the next testing period will end prior to the previous stability period ending. See the illustration below.

IMP SMP

As you can see from this example the second measurement period testing will be completed during the first measurement periods’ stability period. Notice that the stability period is continuous, when one ends the next starts. There are no gaps. If an employee tests eligible again in the second measurement period, their coverage continues. If they do not test eligible on the second measurement test but did on the first SMP, they remain on insurance until the first Stability Period ends.

Q: Our open enrollment period, administrative period, is during the last 2 calendar months of the year. If the employee simply does not enroll or does not choose to waive coverage, can the employer waive the coverage for the employee with notification to the employee?

A: You have to offer coverage, the employee is under no obligation to accept coverage. If they waive coverage you can assume they waive for the current stability period. Important to note is that all waivers are voided when the next testing takes place. Your question also points to assuming a ‘de facto’ waiver if the employee does not respond. That requirement changed late last year, 2015, when the budget reconciliation act was signed. Originally, employers with 200 or more eligible employees must automatically enroll them in health coverage or get a written waiver. That was repealed. Many of our customers are in the fast food business with multiple locations. They assume that any employee who was made an offer and did not respond has declined coverage. They keep track of the original offer letter and they provide one follow up letter.

Q: How do I track my new hires?

A: Each month new hires will become eligible based on completion of their Initial Measurement Period. Understand that in order for an employee to be tested in a Standard Measurement Period they must have worked the entire measurement period. New hires get their own initial Measurement Period that is tied to their hire date. To illustrate this look at the following:

IMP SMP 2

The bottom line is your company has multiple assessments going on at the same time; all continuing employees in a Standard Measurement Period and new hires in their Initial Measurement Period. You must monitor both to determine eligibility. Click Here for Knowledge Base Article.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/27/2016 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  Eligibility Reporting

Keywords:  Continual, IMP, SMP

Mail and E-File Reporting Requirements for Aggregated ALE with some EIN’s Less than 250 Forms 2017-10-18T14:51:23+00:00

KB14-043

Yes, the employer information reporting requirements are applied separately to each ALE member comprising the ALE, consistent with the approach used to determine any assessable payment. For example, each ALE member is responsible for its own information reporting requirements, and is not responsible for the information reporting requirements of any other entity in the controlled group comprising the ALE. Therefore, if you are an ALE member with less than 250 Forms 1095-C, you can submit paper returns.

Below are the definitions needed. Click Here for a KB Article on Aggregate ALE and EIN

Aggregated ALE Group.

An Aggregated ALE Group refers to a group of ALE Members treated as a single employer under section 414(b), 414(c), 414(m), or 414(o). An ALE Member is a member of an Aggregated ALE Group for a month if it is treated as a single employer with the other members of the group on any day of the calendar month. If an ALE is made up of only one person or entity, that one ALE Member is not a part of an Aggregated ALE Group. Government entities and churches or conventions or associations of churches may apply a reasonable, good faith interpretation of the aggregation rules under section 414 in determining their status as an ALE or member of an Aggregated ALE Group.

Applicable Large Employer (ALE).

An ALE is, for a particular calendar year, any single employer, or group of employers treated as an Aggregated ALE Group, that employed an average of at least 50 full-time employees (including full-time equivalent employees) on business days during the preceding calendar year.

A new employer (that is, an employer that was not in existence on any business day in the prior calendar year) is an ALE for the current calendar year if it reasonably expects to employ, and actually does employ, an average of at least 50 full-time employees (including full-time equivalent employees) on business days during the current calendar year.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/27/2016 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  Year End – Prerequisites 1094-C

Keywords:  250, ALE

Reporting Enrollment Information for Self-Insured Coverage for an Individual NOT an Employee on any Day of the Calendar Year, 1G 2017-10-18T14:59:06+00:00

KB14-042

An employer that sponsors a self-insured health plan may report enrollment information for individuals who were not employees on any day of the calendar year by entering code 1G, an offer of coverage to employee who was not a full-time employee for any month of the calendar year, on line 14 of Part II of Form 1095-C for all twelve months and completing Part III of Form 1095-C. See the illustration below.

Note, however, that Form 1095-C requires the recipient’s Social Security number (SSN) on line 2 in all instances. Form 1095-C cannot be used for covered individuals who have not provided a SSN to the employer regardless of whether the employer has requested the information.

Such individuals might include the following:

  • a non-employee director
  • a terminated employee receiving COBRA coverage who terminated employment in a previous calendar yea
  • a retired employee who terminated employment in a previous calendar yea
  • a family member (including a surviving spouse or dependent) of such a retired individual if the family member is receiving coverage independent of the individual, such as by electing individual COBRA continuation coverage.

All family members of the individual, who are covered individuals due to that individual’s enrollment, (for instance, a spouse of a retiree who is enrolled in the plan because the retiree elected their self plus spousal coverage) should be included on the same Form 1095-C as the individual who enrolls in the coverage.

For the ability to use Form 1095-B as an alternative to Form 1095-C for an individual who was not an employee on any day of the calendar year, see the instructions for Forms 1094-C and 1095-C.

enrollment info

Click Here for further details concerning Retirees and others.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 8/2/2017 – Revision: 2.0

Applies To:
ACA Compliance Solution

Categories:  Year End Close – 1095 & Filing

Keywords:  Self-Insured, COBRA, 1G

Explanation of why Column (b) of my 1094-C Part III is Blank 2017-10-18T15:01:46+00:00

KB14-041

It is supposed to be 0 if you have selected YES to the last circle on your 1094-C Prerequisite and YES that you are the authoritative transmittal company! This circle is stating that your company offered affordable coverage providing minimum value to 98% of your employees. This means all your employees, both FT and PT. Column (c) answers this Total Employee Count.

Column (b) does fill if you select NO on the 98% circle and YES as the authoritative transmittal company. It puts the FT Count in the column.  

 

These numbers in column (b) and (c) are driven from the Full Time Employee and Equivalents Report shown below.  

 

Questions / Resources

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Last Review: 5/10/2017 – Revision: 2.0

Applies To:  ACA Compliance solution

Categories:  Year End Close – Prerequisites 1094-C

Keywords:  Column (b), 1094-C

Dependents SSN’s are Required from Self-Insured Employers 2017-10-18T15:05:32+00:00

KB13-051

Businesses that are self-insured must report a Social Security Number for every covered dependent they identify under Part III of IRS Form 1095-C. Clarity that a SSN is required – and that a birth date is not an optional equivalent – came in a tucked-away paragraph of a recent IRS notice.

See the following Integrity-Data blog for further Details. Click Here

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/20/2016 – Revision: 1.0

Applies To:
ACA Reporting Requirements

Categories:  Dependents

Keywords:  Dependents, SSN, Self-Insured

Procedures to Print the 1094-C and Mail the 1094-C and 1095-C’s to the IRS 2017-10-18T15:09:53+00:00

KB14-040

If you are not required to electronically file (less than 250 forms), then you can mail the 2016 forms to the IRS by the deadline. Along with copies of your 1095-C forms, you must also mail a copy of the transmittal Form 1094-C for each company. The mailing address is found in the link below, 2016 Instructions for Forms 1094-C and 1095-C. The IRS requires that both the 1094-C and the 1095-C are printed in Landscape format.

There are a few steps to review before printing the 1094-C.

  1. Be sure the 1094-C Prerequisites window is completely and accurately filled out. For further guidance Click Here for the 2016 Instructions for Forms 1094-C and 1095-C. Keep in mind, the contact information that is filled out on this form is for who the IRS will contact with regard to either 1094-C or 1095-C returns. This window is found under the ACA Maintenance tab.

  2. Do you need to “reconcile” your 1094-C? Meaning, does it need to be recreated to accurately display the correct number of 1095-Cs and Part III and IV of the 1094-C? If yes, the “reconcile” button on the Edit 1094-C Maintenance window will perform this recreation. Simply key in the year, press “reconcile” and the form will re-create. You will NOT need to perform a year-end close for this to save. You will only need to “reconcile” the 1094-C if needed; if your 1094-C is already accurate prior to “reconciling,” there is no need to “reconcile.” This feature is available for our hosted compliance solution. The window appears as below.

  3. Select the IRS Forms/1095-C from the ACA Reports window and print. Be sure to select the Year 2016 and print one for each entity/company.

If you print the 1094-C and it is blank, review your setups on the 1094-C Prerequisites window.

Click Here for the ACA Compliance Solution User Guide for further explanations.

Please note that for paper returns, the IRS requires SSNs to be complete. This means that to get a full SSN to print on each 1095-C copy that you are sending by mail, you must make sure the “Electronic Filing Mask SSN” box is unchecked in the Company Setup field for each company. You will NOT need to rerun the Year-End Close, just go back to Reports/IRS Forms and print your 1095-Cs again. Do not worry about this matter if you are sending forms to the IRS electronically; in the upload for 1095-C copies, the full SSN will be appended.

 

Questions / Resources

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Last Review: 5/17/2017 – Revision: 2.0

Applies To:  Microsoft Dynamics GP, ACA Compliance Solution

Categories:  Year End – Prerequisites 1094-C

Keywords:  Mail, Print

 

Monthly Requirements for ACA Eligibility Reporting 2017-10-18T15:13:18+00:00

KB14-039

You are correct in that you do need to bring in certain information monthly in order to notify our system of new hires and terminations, and then let the system do its eligibility reporting accordingly.

This is important because you need to know when a Part Time employee that was a new hire has completed their initial measurement period in any given month. And if so, did they qualify for an offer of coverage?

The following steps need to be completed in Integrity Data’s ACA Compliance Solution in order to know who must be offered coverage – and when:

1. Upload by the month or pay period new employees or changes to the employee information.

2. Upload by the month or pay period pay transactions and Health benefits.

3. Go to the solution. Pull up the following Eligibility Reports and determine the status of your employees: (For further guidance, Click Here to see the User Guide-beginning on page 62).

  • Standard Measurement Period Analysis. Click Here for Knowledge Base Article
  • Initial Measurement Period Analysis Report Click Here for Knowledge Base Article
  • Monthly Initial Measurement Eligibility Report Click Here for Knowledge Base Article
  • Stability Measurement Period Analysis Report Click Here for Knowledge Base Article

4. To be compliant with the ACA coverage mandate, make an offer of insurance to the eligible employees within the time allowed in the administrative period.

 

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Last Review: 5/17/2016 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  Monthly Actions

Keywords:  Monthly, Eligibility, Reports

Converting Non-Hourly Compensation to ACA Service Hours 2017-10-18T15:16:46+00:00

KB14-038

IRS regulations for ACA enforcement require an employer to find a “reasonable” method for converting an employee’s time to an hours-of-service equivalent, so that all their time can be accounted for.

This Blog Link will help you to see how to track hours for the following special considerations:

  • Piecework
    • By the Catch – if you are in the fishing industry
    • By the Haul – if you are in the trucking industry
    • By the Bin – if you are in the fruit-picking industry
  • By the Class – if you are in higher education and have adjunct faculty members
  • On-Call Workers
  • All Unpaid Leaves – FMLA, Jury Duty, Military

Questions / Resources

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Last Review: 5/13/2016 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:   Hours of Service

Keywords:  Piecework, Class, On-Call

Proper Use of the VOID Checkbox on the IRS Form 1095C 2017-10-18T15:18:59+00:00

KB14-037

void 1

See the VOID checkbox on the IRS Form 1095-C? We do too and have no idea what that does. There is absolutely no guidance on its use for electronic filing. The IRS’s 2016 Instructions and 2016 Draft Instructions for completing 1094-C and 1095-Cs only discuss the CORRECTED box with a brief statement not to use the Void.  The picture below is taken directly from these instructions on page 5.

The IRS Guide for Electronically Filing Affordable Care Act (ACA) Information Returns for Software Developers and Transmitters has no reference to VOID and subsequent IRS notices, and there has been a lot of these, have never addressed the VOID.

Since there is not a reference to this in the IRS Guide for Electronically Filing ACA Information Returns the ability to do a VOID does not exist in e-filing the returns. This confusion is limited to companies who file their returns on paper. They appear to have the ability to mark the VOID option and mail back to the IRS.

For right now DO NOT USE it. You may get the impulse to use it if you truly want to ‘VOID’ a previous submission but we strongly advise against that. An illustration of this would be a 1095C that was previously sent to the IRS for an employee who was subsequently found to have been ineligible for coverage. In the example above we suggest that instead of using the VOID box you use Part II in a corrected form submission to tell the IRS that the employee was ineligible and why.

You can either do this for each month or in the all 12 month box. Remember in line 14 a codes of 1H means that you did not offer or did not have to offer coverage for that month and a 2A in box 16 states that employee did not work any hours in that month and a 2B states that the employee worked less than 130 hours in that month and was part time. For the months that these entries appear there will be no assessment of shared responsibility penalties.

 

void 2

 

The effect of doing this as opposed to a VOID is the same. It essentially tells the IRS that the employee was ineligible for employer provided coverage.

Since there is not a reference to this in the IRS Guide for Electronically Filing ACA Information Returns the ability to do a VOID does not exist in e-filing the returns. This confusion is limited to companies who file their returns on paper. They appear to have the ability to mark the VOID option.

 

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Last Review: 5/10/2017 – Revision: 2.0

Applies To: ACA Compliance Solution

Categories:  Year End – 1095-C & Filing

Keywords:  VOID

Prerequisite Setup for Multiple Company ID’s but Sharing the Same EIN (Employer Identification Number) 2017-10-18T15:25:26+00:00

KB14-036

Entities sharing the same EIN (Employer Information Number) may be setup as separate companies within the ACA Compliance solution. In some industries this is a common practice – staffing firms like to setup difference companies to handle their permanent staff as opposed to the temporary staff. In these cases two companies are established with their own company ID but they share a common EIN number.

These companies may or may not be part of an aggregated ALE groups where they are members of a commonly controlled or affiliated group. The issue this poses is how one sets up these scenarios in ACA Compliance in order to get the IRS Form 1094-C to populate with the right information. The information below provides a framework of how the ACA Compliance solution works and how to setup the entities in order to achieve the right reporting. This information is not applicable to DGE (designated government entities) as they have unique reporting requirements in preparation of IRS Form 1094-C.

Companies with the same EIN number can submit multiple transmissions to the IRS – either in paper form or electronically. The key here is that one of them must designate itself as the authoritative transmitter for that ALE which will include the total employee counts in Part III of the IRS Form 1094-C and the total number of 1095-C submissions for the entire EIN group on line 20. For the non-authoritative transmitter, they will not fill in Part III and line 20 will be blank. In the case of the non-authoritative submission, the IRS Form 1094-C acts as the transmittal manifest with only the number of 1095-C being included in that particular transmission for that company name identified in line 18. Every company, both authoritative and non-authoritative will report the number of 1095-C’s for the company name on line 18. Only authoritative will report on line 20 and that will be the total 1095-C’s submitted for the Combined group under that EIN.

Scenario 1: A single entity setup two different Company ID’s in the ACA Compliance solution. They both share the same EIN and are not part of a commonly controlled or affiliated group. For reporting purposes, each of the Company ID’s was setup as its own Group ID. A Group ID of ACME was setup to combine the two companies when doing consolidated reporting.

Company ID

Company Name

EIN

ACME1

ACME Personnel Services

11-2222222

ACME2

ACME Personnel Services – PR

11-2222222

 

The ACME1 Company processes payroll for temporary employees while the ACME2 Company is used for their internal staff payroll.  One of these Company IDs must be designated as the authoritative transmitter for this ALE member.   There are not rules for this designation so we will use ACME1 as being the authoritative transmitter.  In the 1094-C Prerequisites it will be setup like this:

ACME1

ACME2

  

 

Notice how in the second question, Is ALE Member a member of an Aggregated ALE group, the answer is NO. This ALE is a single entity and although they may be transmitting multiple submissions, one for ACME1 and another for ACME2, they are treated as a single ALE.

When generating the information for IRS Form 1094-C, the ACA Compliance solution will combine totals based on EIN number consolidation, not by each company ID. This is a great feature as it allows flexibility in setup for different scenarios yet assures the information reporting on IRS Form 1094-C for the ALE is correct.

Part IV of IRS Form 1094-C will be blank in both submissions.

Scenario 2: One entity setup two different Company ID in the ACA Compliance solution that share the same EIN number. There were two other commonly controlled entities setup with their own separate Company ID and unique EIN number.

 

Company ID

Company Name

EIN

SAN1

Sanabell Dairy

22-2222222

SAN2

Sanabell Dairy Farm

22-2222222

PRO

Pro Logistics

33-3333333

MKT

Dairy Market of Sanabell

44-4444444

 

SAN1 will be designated the authoritative transmitter for SAN1 and SAN2. The other two entities will act as their own authoritative transmitters. A Group ID of COMBINED was setup that included all common control companies.

The 1094-C prerequisites will be setup as follows:

 

 

SAN1

SAN2

 

PRO

MKT

  

 

Each of these company IDs will submit their 1095-Cs separately. The rule for scenario 1 also applies here in regards to SAN1 and SAN2. For SAN1, line 20 and Part III will be populated. For SAN2, line 20 and Part III will be blank. For PRO and MKT, line 20 and Part III will be populated.

These separate entities have identified themselves as being a member of a commonly controlled or affiliated group. As such SAN1, PRO and MKT must fill in Part IV of IRS Form 1094-C on each of their transmittal form listing the other ALE members. The order of listing is based on the member with the highest employee count in descending order. SAN2’s IRS Form 1094-C will not have Part IV filled out.

EIN1

 

This architect of consolidating by EIN numbers provides the ACA Compliance solution to be tailored to a number of different reporting scenarios where they may be the same company reporting separately by division and may or may not be in a commonly controlled group. This focus on the EIN as being the consolidation vehicle for a single ALE ensured that the authoritative transmitter for a single EIN will have the combined totals reported regardless of how many other Company IDs share the EIN.

Questions / Resources

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Last Review: 5/10/2017 – Revision: 2.0

Applies To: ACA Compliance Solution

Categories:  1094-C Year End – Prerequisites

Keywords:  Multiple, Sharing, EIN

Reclassifying Options for a Newly Hired but Misclassified Employee 2017-10-18T15:30:30+00:00

KB13-050

If a company reasonably expects a new hire to work, on average, at least 30 hours of service a week they must classify them as being a full-time employee from their start date. For the purpose of the ACA, 130 hours of service in one month equals 30 hours per week. The company must offer coverage that will begin no later than the first day after their first three full months of employment. Many companies have shorter internal waiting periods which is acceptable.

When a variable hour employee was misclassified as a full-time person, then different reclassifying scenarios may need to be addressed:

  • Employee did not take coverage – reclassify them as part-time and they will be tested through the normal measurement period testing for eligibility determination.
  • Employee took coverage offered but completed a measurement period test – reclassify them as part-time but ensure that you honor the stability period of the last test they completed.
  • Employee took coverage offered but has not worked long enough to complete a measurement period test – reclassify them as part-time. If the employee works 3 consecutive months below 130 hours of service the company can elect to drop them from coverage.
  • Employee who is reclassified to part-time will be tested in the ongoing measurement period to determine future eligibility.

Questions / Resources

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Last Review: 5/6/2017 – Revision: 1.0

Applies To:
ACA Compliance and Law for Cloud Users

Categories:  Employees Classification

Keywords: Reclassify, Misclassify 

Stability Measurement Period Report Explained 2017-10-18T15:33:40+00:00

KB14-034

This report is used to determine which employees are currently eligible for coverage in an existing Stability Period, and which employees are trending towards eligibility in current measurement periods. The report allows you to see WHETHER and WHY a given employee is in a stability period as of the cutoff date specified. Each column for Current and Future indicates what period is covering the employee, and when that eligibility should expire or begin.

  • This report relies heavily on the ACA information Assignments grid found in Configuration.
  • The Cut-Off Date year will be used to map employees to SMP’s setup in this grid
  • All records will be considered if no year is specified. All All All records are defined as a record on the ACA Information Assignments page that have “All” defined in the first 6 fields, shown below.

Report Options:

  • Added Employee From To
  • Added Include SSN

Questions / Resources

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Last Review: 6/27/2017 – Revision: 2.0

Applies To: ACA Compliance Solution

Categories:  Eligibility Reporting

Keywords:  Stability, Report

Setup for a Company that is Part of a Larger Government Entity 2017-10-18T15:37:48+00:00

KB14-033

If you are part of a larger government unit and are reporting on your entity you will need to associate yourself with the larger designated government entity. In doing so you will only be required to submit your information and the designated government entity will be required to include your totals in Part III of their submission.

An example of this scenario is a State agency, the State of Illinois for example, who processes and reports their payroll separately. The State of Illinois will be required to include the employee total count information in their 1094-C.

In this scenario, you check the Government Entity box in the ACA Company Setup. Then, you will fill in the State of Illinois information in the Government Entity window. On the 1094-C, Part I, line 1-8, will be your company information taken from the Company Setup window. Line 9-16 will be the State of Illinois information taken from the Government Entity Setup window.

 

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Last Review: 5/6/2017 – Revision: 1.0

Applies To:
ACA Compliance Solution

Categories:  Company Setup

Keywords:  Government

Considerations if an Employee Declines Coverage (waives) for both a Monthly Measurement and a Lookback Measurement 2017-10-18T15:51:02+00:00

KB13-049

Q: We are on the monthly measurement method. A variable hour employee worked 130 hours in a month, we offered them coverage and they declined. Going forward, do we have to offer them coverage each time they work 130 hours in a month?

A: No, an employer is credited with having made an offer of coverage to an employee if it provides the employee an effective opportunity to enroll in the health coverage (or to decline that coverage) at least once for each plan year. If the employee declines the initial offer of coverage, they can be treated as having declined coverage during the entire plan year. If they work 130 hours in any month during the next plan year, they will have to be offered coverage again.

For look-back measurement method if an employee waives coverage during the administrative period, they have essentially waved coverage for the entire subsequent stability period. This is the biggest reason that stability periods tend to follow health coverage plan years.

Like all rules there are some exceptions. Life events can open up a special enrollment period and could void a previous waiver. Examples of qualifying life events are:

• Moving to a new state
• Being on someone’s else’s health plan and that person loses coverage
• Change in family size – getting married, birth or adoption of a child
• Turning 26 years old and no longer eligible for parent’s coverage
• Taking or returning from a leave of absence
• COBRA coverage from another employer expires
• Eligible for or loses Medicare or Medicaid
• Gaining membership in a federally recognized tribe or status as an Alaska Native Claims Settlement Act (ANCSA) Corporation shareholder.

 

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Last Review: 5/2/2016 – Revision: 1.0

Applies To: ACA Compliance Solution and Law for Cloud Users

Categories:  Company Setup

Keywords:  Waived, Declined, Waiver

Changing the Administrative Period of the Initial Measurement Period 2017-10-18T15:55:06+00:00

KB13-048

Q: I understand that initial measurement and standard measurement stability periods should be the same length in order to avoid gaps in coverage. However, with a 12 month stability period for both, I am struggling with the rule that the initial measurement and initial administrative period not exceeding 13 months. This leaves me with limited time to identify employees completing their initial measurement period and getting them signed up. Is there anything I can do?

A: Yes, Notice 2012-58 provided some relief when it allowed an initial stability period to exceed the initial measurement period by one month. Under this scenario, an employer can use an 11-month initial measurement period, a 2 month initial administrative period and still have a 12 month initial stability period that coincides with the same length of time of the standard measurement period’s stability period. This approach does not violate the 13 month rule for initial measurement and administrative periods.

 

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Last Review: 5/2/2016 – Revision: 1.0

Applies To: ACA Compliance Solution and Law for Cloud Users

Categories:  Company Setup

Keywords:  Initial, 13 

Employee File, Common Import Errors and How to Fix 2017-10-18T15:58:31+00:00

KB13-047

To review hours and reports within the ACA Compliance Solution, data must be imported into the software in a txt (Text Tab Delimited) on the Upload and Import page, for specific instructions please Click Here.

The import process is fairly smooth and easy. However, different scenarios can create import errors and for the import to not go through. Below are some examples and what steps are needed to fix the file.

Employee Import Error Example 1:

Employee
This error will occur if a character limit of one of the columns is over the allotted limit. On the excel templates Click Here to view, the columns have specific character limits. To resolves this error, review the columns and make sure that the characters limits are within the acceptable number of characters. Re-save the file and then re-import. The employee file will not upload if an error occurs.

Employee Import Error Example 2:

Employee 2

This error will occur if the Column Headers in the first row of the file are not imported with the file. To resolve this error, input the column headers in the exact format and order of the Employee Excel Template Click Here to view. Re-save the file and then re-import the file. The employee file will not upload if an error occurs.

Employee Import Error Example 3:

Employee 3This error will occur if the file contains a comma in any one of the cells. As the example shows, there is a comma after the last name of the employee. To resolves this error, remove the comma. Re-save and re-import the file. The employee file will not upload if an error occurs, you will not need to delete the first errored file. This error will appear with quotation marks (“”) in the text file.

Employee Import Error Example 4:

Employee 4

This error is very similar to Example 2, however it is occurring not due to the column headers being removed, but due to blank rows at the end of the file that are trying to upload into the software. To resolve this error, open the txt file in Notepad. Then click Ctrl END and the cursor will go to the bottom of the file. There will be blank space between the end of the file and the last row of data. To remove the blank space, highlight the blank area until the last row of data and click Delete. You may also delete the blank space by clicking the backspace key until the cursor is next to the last character of the file. Re-save the file and re-import the file.

Formatting Employee IDs with leading Zeros

Step 1

Highlight the entire column in Excel and right click. Choose Format Cells

Step 2

Choose Custom and erase the word “General”

 

Step 3

Input nine zeros into the text field and click OK

 

Questions / Resources

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Last Review: 6/28/2017 – Revision: 2.0

Applies To: ACA Compliance Solution

Categories:  Import of Data

Keywords:  Import, Errors

Explanation of 2D on Line 16 of the IRS 1095-C Form 2017-10-18T16:01:50+00:00

KB13-046

The code “2D” is the IRS ACA 1095-C Line 16 code for “Employee in a section 4980H(b) Limited Non-Assessment Period for the month.” This means that the employee was either in their waiting period (new full-time employee) or initial measurement period (new variable hour employee).

The Non-Assessment Period maximum allowed by the IRS is up to 3 full months after the hire month for a new full-time employee. If this is selected, then the 1095-C would show 4 months with a 2D on line 16. For example, if a full-time employee was hired on 7/2/2015 the employee is in their Non-Assessment Period from July through November. To correlate with this time period, a 2D will appear in the months of July through November on Line 16 of the 1095-C form and a corresponding “1H” will appear in Line 14.

However, the Cloud solution allows you to put in your exact situation in the Company setup in Configuration and from that the 1095-C will properly fill your company’s months of waiting for those full-time. For example if you check Start of Month and then select 1 month in the dropdown, the 1095-C for the example above would put a 1H/2D for July and August.

If your company offers insurance immediately on hire, you would select none of those above. If your company offers insurance at the start of the next month after hire, you would only check Start of Month and put 0 in Number of Months. If you have a set days of waiting you would uncheck the Start of Month and then enter your Waiting Period Days up to a maximum of 90.

If you are Self-Insured, Part III is determined by the months that you upload with a Deduction (2) and/or Benefit (3) for Health Insurance in the transactions. If you do not have a transaction showing a month when they are covered, then the box for that month in Part III will not be checked. Click Here for more information .

Form 1095-C 2D on line 16

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Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements, ACA Compliance solution

Categories:  Year End – 1095 & Filing

Keywords:  2D, Non-Assessment

Importing Health Deductions for Employees Without Payroll Deductions for Certain Months such as Retirees or Teachers 2017-10-18T16:05:42+00:00

KB14-032

The ACA solution does require monthly deductions/benefits for Health coverage. If there are no payroll benefit/deductions for any reason in a month, the system will show that the employee is not covered for those months. When a benefit/deduction transaction does not exist for a particular month the way to tell the system that the employees are covered is to upload a Benefit Transaction with zero UNITSTOPAY, RATEAMOUNT and AMOUNT for each month the employee does not have a benefit/deduction transaction.

For example, employee ACKE0001 is a teacher paid on a 9-month schedule with only benefits/deductions transactions for the 9 months the employee received a check yet had coverage for 12 months. Because we need to import monthly transactions for the entire year, we will import 3 lines of zero amount benefit transactions for the 3 months a paycheck was not received.

zero 2

Note: you can edit the file in Excel then save as a Tab Delimited Text file before importing.

This scenario is often found with Educational Institutions that cover the employees for the year but deduct from the paychecks spread over 9 months.

Other situations that you will need to upload Health coverage transactions are:

  • Employer pays 100% of the coverage for the employee
  • Employee is on FMLA during the month and coverage remained in force
  • Employee is on military duty during the month and coverage remained in force
  • Employee is on jury duty or illness during the month and coverage remained in force

Self-Insured plans will need to upload Benefits for Part III proof of coverage as below:

  • Retirees with zero hours but have Health coverage
  • Partners or owners who have zero hours but have Health coverage

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 4/21/2016 – Revision: 1.0

Applies To:
ACA Compliance and Law for Cloud Users

Categories:  Import of Data

Keywords:  Monthly, Deductions

Zero Dollar Payroll Health Deductions for the Covered Employee 2017-10-18T16:13:28+00:00

KB14-031

The ACA solution does require monthly deductions/benefits for Health coverage.  If there are no payroll deductions for any reason in a month, the system will show that the employee is not covered for those months. The way to tell the system that they are covered is for you to upload a Transactions file in Excel (Text) with Benefits for each month. See below:

zero 1

This scenario is often found with Educational Institutions that cover the employees for the year but deduct from the paychecks spread over 9 months.
Other situations that you will need to upload Health coverage are:

• Employer pays 100% of coverage for employee
• Employee is on FMLA during the month and coverage remained in force
• Employee is on military duty during the month and coverage remained in force
• Employee is on jury duty or illness during the month and coverage remained in force

Self-Insured plans will need to upload Benefits for Part III proof of coverage as below:

• Retirees with zero hours but have Health coverage
• Partners or owners who have zero hours but have Health coverage

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 4/21/2017 – Revision: 1.0

Applies To:
ACA Compliance and Law for Cloud Users

Categories:  Import of Data

Keywords:  Zero, Monthly

Eligibility Reports for New Hires – IMP & Monthly IMP 2017-10-18T16:16:34+00:00

KB13-045

 

The ACA Reports window of Eligibility for the Initial Measurement Period (IMP) now serves a dual purpose. If you do not check the bottom two boxes, it will run the large full PT employee population who are being tested in their IMP. This shows how far along each employee is and their projected status if they continue working those hours until they finish. If you select the last box it will run the Monthly IMP, as before, for the month entered in the cutoff box. It shows who has completed the 12 month test and their eligibility status. See the first and third screenshot below.

In the second screen shot (the full IMP report) example Betty Willis (and the other 4) show as 12 months “Expiring”. They finished there IMP in June and will be eligible for insurance. The status warns you that they are expiring.

These 5 are also shown by checking the last box as in screenshot 1 (shows the Monthly IMP) as finishing in June (Cutoff Month) but only Betty Willis has enough hours to be eligible for coverage. See the third screenshot.

 

 

 

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Last Review: 6/29/2017 – Revision: 2.0

Applies To: ACA Compliance Solution

Categories:  Eligibility Reporting

Keywords:  Eligibility, Monthly IMP

Setup and Reporting for Shared Employees Between Companies 2017-10-18T16:20:17+00:00

KB14-030 

Shared Employees are employees that work for one of your EIN companies for a period of time and then you transfer them to another company to work. You may even bring them back to the original company or to a third company.

Shared employees and eligibility: If they are part time employees, eligibility will be determined by the sum of hours the employee worked in all entities using the Combined Group ID. This is setup in the ACA Compliance Solution under Configuration/Control Group and Company. For further information on the Control Group review the user guide here. To accomplish this in the ACA Compliance Solution it requires you have the same Employee ID for each company. This is easily accomplished by using the SSN as the unique Employee ID.

Shared Employees and the 1095-C: The ACA law requires that a 1095-C be printed for each separate EIN company that employed the employee. To accomplish this the ACA Compliance Solution requires that you have the same Employee ID for each company. This is easily accomplished by using the SSN as the unique Employee ID. Both the Employee and the Transactions Uploads will need to have this matching unique ID.

When the employee moves from Company A to Company B, you can enter the information in the ACA Compliance Solution one of two ways:

  • • First, you can use the Employee import template that has the Company ID column and upload the data every time the employee moves between companies. When the employee moves from company A to company B you enter a termination date in the Employee file for company A and enter the adjusted hire date for company B. When using the import process the Employee Employment History (Previously Employee Company Exception) window on the Employee card will automatically fill for you.

shared 1

In the example above, I imported the original upload for this employee with a Hire Date and Adjusted Hire Date of 12/15/2014, a Termination Date of 1/1/1900, and a Company ID of TWO. When this employee moved to Company ID ADV, I edited the TWO line in the upload and put a termination date of 2/11/2015. I inserted a row below the TWO line and copy/paste the TWO line onto it. To this inserted row, I changed the Adjusted Hire date to 2/28/2015, the Termination Date to 1/1/1900, and the Company ID to ADV. I uploaded and the Employee Employment History record auto fills.  This is the point where you may see an error on the employee upload.  Here is the error:

This error is saying that the Adjusted Hire Date or Termination Date you are uploading from your payroll system does not match what is already in the Cloud in the Employee Employment History record.  You need to edit one or the other so they match.  It is usually easier to edit the History Record.  See below.

  • Second, if you do not want to import the employee data for Company A, B, C, and more, you can manually update them through the above mentioned Employee Employment History maintenance record, ADD NEW EMPLOYEE/COMPANY.

The Primary Job checkbox is selected when you have an employee who divides his hours relatively equally between companies. You are telling the system to credit the hours to a particular company for the sake of Reports, ACA Information Assignment and 1095-Cs.

 

Questions / Resources

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Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Compliance and ACA Law for Cloud Users

Categories:  Import of Data

Keywords:  Shared, Primary Job

Use of a Monthly Lookback Method 2017-10-18T16:25:23+00:00

KB14-065

Monthly Measurement– Employers can select a single month to look at the hours an employee works. If the employee worked 130 hours in the previous month, then they must be offered insurance no later than the first day after the next two months from when they hit 130 hours. If they accept the offer, then the law states that the employee remains covered under the accepted insurance until they have three consecutive months of not meeting 130 hours per month.

For example: If an employee worked 130 hours in Jan, 80 in Feb, 90 in Mar and 25 in Apr, they can be eliminated from coverage May 1. However, if an employee worked 130 hours in Jan, 80 in Feb, 90 in Mar and 131 in Apr, they cannot be eliminated and their three consecutive months resets from April.

This method works well for companies that have all Full Time employees or limited Part Time employees because the data import is only for the year. Realize though that this method lacks the averaging of hours over a longer test period. Once you decide to do testing that spans more than one month you are no longer in the monthly method – you are in a lookback method and must comply with the requirements for the lookback method.

Monthly 1

You can select the Monthly Measurement or Lookback Measurement for your Eligibility Method from the ACA Company Setup window.

Monthly 2

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Last Review: 4/12/2017 – Revision: 1.0

Applies To:
ACA Compliance and ACA Law

Categories:  Company Setup

Keywords: Monthly Measurement

Track FMLA Using the ACA Compliance Solution 2017-10-18T16:28:36+00:00

KB14-029

If an employee is on any Unpaid Leave for an extended period of time, you will need to enter those days on the Unpaid Leave page in configuration on the Cloud.

 

You will look up the employee ID then, select Add new record.

Select the type of Unpaid Leave in the drop down box. You will enter the start date and end date (if known) then, select UPDATE. If the employee has accrued PTO time and uses it for part of the absence, then the start date will be the day after the PTO ends.

 

How do I track Intermittent FMLA? The employee had a shoulder injury and now they are attending therapy 1 hour three times a day?

You will need to enter a transaction for intermittent FMLA if the absence is unpaid. If you paid the employee, then the payroll transactions will track this time. You can add unpaid intermittent FMLA absences to your import file before importing for the month or pay period they were on intermittent FMLA. The rate would be entered as $0.00 and then hours would be entered as the amount of time they used for FMLA. You will also enter the start/end date as the day they took the FMLA.

 

Questions / Resources

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Last Review: 5/10/2017 – Revision: 2.0

Applies To: ACA Compliance solution

Categories:  Hours of Service

Keywords:  FMLA, Unpaid

Purpose of 1H/2D Non-Assessment Period Code 2017-10-18T16:38:40+00:00

KB13-044

Form 1095-C tells the IRS that the employer has complied with the employer shared responsibility provisions of the Affordable Care Act (ACA). As such, it is to monitor potential shared responsibility penalties that may come into play if the employer did not offer affordable health coverage. Regardless of your internal waiting period policies, under the ACA, you are not subject to a shared responsibility penalty if you offer coverage, for a full time employee, no later than the first day after their first three full months of employment.

You get a non-assessment period also with part time employees (variable hour) that includes their entire initial measurement period plus the administrative period associated with the test.

Whether an employee works full time or not, they would appear as 1H / 2D during the non-assessment period. Our use of the non-assessment period (2D) is a best practice as it limits the shared responsibility penalty risk. Again, Part II of the 1095-C is not to validate that the employee did or did not have coverage. It is to inform the IRS of the employer’s compliance with the ACA employer mandates.

Questions / Resources
If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:
• Knowledge Base: http://www.integrity-data.com/knowledge-base/
• Videos: http://www.integrity-data.com/videos-library

Last Review:  September 23, 2017 – Revision: 1.0

Applies To:  ACA Compliance Solution

Categories:  Year End – 1095 & Filing

Keywords:  1H/2D, non-assessment

 

Safe Harbor Choice for Refusing Coverage 2017-10-18T16:45:52+00:00

KB13-043

You would use either 2F, 2G or 2H – whichever safe harbor you used to determine affordability.

 

Questions/Resources

If you have any questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following site:

• Knowledge Base: http://www.integrity-data.com/hrp/knowledge-base/

• Videos: http://www.integrity-data.com/aca-compliance-solution-feature-videos/

Last Review: August 23, 2017 – Revision: 1.0

Applies To:  ACA Compliance Solution

Keywords:  Line 16, refuses

Categories:  ACA Plan Setup

ACA Compliance Product Release Notes for Year End 2015 2017-01-08T13:23:25+00:00

KB00-010

Microsoft Dynamics GP Payroll solutions
There is no need to update your current Integrity Data software to be compatible with the Microsoft Dynamics® GP Year-End release. All our Integrity Data solutions are compatible as is. Here are some products where an update may be useful:

  • Employee E-Mail Suite
    Updated W-2s of tax year 2015 are now available. Download that update here.Emailing 1095-Cs to employees will be possible! That release is planned for January 10th. Look for more information closer to that date.
  • Enhanced Retirement Plans
    The IRS has announced that 2016 Pension Plan Limitations; 401(k) Contribution Limit Remains Unchanged at $18,000 for 2016 so there are no changes you need to make to this product.
  • Comprehensive Leave Manager
    If your customer is based in California and they calculate hour work based on an accrual year instead of a calendar year, there will be changes needed in their set-ups. Look for more information on that by the end of this month.

ACA Solution

  • Improved year-end processing around the automatic creation of employee IRS form 1095-C and employer IRS form 1094-C information.
  • Electronic file generation for submitting IRS forms 1094-C and 1095-C information to the IRS based on the latest IRS guidance.
  • Employee ID usability enhancements for large employers
  • Enhancements for editing employee IRS form 1095-C information
  • Ability to edit and print the IRS form 1094-C
  • Automatic masking of the social security number on the IRS form 1095-C
  • New Stability Measurement Period analysis report
  • Additional detailed information for the following reports:Monthly Measurement Period analysis
    – Initial Measurement
    – Standard Measurement
  • Performance enhancements within the import process
  • Many customer-requested usability enhancements

If you have the cloud solution, these have already been activated within their system. If they do not have the cloud solution, please download the latest updates here.

Customer Resources

Our service to you, our valued customer, does not end with us continuously updating the software. To keep you in the loop, we have a circle of live and published support for you – throughout the year:

  • User Group webinars – a live opportunity to work with our team on such topics as ACA (the year-end close, the month-end close, eligibility tracking and affordability testing) for the ACA User Group and more general (GP) Payroll subjects for the Payroll User Group.
  • Knowledge Base answers to FAQs about use of our solution
  • Blogs
  • Access to our Support Team

To make sure you receive our communications – including invitations to User Group webinars – please make sure we have accurate contact information for you and your organization. You may update your contact information, add additional contacts as well as provide product feedback, and suggest product improvements by e-mailing us at support@integrity-data.com.

 
Is the IRS offering relief for employers who for CY2015 may be providing incorrect or incomplete information on their Form 1094-C and 1095-C submission? 2016-07-08T11:18:56+00:00

KB13-042

Question: Is the IRS offering relief for employers who for CY2015 may be providing incorrect or incomplete information on their Form 1094/1095C submission? 

Answer: The following wording on Page 5 of the 2015 Instruction for Form 1094-C /1095-C:

“Relief from penalties. For 2015 reporting, the IRS will not impose penalties on a filer for reporting incorrect or incomplete information if the filer can show that it made good faith efforts to comply with the information reporting requirements for 2015. No relief is provided in the case of reporting entities that cannot show a good faith effort to comply with the information reporting requirements or that fail to timely file an information return or furnish a statement. However, consistent with the existing information reporting rules, reporting entities that fail to timely meet the requirements still may be eligible for penalty relief if the IRS determines that the standards for reasonable cause under section 6724 are satisfied. For additional information on penalty relief, see the sections 6055 and 6056 FAQs at www.irs.gov/Affordable-Care-Act/Affordable-Care-Act-Tax-Provisions-Questions-and-Answers

***IMPORTANT:  No relief is provided in the case of reporting entities that cannot show a good faith effort to comply with the reporting requirements or that fail to timely file an information return or furnish a statement.

This will constitute a willful disregard for required submission and could lead to a $500 per form penalty.

Questions/Resources

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If you have any questions or comments please email Support@integrity-data.com.

Last Review:  November 23, 2015 – Revision: 1.0

Applies To:  ACA Compliance Solution

The Benefit Code is missing on lookup 2016-07-08T11:20:35+00:00

KB14-027

Issue: On the company setup the look up does not show a benefit code.  Verification was completed to determine the benefit code is marked within the ACA Code Setup window and the Benefit Code was setup in the ACA plan setup window.  We can enter the benefit code into the company setup window but the look up is blank.

Resolution: Run the select statement:

 

Select * from UPR40800

where BENEFIT=’ ‘

 

Select * from PJUPR40800

where BENEFIT=’ ‘

if you have blank records then run the delete statement

/*

DELETE from UPR40800

where BENEFIT=’ ‘

 

DELETE FROM PJUPR40800

Where BENEFIT=’ ‘

*/

 

Questions/Resources

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If you have any questions or comments please email Support@integrity-data.com.

Last Review:       November 13, 2015 – Revision: 1.0

Applies To:  ACA Compliance Solution

Dependent Benefit Code and Setup 2017-10-19T09:47:16+00:00

KB14-026

Question: Why is my dependent information not showing up on the 1095-C? It was imported with dependent information but when closing the year; the 1095-C was printed and the dependent information was missing.

Answer: When the dependent information was imported, a benefit code that was not tagged as being self-insured was used. When importing dependent data, be sure to import a benefit code that was setup in the ACA Plan Setup and was tagged as being self-insured. In the case above the customer had multiple benefit codes with only the least cost plan being setup in the ACA Plan Setup.  The BENEFIT column in the table PJACADepBenefitMSTR had a benefit code that was not in the ACA Plan Setup. The BENEFIT column must be populated with a benefit code that is setup in the ACA Plan Setup and must be set to self-insured.

Questions/Resources

If you would like to search for information and resources for Integrity Data products check out the following site:

If you have any questions or comments please email Support@integrity-data.com.

Last Review: November 12, 2015 – Revision: 1.0

Applies To: ACA Compliance Solution

Categories:  Dependents

Keywords:  Dependent, self-insured

MEWA Plans Subject to ACA 2017-10-19T09:52:56+00:00

KB14-025

Below is the Department of Labor link to explain MEWA (Multiple Employer Welfare Arrangements) plans that are subject to ACA reporting because they are defined as a self-insured plans. Please keep in mind that, in the past, these plans did not have to provide minimum value; but that is now a requirement.

http://www.dol.gov/ebsa/newsroom/fsproposedm1revisions.html

Questions/Resources

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If you have questions or comments, please email Support@integrity-data.com.

Additional KB article related to this topic:

Last Review: November 12, 2016 – Revision: 1.0

Applies To: ACA Compliance Solution

Categories:  ACA Plan Setup

Keywords:  MEWA

Criteria for Terminated Employees Receiving a 1095-C 2017-10-19T09:56:30+00:00

KB14-023

Question: Must a 1095-C be produced for employees who left the company in January (the latest Jan 12th)?

Answer: If your company is Self-Insured and the employee took health insurance in January, then yes. Part II for January will show the quality of the offer and 2C and Part III will show the employee with January checked. All other January terms with a 2B in line 16 will not get a 1095-C.

 

Questions / Resources

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Additional KB articles related to this topic:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Compliance solution

Categories:  Year End – 1095 & Filing

Keywords:  2B, Self-Insured

Collection of the Payroll Transaction Data 2017-11-09T11:37:13+00:00

KB14-022

Question: Is there a shortcut in the process of collecting the payroll transaction data? More specifically, if the company has offered affordable coverage and they have a stable workforce, how much payroll data is needed in the system?

Answer: ACA requires employers to accurately track employee hours by pay period. At the very least an employer can bring in summary data on a month by month basis. This information would come from the company’s payroll system. It is important to know how many hours each employee worked in that month as it will affect the calculation on a standard and initial measurement period. Yearly totals will not work in the measurement periods.

Ok, if you have a stable work force, meaning mostly FT employees and maybe a few that are PT but never work 130 hours in a month, I would use the Monthly Measurement. If this is the case, then you only need transactional data for the year you will be filing. If you are using the Lookback Measurement, then you need transactional data for those that worked anytime in the filing year back to the beginning of the Standard Measurement Period that ends closest to the filing year. For example; if you are working on year 2017 and you have setup a SMP from 10/1/2015 to 9/30/2016, then data for the 2017 employees would need to begin at 10/1/2015. Again, all data must be either by the month or pay period.

Benefit records are important as they tell who accepted coverage. These also must be either by pay period or by the month and you will only need data for those who took the health insurance in the filing year. Some companies wait until the end of the year to bring in Benefit (Deduction) Health records. Others find it easier to do the export when other transactional data is ready.

** As of the 2017 filing year, the Cloud Solution allows the import of Benefit/Deduction Health Data for a Date Range.  This is setup in Configuration in the Company Setup window.  See below and refer to the Integrity Data ACA User Guide for further details.

 

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Additional KB articles related to this topic:

Files:

Last Review:  5/10/2017 – Revision: 2.0

Applies To:  ACA Compliance Solution

Categories:  Import of Data

Keywords:  Export, Payroll, Monthly

Setting Up the Self-Insured Indicator for Dependent Coverage in the ACA Compliance Solution 2017-10-19T10:16:30+00:00

KB14-020

Question: If a company is self-funded, the covered Individuals section is blank, all dependents are keyed in with beginning dates and ending dates, where does it indicate self-funded?

Answer: If the plan the employer is attached to is marked as self-insured in the ACA Plan Setup, it will include individuals and dependents. If the plan does not have a specific record in the ACA Plan Setup it will look to the least cost plan option to see if that is marked as being self-insured.

Questions/Resources

If you would like to search for information and resources for Integrity Data products check out the following site:

If you have any questions or comments please email Support@integrity-data.com.

Last Review: October 18, 2017 – Revision: 2.0

Applies To: ACA Compliance Solution

Categories:  ACA Plan Setup

Keywords:  Self-funded, Plan Setup

Non-Calendar Year Plans and Year End Filing 2017-10-19T10:19:24+00:00

KB14-019

Question: “Additional, Edit 1095-C Information” will allow us to update what is reported on a 1095-C. If the Offer of Coverage code was not set until June, should adjustments be made?

Answer: There may be some times in which you may need to edit the 1095-C information for a specific employee. The functionality mentioned in the question will be allowed. Keep in mind that there are two existing functionality that will happen during the year end close that may make it unnecessary. If you have a non-calendar year plan and that plan is eligible for transition relief for CY2015, you will have the opportunity to designate that when doing the ACA year end close. We also have the ability in ACA Company Setup to put in an initial stability period date in which a company became compliant if they missed some months. Using this, we will automatically populate the affected months with the correct code.

Questions/Resources

If you would like to search for information and resources for Integrity Data products check out the following site:

If you have any questions or comments please email Support@integrity-data.com.

Last Review: November 18, 2015 – Revision: 1.0

Applies To: ACA Compliance Solution

Categories:  Year End – 1095 & Filing

Keywords:  Edit, Non-calendar

It seems the employer information is pulling from somewhere else in GP, possibly payroll, and not from the 1094C prerequisite screen? 2017-10-19T10:23:24+00:00

KB14-016

Question 1: It seems the employer information is pulling from somewhere else in Microsoft Dynamics® GP, possibly payroll, and not from the 1094-C prerequisite screen?

Answer 1: The majority of information comes from the Company setup in Dynamics GP. The only item coming from the prerequisite is the contact person (which you do not see on the 1095-C but it is on the 1094-C) and the telephone number.

Questions/Resources

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If you have any questions or comments please email Support@integrity-data.com.

Last Review: November 12, 2015 – Revision: 1.0

Applies To: ACA Compliance Solution

Categories:  Dynamics GP and ACA

Long Term Temporary Workers Employed with a Staffing Agency 2017-10-19T10:27:49+00:00

KB14-018

Question: If a company has temporary workers, but they are employed for a year or two, do they get coded like a full time employee?

Answer: Yes, all hours worked by an employee must be recorded and if they work FT ACA hours in their measurement period, they will need to be offered coverage and a 1095-C generated. The question becomes who would be responsible for offering employees with health coverage if they are deemed eligible. ACA does allow the organization that employs temporary workers to take credit for offers of coverage that the temporary agency may make to the employee. If the temporary agency offers coverage that meets the guideline of the ACA for minimum value and is affordable then the company does not need to worry about an offer. Below is the exact wording of the final regulation:

“… if certain conditions are met, an offer of coverage to an employee performing services for an employer that is a client of a professional employer organization or other staffing firm (in the typical case in which the professional employer organization or staffing firm is not the common law employer of the individual) (referred to in this section IX.B of the preamble as a ‘‘staffing firm’’) made by the staffing firm on behalf of the client employer under a plan established or maintained by the staffing firm, is treated as an offer of coverage made by the client employer for purposes of section 4980H. For this purpose, an offer of coverage is treated as made on behalf of a client employer only if the fee the client employer would pay to the staffing firm for an employee enrolled in health coverage under the plan is higher than the fee the client employer would pay to the staffing firm for the same employee if the employee did not enroll in health coverage under the plan.”

If the employer wants to take advantage of this they must make sure the agreement includes the wording for health care benefits.

 

Questions/Resources

If you would like to search for information and resources for Integrity Data products check out the following site:

If you have any questions or comments please email Support@integrity-data.com.

Last Review: 5/18/2017 – Revision: 3.0

Applies To: ACA Compliance Solution

Categories:  Hours of Service

  Keywords:  Temporary, Staffing

Filing as an Authoritative Transmittal for an ALE Group 2017-10-19T10:31:48+00:00

KB13-041

Question: If we have Aggregated ALE Groups, do they need to file their own Authoritative Transmittal?

Answer: Yes, each individual company will file their own 1094/1095C and indicate that they are a member of an Aggregated Group (common ownership). Your Aggregated Group of companies may have a separate EIN for each or could have some of your companies that share an EIN, or could have a combination of some with their own EIN and some that share an EIN. For those that share an EIN, only one is the authoritative transmitter and you would designate so in their own entity filing. The Authoritative Company representing the companies with the shared EIN will have its own company 1095-C number on line 18 but line 20 will have the total number of 1095-C’s in the shared EIN group. The other non-authoritative will only have line 18 with the number of 1095-Cs for that company. All those that have a separate EIN as well as the Authoritative Company representing the group with the shared EIN will be marked as Authoritative on the Prerequisites window. Part IV will reflect only the authoritative companies that are in an Aggregated Group. Click Here for more information

One Authoritative Transmittal Required ALE Members that are subject to Section 6056 reporting may file more than one Form 1094-C to transmit Forms 1095-C.

  • For example, an employer with two divisions may file Forms 1095-C for each division’s employees separately. On the Company setup in Configuration, just setup two companies with both having the same EIN.
  • Each submission of Forms 1095-C must have a Form 1094-C transmittal. But, only one of the Forms 1094-C must be designated as the Authoritative Transmittal, which is a Form 1094-C on which the employer reports aggregate employer-level data for all full-time employees of the employer (e.g., including all employees of both divisions in the example above) in Parts II, III and IV if applicable.
  • The Authoritative Transmittal is identified by checking the box on line 19 of the Form 1094-C.
  • In contrast, only one Form 1095-C may be filed and furnished for each full-time employee of an employer (and each part-time employee who is enrolled in the employer’s self-insured plan). For example, an employer must combine the information on one Form 1095-C for an employee who works for two divisions of the employer during the year.

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements, ACA Compliance solution

Categories:  Year End – Prerequisites 1094-C

Keywords:  ALE, Authoritative

Extra Hours Worked 2017-10-19T10:36:41+00:00

KB14-015

Question 1: How does Integrity Data handle coding if a company has employees who pick up hours? 

Answer 1: For this scenario, the lookback measurement method is the best choice for employers with hourly paid workforces. If an employee is working more than 130 hours in some months, an employer would always be on the lookback measurement method to determine eligibility. Under this method, an employer can test an employee for up to 12 months to determine if they are averaging 30 hours a week (130 hour per month equivalent). For the employee to pass this test they would have to work 30 or more hours in all 52 weeks. So, the occasional extra hours are spread out over time.

Question 2: If an employee works across multiple companies, the hours are calculated within the individual company and then paid in Dynamics GP from each company, how can all the total hours be combined across all companies and make sure they are ACA compliant? 

Answer 2: If the companies are in a common control or affiliated group then for eligibility determination, the hours the employee worked in all entities is used to qualify them for access to employer sponsored health coverage. The ACA is designed to eliminate the ability of a company to shift employees’ workloads into multiple entities in order to avoid offering health benefits. Our solution uses a combined group ID for reporting. To set this up, go into the ACA Group Database Setup and designate a unique group ID that will contain all the entities. This will allow the system to reflect all the hours worked.

Question 3:  If an employee receives “on-call” pay, are these hours included in total hours worked?

Answer 3: On call employees have unique rules based on what restrictions they have while being on call. Here are two examples to help explain: 

Example A: An employee is required to be on call during the weekend. They are free to use their time as they please with no restrictions and if a support call comes in they will handle the issue off site using company provided equipment. In this case the employer would have to only credit the hours that the employee was actually on support calls. 

Example B: An employee is on call during the weekend with restrictions that they are required to report and begin handling the problem within an hour of notification. In this scenario the employee’s use of their free time is clearly restricted. They cannot travel outside an area that would prohibit them from responding within an hour. The employer is then responsible for reporting the employee’s hours as a normal work day. The exact wording in the final regulation states:

“Until further guidance is issued, employers of employees who have on-call hours are required to use a reasonable method for crediting hours of service that is consistent with section 4980H. It is not reasonable for an employer to fail to credit an employee with an hour of service for any on-call hour for which payment is made or due by the employer, for which the employee is required to remain on-call on the employer’s premises, or for which the employee’s activities while remaining on-call are subject to substantial restrictions that prevent the employee from using the time effectively for the employee’s own purposes.”

Click Here for further On-Call information.

Click Here for further information on converting non-hourly compensation to ACA Hours of Service.

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 8/2/2017 – Revision: 2.0

Applies To:
ACA Compliance Solution

Categories:  Hours of Service

Keywords:  Lookback, Multiple, On-Call

Full Time & Part Time Eligibility 2017-10-20T11:46:16+00:00

KB13-040

Question 1: We currently label ONLY the employees that work 40 hours plus as Full Time in Dynamics GP. This allows us to track who is eligible for benefits outside of health care coverage. If an employee is labeled Part Time in Dynamics GP, they are offered coverage and they decline, how will the system detect this and is it an issue?

Answer 1: We know whether or not an employee was eligible based on their hours for testing. The system tracks who would be offered coverage based on their testing. If an employee averages 30 hours per week in the measurement period (lookback method) or the employee works 130 hours in any one month (monthly method) the system links this information. The question would then be asked in the company setup whether or not the lowest cost plan was offered to all eligible employees. All of your data is uploaded through the Connector and then the Cloud solution applies this in the Eligibility reports.

Question 2: How does the system determine who is a variable, hourly employee needing to complete an IMP and who is Part Time, expected to work 30+ hours a week at hire? Could this affect when someone is offered coverage?

FT or PT 1

Answer 2: A variable, hourly employee is considered Part Time. The system knows variable, hourly employees have an employment type of Part-Time Regular or Part-Time Temp on the employee master card. Remember, if an employee is coded as Full Time Regular or Full Time Temp, they should be provided immediate access to health coverage. If the employee accepts, there is no measurement period, only a waiting period. The initial measurement testing should be completed prior to the compliance time and if the employee passed, they would have be offered coverage.

Question 3: If an employee is a variable employee, labeled Part Time in the system, meets the 30 hour requirement in his/her IMP, offered/accepted coverage, and does not meet the 30 hours in the next available SMP, how will notifications be made to remove the employee from the coverage? The report will show the employee is Part Time and meets the hourly requirements, but there isn’t anywhere that will label if they are currently covered. Is the company responsible for manually tracking who is labeled as a Part Time and accepted coverage?

Answer 3: Eligibility is tracked on both scenarios. If an employee qualifies after their IM period the system will know. The system also knows if that employee did not make it in the subsequent SM period and thus creating the corresponding overlap of their IM stability period. The employee must remain on the plan until the stability period for the IMP ends. Starting with the next release date for products, there will be a new stability management report that will outline this information and explain month by month, who is coming off or on the stability period.

Click Here for more Information

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Compliance solution, ACA Reporting Requirements

Categories:  Employees Classification

Keywords:  Dynamics, GP, Eligible

Seasonal Employees in the Affordable Care Act (ACA) 2017-10-19T10:44:45+00:00

KB13-039

Question: If a company hires seasonal employees throughout the year, some may be new and some may be rehired multiple times for different positions, how does the ACA module handle multiple rehires?

Answer: Seasonal employees are classified like other employee in regards to rules governing when they are coded as a rehire.   When an employee’s adjusted hire date is changed, it moves the employee out of whatever testing period they were in and restarts them on another individual initial measurement period.   Classifying an employee as a rehire and adjusting their hire date is at the sole discretion of the employer.  The rules for when an employee can be classified as a rehire are as follows:

  1. The employee was absent from service for 13 consecutive weeks (26 weeks for educational institutions)
  2. The employee had previously worked at least 4 weeks and their subsequent absent of service was greater than what they previously worked.

The words “sole discretion of the employer“ can be located in the rehire section of the final regulation for the Employer Mandate which was issued in February 2014. An employer may or may not elect to treat an individual employee as a rehire.  

Example: If the employee was absent for 20 weeks, an employer may not want to reclassify them as a rehire and instead adjust their hire date.  In this scenario because the absence was quite lengthy, the employee would probably not qualify for health coverage if they remained in their present measurement period.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements, ACA Compliance solution

Categories:  Rehire

Keywords:  Seasonal, rehire

 

Information Needed to Import for the ACA Compliance Solution 2017-11-03T14:02:19+00:00

 KB14-014

ACA Compliance Solution – Hosted/Cloud import information

Excel Templates:

The system requires employee and transaction data to be imported. If your organization is self-insured, then you will need to import the dependent information as well. If your organization is fully insured, the dependent information is not required. Click Here

To download sample files, log onto the ACA cloud solution and go to Utilities & Maintenance>Upload & Import. Under this page there are options to download each type of upload file. These files are text files that can be opened in Microsoft Excel.

 

ap0413

Open Microsoft Excel and click “Open” and then go to downloads.

Select “All Files” and click on the template file.

snap0414

The next step is to format the sample files. When you click on open excel will prompt you to format the text file. When this comes up, simply click “Finish.”

snap0416

Once this is opened the correct data can be added in.  After the data is in the spreadsheet, it is wise to Save the file as Excel and then you will need to Save As Text (Tab delimited).  Always open your Text file in Notepad before uploading.  Remove extra lines by using Ctrl/End on the keyboard and then backspacing until the cursor is next to the last character.  Also use the Edit button next to File and go down to Replace.  Then enter a ” and Remove All.  These operations will prevent an error message from occurring.

Employee import: this file includes the employee data required to print the 1095-C and run the reports. It is important you format the fields and enter the data exactly as required. This import is a add/edit type of import where a record will be added if the employee information is not present and if it is present, that record will be modified based on the most current information being imported.

It is important to include full time employees as well as part time employees in the employee and transaction files. The Standard Measurement Period reports tests all employees and the law requires you to track their hours even if you offer them coverage. The Initial Measurement report only tests part time employees.

For the Employee Type field, the system requires entering Fulltime, Parttime. It will not import if FT or PT is entered. The system uses these fields to determine which employees to run for the reports.

The Department is not required for ACA purposes but it is used in the system to help you find/sort employees. We recommend importing information that is meaningful for your organization in this field. The system does not import if this field is empty.

The Adjusted Hire Date is important for rehired employees. You can enter their most recent rehire date in this field. This field cannot be empty. If an employee does not have an adjusted hire date, then enter the hire date in this field.

You will want to include employees that worked in the filing year. If an employee has been terminated, you will need to enter the termination date. If they have not been terminated, enter 01/01/1900. The system will not import if this field is empty.

**If employees need to be sorted by company, put the Company ID in the Department field or User Defined field to add the ability to sort and filter this way.

Transaction import: this file includes all the transactions required to calculate the ALE and run eligibility reports based on the hours worked to determine whom is offered coverage. This information is needed in order to provide reporting on eligibility through either the standard or initial measurement periods. Depending on the method used for determining eligibility, the information imported will be used to fill in the monthly reporting codes for the 1095-C. All data must be imported either by pay period or at the most by the month.

It is important to enter all the transactional data for each Record type. There are three key record types. Pay Codes, Benefits and Deductions. The system uses the pay codes to track hours and calculate eligible employees. The system uses both Deductions and/or Benefits to print the 1095-C forms.

Record Type Details:

Pay codes

We only want to import pay codes for transactions that represent hours worked. These hours will be included in the calculation of reported hours worked. In the spreadsheet a pay code should entered as Record Type 1.

Employee hours for the purpose of the ACA are defined as follows: (1) each hour for which an employee is paid, or entitled to payment, for the performance of duties for the employer; and (2) each hour from which an employee is paid, or entitled to payment by the employer on account of a period of time during which no duties are performed due to vacation, holiday, illness, incapacity (including disability), layoff, jury duty, military duty or leave of absence. Not all Pay code IDs are included. Commissions, bonuses and profit sharing are not pay codes that are used for tracking hours; they are usually entered as dollars. Keep in mind, if you use the W-2 Safe Harbor you do need to import all taxable compensation including commissions, bonuses, tips, and profit sharing.

Avoid double-counting hours. An example is an employer that pays an hourly base rate and a shift premium. If these are separated into two pay codes, you only want to include one, usually the base hour pay code. Including both could double-count the hours. Remember, if you upload the same data more than once it will duplicate hours and skew the reports.

The units to pay should have an amount entered if they were actual hours worked. The law requires tracking the hours worked. Salaried employees need to be assigned Full Time hours per week (usually 40 hours) if your pay role system does not pull hours for this classification.

Benefits

Health insurance benefits will need to be imported into the system depending on how you track your health insurance premiums. You do not need to include other benefits (e.g. Life, Dental, and Retirement) for ACA Reporting. If you use the Federal Poverty Line or Rate of Pay safe harbor, then you can enter either benefits or deductions to determine if an employee had coverage for a certain month. If you use the W-2 Safe Harbor, benefits and the amount are required for this safe harbor. Benefits can be imported as monthly transactions. You cannot import a single benefit spanning the entire year.

If you currently are not tracking health insurance with a benefit code in your payroll system and only have a deduction, then you can import only the deduction transactions even if you use rate of pay or W-2 Safe Harbor.

The units to pay will be 0 for Benefits. If an employee had coverage the entire plan year, you will need to enter at least a monthly transaction. Then, enter the start date as the beginning of the plan date and end date as the end of the plan year. If an employee accepted coverage due to a life change or move to Full Time status mid-year, then enter the start date as the date they were covered and the end date as the plan year-end date.

In the spreadsheet, a benefit transaction should be entered as Record Type 3.

Deductions

For all the Safe Harbors, you will need to import only your health insurance deduction and remove other non-health insurance codes.

The Units to Pay and Rate Amount will be 0 for Deductions. If an employee had coverage the entire plan year, you will need to enter at least a monthly transaction. Then, enter the start date as the beginning of the month and end date as the last day of the month. If an employee accepted coverage due to a life change or move to Full Time status mid-year, then enter the start date as the date they started covered and the end date as the last day of the month for every month the employee took insurance..

The fields for check number and check date are for information only and are designed to be beneficial for auditing and tracking hours. They cannot be empty but if you do not have the check number, you could enter a constant number for all transactions. If you do not have a check date, then enter the pay period end date.

The pay period start and end dates are important for running the hours calculations. The system allows you set setup calculations based on start date, end date or spread over the pay period. The law requires the tracking of hours, thus it is important to import the actual pay period start/end dates for the corresponding transactions.
In the spreadsheet, a deduction transaction should be entered as Record Type 2.

Dependents import: this file includes the dependent information required for the system to fill out Part III of the 1095-C correctly. You only need to import dependent information if you are self-insured. Your provider/carrier should be able to provide you the dependent information if you have not been tracking it.

The Spouse field cannot be empty, if the record is for a spouse then enter a 1. If the record is not a spouse, enter a 0.

You can enter the start date and end date as the date they started and ended coverage.

Here are some editing tips:

  • If you need to delete a row, right click and select delete to prevent any extra rows appearing as null values in the file. If you use the Delete button on the keyboard, then sometimes Excel keeps the row when the file is saved as a Tab Delimited Text file.
  • Once the data is entered in Excel save the file as a Tab Delimited Text file. Note: once it is a tab delimited text file the headings and columns may be off. This is ok.
  • Verify the headings in the final import files match exactly letter for letter, spacing and capitalization the sample Excel import file sent from Integrity Data.
  • Verify the headings in the final import files are in the same order as the sample file sent.
  • Employees in the transaction file must also be in the employee file.
  • If you try to import transactions for employees who are not in the Employee Import or not setup as an Employee in the ACA Compliance Solution then the system will reject those transactions and not import them.
  • Email Support@inegrity-data.com if you have any questions.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:      8/22/2017 – Revision: 4.0

Applies To:   ACA Compliance Solution

Categories:  Import of Data, Monthly Actions

Keywords:  Import, Templates

ACA Rules on Rehired Employees 2017-10-19T10:54:43+00:00

KB13-038

Classifying an employee as a rehire must fall within the guidelines of the ACA. If any employee’s absence of service is 13 (26 for educational institutions) consecutive weeks or greater they can, at the employer’s sole discretion, be classified as a rehire and have their adjusted hire date reflect the day they returned to service. A rule of parity within the ACA also allows an employer to classified a returning employee as a rehire even if their absence was less than 13 (26 for educational institutions) consecutive weeks providing they had previously worked at least 4 weeks and their subsequent absence of service was greater than what they previously worked.

Now that we have the general rules, let us look at some specific questions and examples.

Q: How do I handle rehired employees if they were NOT on the insurance plan during their previous employment period?

A: If employees were not on the insurance plan when they left, you do not have to offer them coverage upon return.  These employees will now be tested in their own initial measurement period.

 

Q: How do I handle rehired employees, if they WERE on the insurance plan during their previous employment period?

A: The rules here are not that simple.  You have to honor the duration of the original stability period and offer them coverage if when they returned to service they are still in the original stability period from their previous employment period.  You have to offer them access to health coverage only during this stability period and you have until the first day after their first three full months of return to do so.

Example:

If an employer tested an employee from 10/01/2014 to 09/30/2015 in a standard measurement period, the employee qualified and were offered coverage starting 01/01/2016.  If they leave employment 02/15/2016 and are rehired 04/30/2016 then they qualify under their first stability period measurement.  As an employer, I have to honor that offer and offer them coverage until 12/31/2016.  I have three months from the day of return to offer the coverage.

If the employee was rehired after 09/30/2016 then, the employee is outside of the first measurement period from the previous employment period and falls into an initial measurement period.  Keep in mind; they are still in their 12-month stability period until 12/31/2016.  Since you have until the first day after their first three full months of return to re-offer coverage, they would then fall out of the stability period and have to go through another initial measurement period.

 

Q: What if an employee left and were on the insurance and now are rehired but are not on the insurance this time?

A: If the employee was on the insurance and when they returned they were still in the original stability period you need to offer them coverage. If they are in a stability period when they were rehired the employer has to offer them coverage that will begin no later than the first day after their first full months of return.

Questions / Resources
If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements, ACA Compliance solution

Categories:  Rehire

Keywords:  Rehire, Rehired

 

Seasonal Employee Reporting 2017-10-19T15:14:04+00:00

KB13-037

Q: Do we have to fill out 1095 C for seasonal employees who worked full time for the summer?

A: The only thing seasonal employees affect is the FTE calculation for ALE determination.  If using a lookback measurement period there usually is no need to fill out 1095C information for seasonal employees and their limited hours would not qualify them.  You still have to track their hours individually.  The system will know when someone meets the criteria for being a season worker based on their hours.  There are some cases in which you can overwrite the auto calculation but that is a very limited scenario.

Q: If employees worked full time for 2 weeks in June and then 2 weeks in July but they have not worked full time for a full month are they excluded?

A: It depends on the lookback measurement, the advantage of having a lookback measurement method is that it tests employees hours over a period of time to get at an average.  This averaging out smooths out the peaks and valley of employee fluctuation of hours from month to month.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements, ACA Compliance solution

Categories:  Rehire

Keywords:  Seasonal

Monthly Tracking for 1095-C Compliance 2017-10-19T15:22:13+00:00

KB13-036

At the minimum, in order to populate IRS Form 1095-C for all of your ACA-defined full-time employees, you must keep:

  • Monthly records of every employee’s hours of service
  • Monthly records of the coverage offered to every employee
  • Monthly records of the attributes of the coverage offered

The tracking listed above is what’s needed for an employer with a stable workforce who has always offered quality health care coverage at minimal cost to employees.

If, however, your company offers limited or no coverage, and your workforce can be described by any of the following (hourly workers with varying schedules, lower-wage workers, high turnover), then you also need to do deeper tracking in order to manage the risk of penalties:

  • Constant monitoring of employee eligibility for coverage
  • Forecasting for which variable-hour employees are trending toward full-time status
  • Monthly tracking, by employee, of offers of coverage
  • Testing for the affordability of coverage offered, including safe harbor calculations

What an employer must do and when with ACA reporting

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com

If you would like to search for information and resources for Integrity Data products check out the following sites:

 

Last Review:   5/17/2017 – Revision: 2.0

Applies To:   ACA Reporting Requirements, ACA Compliance solution

Categories:  Monthly Actions

Keywords:  Outline, Monthly records

Exemptions for State Employees & U.S. Territories 2017-10-19T15:28:21+00:00

KB13-035

  1. You must track hours for state employees if their employer – the state government – classifies as an Applicable Large Employer, meaning that the organization has 50 or more full-time employees and full-time equivalents. The Affordable Care Act is such far-reaching legislation that no employer is exempt if the organization meets this count. Also not exempt are federal, local and Indian Tribal Government employers.
  2. Companies in the U.S. Virgin Islands and the territories of Guam, Puerto Rico, American Samoa and the Northern Mariana Islands do not have to do the regulatory reporting required of U.S. businesses stateside under the Affordable Care Act. You can argue whether “exempt” is the precise word for this odd situation, where a strict interpretation of “state” has led to the Department of Health and Human Services saying that certain aspects of the law don’t apply to U.S. territories. In this case, insurers in the territories have to accept everyone seeking a health plan, but residents of the territories do not have to show that they have a health plan nor are they able to get a subsidy for a health plan. Since an employee’s Form 1095-C is proof that they were offered coverage, it’s not needed in a part of the United States when no such proof is required.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com

If you would like to search for information and resources for Integrity Data products check out the following sites:

  • Knowledge Base: http://www.integrity-data.com/knowledge-base/
  • Videos: http://www.integrity-data.com/videos-library

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements, ACA Compliance solution

Categories:  Year End – 1095 & Filing

Keywords:  Exempt

Rehire Rules – Parity 2017-10-19T15:35:21+00:00

KB13-034

The rehire utility looks for breaks in service between payroll periods. It will apply either the 13-week consecutive absence rule – any employee who was absent for at least 13 consecutive weeks – or the ACA-defined rule of parity. 

The rule of parity states that if an employee had previously worked for you at least 4 weeks, and their subsequent break in service was greater than what they previously worked for you, you can classify them as a rehire upon their return to service.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements, ACA Compliance solution

Categories:  Rehire

Keywords:  Rehire, Rule of Parity

 

ACA Full-Time and Part-Time Classification Difference 2017-10-19T15:42:34+00:00

KB13-033

If you classify an employee as full-time, you are obligated to provide them immediate access to health care coverage. If you classify an employee as part-time, they must go through a measurement period test.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:   Employees Classification

Keywords:  Full-time, part-time

On the ACA Employee Health Coverage Report, what does Type SM signify? 2015-08-27T16:09:21+00:00

KB13-032

Eligible for coverage from a Standard Measurement Period

Rehire Rules 2017-10-19T15:47:48+00:00

KB13-031

The classification of an employee as a rehire (new hire) will restart the employee into a new initial measurement period. This is one of the few areas of ACA regulation that is at the sole discretion of the employer.  

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com

If you would like to search for information and resources for Integrity Data products check out the following sites:

  • Knowledge Base: http://www.integrity-data.com/knowledge-base/
  • Videos: http://www.integrity-data.com/videos-library

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Rehire

Keywords:  Rehire

On Going Measurement Periods and Stability Periods Interaction 2017-10-19T15:51:44+00:00

KB13-030

If an employee is eligible based on an IM period, there is a corresponding stability period during which they must be provided access to coverage.

If you think about it, all new employees will at some time be in two measurement periods – their initial measurement period and when they work within the standard measurement period. So if an employee is eligible in their initial measurement period and then becomes ineligible the next standard measurement during which they worked the entire time, they would continue to be eligible for health care coverage within the stability period corresponding to their initial measurement period. After that, they would no longer be eligible for coverage. Click Here for more information.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements

Categories:  Eligibility Reporting

Keywords:  Initial, Stability

Catch Up to Reporting Requirements with Integrity Data Cloud Solution 2017-10-19T16:02:55+00:00

KB13-029

Need-to-knows about the fine print of Affordable Care Act regulations got overlooked – or intentionally tuned out – amid news coverage of the drama with Obamacare repeal-and-replace politics. An ACA reality is that although this federal overhaul of access to health care is on par with Social Security and Medicare in the history books, in current public awareness, the Affordable Care Act has come to be on par with night-time soap operas and cable-TV reality shows.

The employer mandate is the last, and smallest, set of ACA rules to be implemented. And that implementation had twice been delayed. Each grace period was outlined as having a limited scope. Each grace period was defined in terms of granting more time to secure information systems that would do the required heavy lifting. But, again, these points were missed or blurred in public awareness.

So by January 1, 2015 – when the penalty assessment period started for employers with 100 or more full-time employees and full-time equivalents – some business owners and advisers continued to hit the snooze button.

Part of the ho-hum mindset traces to the botched implementation of the ACA individual mandate. Although that failure had to do with technology on the watch of the Department of Health and Human Services, a government body that had no experience engineering data exchanges on a herculean level, perceptions were that such a processing failure would be the case for the enforcement of the employer mandate. So why hurry, right?

But the government agency tasked with enforcing the ACA employer mandate is the IRS, not Health and Human Services. And with this being one of the need-to-knows that was missed, also missed was awareness of the extent to which the IRS is prepared to process ACA returns from insurance providers, the exchanges, individuals and now employers. In place is a massive XML clearinghouse – an almost $800 million investment – that will know lickety-split who was ACA compliant and who was not.

Perhaps the most snooze-button pushing came with perceptions that the Affordable Care Act was going to be repealed. The last disconnect in employer awareness of ACA must-dos came from wishful thinking that, with the U.S. Supreme Court ruling in the King v. Burwell case (the latest judicial challenge to the ACA), all compliance needs for this legislation would be erased.

Since the Supreme Court ruling late June 2015 did not make this federal mandate go away, we are now seeing new interest in learning more about ACA compliance: Employers realize they MUST take action or face very large penalties.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  About the Cloud

Keywords:  Repeal

 

Compliance with ACA Regulations with fewer than 100 FTEs 2017-10-19T16:01:17+00:00

KB13-028

Yes. The filing burden in Q1 2016 isn’t just for employers with 100 or more FTEs. Although the tax liability for coverage noncompliance in Calendar Year 2015 is just for employers with 100 or more FTEs, employers with 50 to 99 FTEs must meet the IRS reporting component of the Affordable Care Act for CY2015.

The IRS nonfiling penalty for disregarding required information reports, including 1095-C/1094-C returns, is $500 per required form.  

Therefore, it is very important for these employers, too, to be implementing an ACA solution now.

The urgency is greater for employers with 50 to 99 FTEs who are in industries vulnerable to ACA penalties. The financial consequences of procrastinating past October 1, 2015, are of white-knuckle importance for employers with 50 to 99 FTEs because their penalty assessment period for coverage noncompliance begins January 1, 2016.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Year End – 1095 & Filing

Keywords:  100 FTE

 

Considerations in Moving from Dynamics GP ACA to Integrity Data ACA Cloud Solution 2017-10-20T11:45:18+00:00

KB14-013

If Dynamics GP Payroll is already so ACA friendly, why do I need to consider an enhancement for ACA compliance?

  • Though the payroll module in GP has an ACA-friendly foundation, that grounding is not enough to populate Form 1095-C according to all the intricate ACA changes to the Internal Revenue Code. GP 2013 and GP 2015 provide basic 1095-C form generation. However, in many cases the determination of the codes to be placed on the forms must be done by the person generating the forms. Our ACA solution makes all of the proper determinations automatically and does not require the user to modify the data on the form.
  • Two circumstances also exist where the GP form generation is not acceptable to the IRS:
    • 1) If an employer is part of a commonly controlled or affiliated group, the ACA requires that Form 1094-C be filed with consolidated reporting. An example is two or more different organizations with common ownership or control must consolidate their employee data for ACA reporting and cannot do the reporting for each individual organization. ACA functionality standard in GP 2013 and GP 2015 will generate Form 1094-C from a single GP company, but will not consolidate the employee records for multiple companies as required by the IRS. Our solution provides this functionality in order to meet the compliance regulations.
    • 2) If an employer has 250 or more full-time employees or full-time equivalents, they then must file Form 1094-C electronically to the IRS. Dynamics GP does not support the e-filing of the ACA forms. Our solution includes e-filing at no additional cost.

Is mid-year implementation possible with the ACA solution I find?

  • Mid-year implementation is possible with Integrity Data’s ACA Compliance Solution. It is important to note, though, that if your company is at risk of ACA penalties (referenced above), it is best not to wait. Here is why:
  • Our solution will populate the IRS forms at any time, but if you do not have the monthly BI that you need to get the mandated offers of coverage to newly eligible employees, you are risking the accumulation of penalties that are now being assessed on a monthly basis.

How long will it take to implement your ACA solution?

  • In most organizations, we can help users be up and running and producing their first set of eligibility reports within an hour or two. Additional training and consulting is always available for those who need further assistance.

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 10/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements, ACA Compliance Solution

Categories:  Great Plains

Keywords:  GP, Implementation

Microsoft Dynamics® GP and ACA Compliance 2017-10-19T16:11:40+00:00

KB14-012

Yes. The payroll module of Dynamics GP has had features that, viewed with an ACA lens, make it compliance-friendly:

  • The ACA requires that all employee hours are tracked. Unlike what is required for other IRS forms, a clear distinction with the ACA is that tracking of hours is not by check date, it is by pay period transaction date. This is a big departure from W-2s and IRS Form 941, which hinge on check date. The way hours of service are credited to salaried employees in GP is consistent with what is now required under the ACA. Even the tracking of sick time and vacation time for salaried employees in GP Payroll is exactly as directed by the ACA. By crediting 40 hours of service per week for salaried employees, GP Payroll satisfies how the ACA advises that hours are tracked for salaried employees.
  • The ability to have non-dollar payroll transactions where an employee is credited with applicable hours is a huge features benefit that Dynamics GP payroll provides. This functionality overcomes many of the workarounds needed in meeting compliance for ACA tracking. It also enables companies to meet the new requirements without having to drastically change their payroll processes.
  • Dynamics GP maintains detailed transaction history that monitors hours within specific time frames. This level of detail is now crucial for ACA compliance. It is absolutely essential to have this level of data available for audit purposes. Whether it be for capturing hours associated with salaried employees (as discussed), or for precise tracking of employee hours, Dynamics GP Payroll has always met this challenge.
  • Dynamics GP also provides flexibility in how deductions can be set up that are well suited for ACA tracking and compliance. Companies that have offered health care coverage on a shared contribution basis with their employees have traditionally used a fixed amount for this deduction. With ACA expanding coverage to all full-time employees, companies must wrestle with the “affordable” requirements and safe harbors when applicable.
  • In Dynamics GP, the ability to set up deductions as a percent of gross wages will go far for companies wanting to ensure that employee contribution stays within the boundaries of affordability as defined in this legislation when specific safe harbors are used. Having choices on what methods to use in these calculations is important as it offers employers some protection on having to absorb a large percent of the health care coverage costs.
  • The law created some safety nets for employers to use in order to assure an employee pays a portion of coverage regardless of how many hours they actually work in their stability period. Deductions in Arrears is a feature in Dynamics GP that gives employers the vehicle to keep track of when an employee does not make enough during a pay period to meet his or her share of their self-only coverage.

Questions / Resources

If you have questions or comments please emailmailto:Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Great Plains

Keywords:  GP, Compliance

 

Pricing Structure Criteria of Integrity Data’s Cloud Solution 2017-10-19T16:16:10+00:00

KB14-011

We can’t speak to such exact pricing, but we can cover factors that we know lead to escalations in pricing for ACA data management:

  • Some payroll service providers require full implementation of their HR module in order to accommodate ACA reporting. In this scenario they are using their ACA compliance as a tool to get employers to purchase their full-blown HR modules. We do not.
  • Some payroll service providers charge transactional fees as employees enter and exit a workforce’s ACA-eligible body. In industries with a high turnover, these fees are significant and add up quickly. We do not price according to this model.
  • Some payroll service providers are charging per return for the generation of 1095-Cs and for the e-filing of Form 1094-C. We do not.
  • Integrity Data provides a simple annual subscription so employers know what their cost will be and do not have to worry about being nickel-and-dimed by hidden fees. All of our pricing is provided on our website at http://www.integrity-data.com/software/aca-compliance/.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  About The Cloud

Keywords:  Service Providers

Explanation of All Included in Hours of Service 2017-10-19T16:18:51+00:00

KB13-027

Correct: Jury duty and military duty must be accounted for in any ACA calculation of hours of service, regardless of whether the employee was paid for the hours.

Tracking hours of service, not just paid hours of work, is the ACA standard for calculating full-time status – and thereby employee eligibility for an offer of health care coverage. The other non-pay tracking that must be done is FMLA. According to ACA regulations, these non-pay hours must be tracked for each employee and are used to determine if the employer is required to offer coverage to those employees.

These regulations require the employer to begin tracking non-pay time in order to maintain compliance with ACA and avoid penalties. It is important for your time entry and payroll systems to record this time so our ACA solution can utilize it in hours-of-service calculations. Click Here for more information on Hours of Service.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/172017 – Revision: 2.0

Applies To:  ACA Reporting Requirements

Categories:  Hours of Service

Keyword:  Hours of Service

ACA Penalties Reviewed 2017-10-19T16:21:34+00:00

KB13-026

There are three types of ACA fines that an employer can incur:

Penalty for not filing any federally mandated ACA report

  • The basic penalty for failure to file or furnish a correct information return or payee statement is $250/form.
  • The standard annual penalty cap is $3 million.
  • If the failure relates to both an information return and a payee statement, the penalties are $500 per statement with a $6 million cap.

Penalty for filing an ACA report documenting that an employer did not offer health insurance

  • Triggered when an employee who should have been offered coverage goes to an exchange and gets subsidized coverage
  • Called the “ACA sledgehammer penalty”
  • For 2016, this penalty for each month that an employer does not offer coverage to an eligible employee is $2,160, divided by 12, multiplied by the total number of full-time employees or full-time equivalents minus 30.
  • The current multiplier, before taxes, is $180 a month per employee, for each month coverage is not offered.

Penalty for filing an ACA report documenting that an employer offered health insurance that does not meet ACA standards

  • Triggered when an employee who should have been offered coverage goes to an exchange and gets subsidized coverage
  • Called the “ACA tack hammer penalty”
  • For 2016, the penalty for each month that an employer does not offer coverage which is deemed affordable or which does not meet the ACA standard for minimum value is $2160, divided by 12, multiplied by the number of full-time employees who sought coverage on an exchange and received a premium tax credit or cost-sharing subsidy that month – not to exceed the following: $3,240, divided by 12, times the total number of full-time employees or full-time equivalents minus 30. For calendar year 2017, the adjusted $2,160 amount is $2,260 and the adjusted $3,240 amount is $3,390.
  • The current multiplier, before taxes is $270.00 a month per employee, for each month offered coverage was not deemed affordable or did not meet the ACA standard for minimum value.

Here are some considerations to help determine how part-time and seasonal employees equate to full-time and FTE employees:

  • Only employees working in the United States are counted.
  • Volunteer workers for government and tax-exempt entities, such as firefighters and emergency responders, are not considered full-time employees.
  • Teachers and other education employees are considered full-time employees even if they don’t work full-time year-round.
  • Seasonal employees who typically work six months or less are not considered full-time employees. This includes retail workers employed exclusively during holiday seasons.
  • Schools with adjunct faculty may credit 21 /4 hours of service per week for each hour of teaching or classroom time.
  • Hours worked by students in federal or state-sponsored work-study programs will not be counted in determining if they are full-time employees

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements

Categories:  Eligibility Reporting

Keywords: Penalty

Advantages of Integrity Data’s ACA Compliance Solution 2017-10-19T16:25:44+00:00

KB14-010

We help with education and with automation. We believe both are needed for organizations to be confident with their level of ACA compliance.

We provide a lot of education, including informing employers that even if they believe they are ACA compliant by having offered quality health care coverage all along – as many have – they will not be fully ACA-compliant until they file the new federally required IRS forms documenting that they offer coverage. This detail is one of those fine points lost amid headlines over the political drama.

We also educate employers on the mechanics in the law that trigger penalties. We show them that we have quick-to-install, easy-to-use automation that monitors these triggers.

Briefly, the law is about providing offers of coverage to eligible employees and making sure that coverage meets the ACA standards for minimum value and affordability. In plain talk, we demo how our ACA Compliance Solution monitors both of these triggers.

Our automation does both the regulatory reporting that is required annually and the deep internal reporting that is needed monthly for ACA penalty management. Identifying newly eligible employees is tricky – and we have that process covered.

The yearly regulatory reporting mandated by the ACA boils down to the challenging 1095-C form that must be sent to ACA-eligible employees. It is often compared with the W-2, however population of Form 1095-C is far more complex. Unlike a W-2, it does not go to every employee. And it is not based on summary data for an entire year but must be provide a monthly breakdown of data for each employee.

Form 1095-C is the ACA return that tells the IRS whether an employer offered health insurance to every eligible employee and if the offering was ACA-compliant. There is a science to identifying which employees need to get Form 1095-C and how to populate it for distribution to them. We have the logic for this science built into our ACA solution. We simplify production of the necessary 1095-Cs for employees and we also handle generation of the employer transmittal – Form 1094-C – for the IRS.

Internal monthly tracking is also important – both because that is what the yearly IRS reporting is based on, and because you need this business intelligence to manage risk of ACA penalties. Our software handles this as well.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  About The Cloud

Keywords:  Compliance, Integrity Data

 

General Explanation of Reporting Requirements for Employers and Fines 2017-10-19T16:31:06+00:00

KB13-025

Whereas employers traditionally had to provide quarterly and yearly summaries for IRS reporting on their workforce, they now have to make sure they can get at their data for intricate breakdowns in monthly reports. Because payroll data is the body of information that sheds light on how employers will comply with these new and exacting reporting requirements, ACA changes to the Internal Revenue Code are transforming the work life of anyone who has anything to do with payroll processing.

In the past, most regulatory reporting for payroll activity centered on dollars – not hours.

But population of IRS Form 1095-C (the complicated new form known as the ACA counterpart to a W-2) hinges on tracking hours of service – not just paid hours of work. Click Here for more about Hours of Service.

This distinction is important because, to determine which employees are full-time – and thereby eligible for health coverage, employers now need a tracking system that accounts for non-paid time on the job. The task, then, of figuring out which employees to give the 1095-C form to can be tougher than the printing of this challenging form itself.

Not only do employers have to report on which employees are eligible for offers of coverage, they also need to report on attributes of the health insurance offered: Does it meet ACA standards for quality? And in each eligible employee’s case, does it meet ACA standards of affordability?

Deadlines for getting Form 1095-C to employees and for filing its transmittal, Form 1094-C, with the IRS are in Q1 2016. Generation of these files has nothing to do with an employer’s pay or play strategy. If you are an applicable large employer, getting these forms out is a federal mandate.

Click Here for further information.

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 8/4/2017 – Revision: 3.0

Applies To: ACA Reporting Requirements

Categories:  Hours of Service

Keywords:  Service

 

Calculation of Unpaid Leaves of Absence in the ACA Compliance Solution 2017-10-19T16:43:37+00:00

KB14-009

Our ACA Compliance Solution handles leaves of absence by calculating the average hours of service per day during the working period and then apply that to the days of leave.  If the employee is out for the entire calendar year, you will need to upload the FMLA hours using our Excel Spreadsheet.

This approach allows the employer to look at average hours per week being calculated versus having to figure out what, if any, leaves of absence there were.

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:   ACA Reporting Requirements, ACA Compliance solution

Categories:  Hours of Service

Keywords:  Unpaid, Leaves

 

The Cloud 1094-C/1095-C Forms Require No Manual Employer Intervention 2017-10-19T16:49:45+00:00

KB13-024

IRS Form 1094-C is summary information derived from total employee count, ALE status and IRS 1095-C submission. There should be no manual intervention.

For IRS Form 1095-C, the least-cost offer of coverage that provides minimum value is used to populate Lines 14, 15 and 16. Depending on the least cost option’s monthly employee contribution for self-only coverage, Line 15 may be left blank. In most cases, we see Line 14 being either a 1A (qualifying offer) or 1E (offer providing minimum value, employee, spouse and dependent can participate). 

Manual intervention would be needed only if the underlying payroll information is flawed.

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Year End – Prerequisites 1094-C

Keywords:  1094-C

 

Moving Payroll Data into the Integrity Data ACA Solution 2017-10-20T08:56:05+00:00

KB14-007

We have basic templates for importing payroll data into Integrity Data’s ACA Compliance Solution. Generally there are only two files which need to be produced, one housing basic employee profile information and the other pay record information that has the start and end date of the payroll period, as well as the hours worked.

Click Here for further details.

Our ACA Compliance Solution does not require a full HR implementation; therefore, getting our solution up and running is a matter of hours, rather than a projecting demanding days or weeks.

If you use Microsoft Dynamics GP, then click here for information on the use of the Connector.

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  8/2/2017 – Revision: 3.0

Applies To:  ACA Compliance Solution, ACA Reporting Requirements

Categories:  Import of Data

Keywords:  Templates, GP

Rehire Eligibility Determination Based on Adjusted Hire 2017-10-20T09:32:25+00:00

KB14-006

Using Date Hired as the original Start Date and Adjusted Hire Date as the rehire date of effective hire date, decremented by any leaves of absence?

We monitor the Adjusted Hire Date in order to see if anyone was classified as a rehire and thus treated as a new employee. The scenario you portray is the exact way in which our solution works: 

When adjusting the Adjusted Hire Date field to a new rehire date, the employee will be put into a new initial measurement period for testing. This has the effect of removing the person from any standard measurement period testing and restarts their eligibility determination.

 

Questions / Resources

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Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Rehire

Keywords:  Adjusted, Hire, Rehire

 

Tracking of Hours for Salespeople on a Commission-Only Basis 2017-10-20T09:35:27+00:00

KB13-023

Yes, you have to track their hours and you are required to use a reasonable method of crediting hours of service that is consistent with IRS Section 4980H.

You also have to also take into account travel time for a salesperson compensated on a commission basis.

Click Here for more about Hours of Service

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/18/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements

Categories:  Hours of Service

Keywords:  Commission, Service

Guidelines for Student Employees in a Work-Study Program 2017-10-20T09:37:50+00:00

KB13-022

The final regulations provide that hours of service do not include hours of service performed by students in positions subsidized through the federal work study program or a similar state or local program.
However, the final regulations do not include a general exception for student employees: All hours of service for which a student employee of an educational organization (or of an outside employer) is paid or entitled to payment in a capacity other than through the federal work study program (or comparable state or local program) are required to be counted as hours of service.

Click Here for more about Hours of Service

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/18/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements

Categories:  Hours of Service

Keyword:  Student, Service

Rate of Pay Safe Harbor Determination 2017-10-20T09:42:37+00:00

KB13-021

All three safe harbors represent the maximum an employee can be expected to contribute for self-only coverage. Using the lowest paid hourly workers’ rate, or the state unemployment rate, in the Rate of Pay safe harbor calculation will keep coverage within the affordability criteria of the ACA. The theory here is that no one would be paid under those rates, so you would have a shield from a penalty assessment.

The Rate of Pay safe harbor is actually tied to an individual employee’s hourly or salary wages. It is equal to 130 hours multiplied by the lower of the employee’s hourly rate of pay as of the first day of the coverage period (generally the first day of the plan year) or the employee’s lowest hourly rate of pay during the calendar month.

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  ACA Plan Setup

Keywords:  Safe Harbors

Rules for Adjunct Professors at Colleges 2017-10-20T09:45:38+00:00

KB13-020

Until further guidance is issued with respect to such employees, you’re required to use what’s called a “reasonable” method for crediting their hours of service. Here’s the method deemed reasonable by the Treasury Department and the IRS for quantifying these hours.

Credit an adjunct faculty member of an institution of higher education with:

  • 2.25 hours of service (representing a combination of teaching or classroom time and time performing related tasks such as class preparation and grading of examinations or papers) per week, for each hour of teaching or classroom time and, separately;
  • an hour of service per week for each additional hour outside of the classroom that the faculty member spends performing duties which he or she is required to perform (such as required office hours or required attendance at faculty meetings).

Click Here for more on Hours of Service

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review: 5/18/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements

Categories:  Hours of Service

Keywords:  Adjunct, Service

Advantages of the Look-Back Measurement Method over the Monthly Measurement Method 2017-10-20T09:56:49+00:00

KB13-019

Are you worried that, if you use the look-back measurement method to determine employee eligibility for health care coverage, you may be obligated to offering some employees coverage in their stability period when their hours drop below 30 a week?

Do not sweat stability periods. What they really represent is a catch-up period, had an employer used the monthly measurement method.

If you took this same employee and were under the monthly measurement method, they would have been eligible for coverage from the first month their hours of service were at least 130. Because they were eligible based on the look-back method, it’s reasonable to assume that they would have been deemed full-time from the beginning and, therefore, would have been offered coverage.

The stability period is a deferral of the employee’s eligibility for employer-sponsored health coverage.

Questions / Resources

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Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Company Setups

Keywords:  Look-back

Unpaid Hours Setup in Microsoft Dynamics® GP 2017-10-20T10:02:09+00:00

KB14-005

They set up a pay code for non-paid credit hours with a zero rate-of-pay amount. It will accumulate the hours, but not affect the dollars.

 

Questions / Resources

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Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance Solution

Categories:  Dynamics GP and ACA

Keywords:  GP, non-paid

We understand that 6056 reporting is based on more than paid hours. How does your software handle this tracking and the payroll hours for a two-week pay period? 2015-07-23T15:29:50+00:00

KB14-004

Rather than hours of work, ACA reporting is based on hours of services. So, in addition to hours worked, you must credit an employee – though you wouldn’t be paying them in dollars – for three situations:

  • Jury duty
  • FMLA
  • Military deployment

(Paid vacation, paid sick, paid holidays are also factored in, but handled by GP.)

FT Waiting Period vs the Non-Assessment Period 2017-10-20T10:09:04+00:00

KB13-018

The non-assessment period refers to a limited period during which an employer will not be subject to an assessable payment under IRC Section 4980H(a)(b).

This relief is automatic and applies:

  • For the three full calendar month period beginning with the first full calendar month in which an employee is first eligible for an offer of coverage under the monthly measurement method. Click Here
  • During the initial three full calendar months of employment for an employee reasonably expected to be a full-time employee at the start date, under the look-back measurement method. This is also referred to as the Full-time waiting period for eligibility. Click on the last link for further explanation.
  • During the initial measurement period for a new variable-hour employee, seasonal employee or part-time employee determined to be employed on average at least 30 hours of service per week, under the look-back measurement method.

For more explanation Click Here

 

Questions / Resources

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Last Review: 5/17/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements

Categories:  Company Setup

Keywords:  Non-assessment

Seasonal Workers in the ALE Count 2017-10-20T10:13:29+00:00

KB13-017

*Asked of the IRS in a group call on May 15, 2015.

“The employer must look at all employees when counting heads for ALE status. However, the regulations provide an exception for seasonal workers – employees who perform labor or services on a seasonal basis as defined by the Secretary of Labor, including retail workers employed exclusively during holiday seasons.

  If the employer had more than 50 full-time and full-time equivalent employees for 120 days or less, and   the excess over 50 were seasonal workers, the seasonal workers can be excluded from the count and, as a   result, the employer will not be an applicable large employer.

Now this exception sounds a bit complicated, but the regulations include examples for counting seasonal workers, and here’s another important rule to note:

  Under a longstanding provision that also applies for other tax and employee benefit purposes, companies   with a common owner or that are otherwise related generally are combined and treated as a single   employer for determining ALE status. (These rules are found in Section 414(b), (c), (n), and (o) of the   Internal Revenue Code; they’re called the 414 or Controlled Group Rules.) If the combined number of full-  time and full-time equivalent employees for the group is large enough to meet the ALE definition, then   each company in the group – called an applicable large employer member – is considered to be an ALE,   even if it separately would not be.”

Tim Berger | Tax Law Specialist, Internal Revenue Service
Exempt Organizations Office, Tax Exempt and Government Entities Division | Washington, DC

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements

Categories:  Year End –Prerequisites 1094-C

Keywords:  Seasonal

 

Changing the Look-Back Measurement Period 2017-10-20T10:17:36+00:00

KB13-016

The IRS provided some flexibility in determining first-time eligibility starting in CY2015, knowing that employers would potentially change their look-back periods.

Look-back measurement can be changed as long as the employer maintains the stability periods of the individual employees, whether that was determined from a standard or initial measurement period test.

Employers have to be careful not to fall into a coverage gap. An example would be an employer going from a 6-month to a 12-month measurement period. If an employer had a 6-month measurement period and then switched to a 12-month period that started immediately after the initial 6-month period, there would be a 6-month period where employees in their stability period would continue to be offered coverage until the next test.

The initial measurement period testing months that were in effect when the employee was hired must be used in determining their initial eligibility status.

 

Questions / Resources

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If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Company Setups

Keywords:  Change, Look-Back

Yearly Applicable Large Employer (ALE) Determination 2017-10-20T10:20:24+00:00

KB13-015

An applicable large employer with respect to a calendar year is defined in IRC Section 4980H(c)(2) as an employer that employed an average of at least 50 combined full-time employees and full-time equivalents on business days during the preceding calendar year.

The determination of whether an employer not in existence the preceding calendar year is an applicable large employer is based on the average number of employees that the company was reasonably expected to employ on business days in the current calendar year.

If an employer was in existence for only part of the preceding calendar year, it is based on the average number of full-time employees and equivalents during the period of existence. The ID Cloud Solution gives you a report with the accurate figures for your ALE count.

The following is copied directly from the 2016 Instructions for 1094-C and 1095-C:

Applicable Large Employer (ALE). An ALE is, for a particular calendar year, any single employer, or group of employers treated as an Aggregated ALE Group, that employed an average of at least 50 full-time employees (including full-time equivalent employees) on business days during the preceding calendar year. For purposes of determining an employer’s average number of employees, disregard an employee for any month in which the employee has coverage under a plan described in section 4980H(c)(2)(F) (generally, TRICARE or Veterans Administration coverage). A new employer (that is, an employer that was not in existence on any business day in the prior calendar year) is an ALE for the current calendar year if it reasonably expects to employ, and actually does employ, an average of at least 50 full-time employees (including full-time equivalent employees) on business days during the current calendar year. For information on a special rule for certain employers with seasonal workers, see the final regulations under section 4980H and FAQs on IRS.gov.

Full-time equivalent employees. A combination of employees, each of whom individually is not treated as a full-time employee because he or she is not employed on average at least 30 hours of service per week with an employer, but who, in combination, are counted as the equivalent of a full-time employee solely for purposes of determining whether the employer is an ALE. For rules on how to determine full-time equivalent employees, see Regulations section 54.4980H-2(c).

 

Questions / Resources

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Last Review: 5/18/2017 – Revision: 2.0

Applies To: ACA Reporting Requirements (ACA Law)

Categories:  Year End – Prerequisites 1094-C

Keywords:  Applicable, ALE

1095-C Dependent Information for Spouse and Dependent 2017-10-20T10:24:33+00:00

KB13-014

On IRS Form 1095-C, there is a section for dependent information (Part III).

You will complete this section ONLY if your company’s policy is self-insured. If it is not, you do not need to put anything in Part III of Form 1095-C.

Part III was added in order to track dependent coverage for self-insured plans – so that an employer would not also have to produce and file IRS Forms 1094-B and 1095-B. The instructions for IRS Form 1095-C are specific:

“Complete Part III ONLY if the employer offers employer-sponsored self-insured health coverage in which the employee enrolled.”

 

Questions / Resource

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Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  ACA Plan Setup

Keywords:  Dependent, Spouse

Dependent Data Requirements 2017-11-09T11:19:58+00:00

KB13-013

Dependent data is required only from employers with self-insured plans:

  • If you are not self-insured, you do not need to collect data for dependents.
  • If you are self-insured, then you must track dependent information on those dependents who are covered.  Use the Dependent Excel Template for details to upload the file into the Cloud using Text tab delimited.  Use Utilities & Maintenance/ACA Utilities/Upload & Import to Select the file and Upload in the Cloud.

Click Here for Dependent Excel Template

Questions / Resources

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Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Dependents. Import of Data

Keywords:  Dependent, self-insured

Waives/Declines the Insurance Offering 2017-10-20T10:33:14+00:00

KB13-011

*asked of the IRS in a group call on May 15, 2015

“For purposes of 4980H and the reporting requirements here, whether they waive the insurance or whether they accept an offer made by the employer doesn’t affect the employer shared responsibility payment. 

The key is that the employer offers the insurance.

That’s what 4980H is looking at.

And that’s what’s reported on the 1094 and 1095-C.

So the offer is the important part. Whether or not the employee is accepts the coverage – or whether they accept it and then waive it – doesn’t impact the 4980H and the Section 6056 reporting requirements.”

Tim Berger | Tax Law Specialist, Internal Revenue Service
Exempt Organizations Office, Tax Exempt and Government Entities Division | Washington, DC

Section 4980H of the Internal Revenue Code
Employer Shared Responsibility Provisions of the Affordable Care Act

Section 6056 of the Internal Revenue Code
Information Reporting Provisions of the Affordable Care Act

IRS Form 1095-C
Employee’s Statement of Offer of Coverage

IRS Form 1094-C
Transmittal of Employer-Provider Health Insurance Offerage and Coverage Information Returns

 

Questions / Resources

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Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Employee Classification

Keywords:  Waive

What are the fines for not filing IRS Form 1095-C? 2017-01-08T13:23:26+00:00

KB13-010

Under Section 806 of the Trade Preferences Act of 2015 (Public Law No. 114-27), legislation that provides job training and aid to U.S. workers displaced by globalization and foreign trade, there’s a provision that significantly increases penalties set forth in the Internal Revenue Code for filing errors:

  • The fine for filing incomplete or inaccurate information on submissions after December 31, 2015, increases to $250 per required return, with a maximum of $3 million a year.
  • The fine for not filing any mandated forms increases after December 31, 2015, from $250 per required return to $500 per required return.

For more details, read our blog post.

Tracking an Employee Who Works in Different Companies 2017-10-20T10:39:30+00:00

KB14-003

Employees are tracked in our solution by their SSN. You can have employees in different companies with different employee IDs. You can also have an employee in the same company with multiple employee IDs, but the same SSN. This method can be used when there are state tax issues, for example.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Eligibility Reporting

Keywords:  SSN, Different

Security with Integrity Data’s ACA Compliance Solution 2017-10-20T10:43:28+00:00

KB14-002

No. When using ACA Compliance Solution for data management, none of your employee data will be ported out of your server. Ours is a full integration with your employee data within the security of the ERP system you have invested in. 

Our ACA Compliance Solution works within your payroll system to consume data collected in your payroll tables and process it according to ACA calculations. All the work with your data is done right within your system.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  About The Cloud

Keywords: Security

Do Not Install ACA Compliance Solution on All Workstations 2017-10-20T10:47:28+00:00

KB14-001

No, only workstations where people will be accessing the functionality of our ACA module will need to have the software installed.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  About The Cloud

Keywords:  Workstations

Penalty Assessment for a Covered Employee that is Unable to Pay Their Required Contribution 2017-10-20T10:51:29+00:00

KB13-008

According to the ACA final regulations, an employer “will not be treated as failing to offer to a full-time employee (and his or her dependents) the opportunity to enroll in minimum essential coverage under an eligible employer-sponsored plan for an employee whose coverage under the plan is terminated during the coverage period solely due to the employee failing to make a timely payment of the employee portion of the premium. This treatment continues only through the end of the coverage period (typically the plan year).”

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Employees Classification

Keywords:  Timely, Penalty

Change in Status from Full Time to Part Time Requires Continued Coverage 2017-10-20T11:01:17+00:00

KB13-007

The answer is more complicated than an employee changing status from part-time to full-time. The rules governing this are rooted in protecting the employee’s coverage during their transition period. The rules generally require that the employer recreate the stability periods that would apply based upon the employee’s hours of service before the transfer.

In other words, you have to apply the previous measurement period (whether it be a standard measurement or initial measurement period) and test if that employee qualified for coverage. If so, they will be provided access in the subsequent stability period. Under the look-back measurement method, full-time employee status in a stability period is based on hours of service in the prior applicable measurement period, regardless of whether the employee experiences a change in employment status either during the measurement period or during the stability period.

The final regulations also allow an employer to begin to apply the monthly measurement method in lieu of the otherwise applicable stability period beginning on the first day of the fourth full calendar month following the change in employment status. This rule applies:

  • only with respect to an employee to whom the employer offered minimum-value coverage from at least the first day of the month following the employee’s initial three full calendar months of employment through the month in which the change in employment status occurred.
  • only if, during each of the three full calendar months following the change in employment status, the employee has on average less than 30 hours of service per week.

Under this rule, an employer may apply the monthly measurement method to an employee even if the employer does not apply the monthly measurement method to employees in the same category.

The best rule to use is to apply the previous measurement period for test purposes. If the employee’s hours would have satisfied them being eligible for coverage, then they will be within a stability period where they will be provided coverage like everyone else. You will test them again on completion of the next standard measurement period. If they have not completed a measurement period, you must continue to provide them access to health coverage during the current stability period in force based on the last standard measurement period.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements

Categories:  Employee Classification

Keywords:  Continued coverage, Status

Standard Measurement Period Report Guidelines 2017-11-09T15:31:11+00:00

KB13-006

For an employee to be part of a standard measurement period test, they must have been employed the entire standard measurement period. They had to be employed as of the start date of the measurement period and remained employed as of the end date of the measurement period.  Any employee who was employed at the start of the standard measurement period but was not employed at the end of the standard measurement period will not be counted.

New employees, who started after the start of the Standard Measurement Period, will be subject to their own individual Initial Measurement Period to determine if they qualify as a full-time employee under the ACA requirement of 130 hours per month.

An employer determines each on-going employee’s full-time status by looking back at the “standard measurement period” This is a defined time period between 3 and 12 consecutive calendar months, as chosen by the employer.  The employer has the flexibility to determine the months in which the standard measurement period starts and ends, provided that the determination must be made on a uniform and consistent basis for all employees in the same category.

If the employer determines that an employee averaged at least 30 hours per week during the standard measurement period, then the employer treats the employee as Full-time during a subsequent “stability period,” regardless of the employee’s number of hours of service during the stability period, so long as he or she remains employed. The stability period must be a period of at least six consecutive calendar months that is no shorter in duration than the standard measurement period used by the employer and that begins after the standard measurement period.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Eligibility Reporting

Keywords:  Standard Measurement

 

Change in Employment Status During the IMP from Part Time to Full Time 2017-10-20T11:10:52+00:00

KB13-005

If an employee’s status changes from variable-hour to full-time, the employer must offer the employee coverage by the first day of the fourth full calendar month following the change in employment status.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Employee Classification

Keywords:  Status, Change

 

 

Offer of Coverage for Special Project Employment for six months @ 40 hours per week 2017-10-20T11:15:48+00:00

KB13-004

Yes, coverage will need to be offered. This person is reasonably expected to work on average 30 hours per week as the date of hire.

The final ACA regulations state that an employer “may not take into account the likelihood that the employee may terminate employment with the applicable large employer (including any member of the applicable large employer) before the end of the initial measurement period.”

This employee, then, must be offered coverage by the first day of the month immediately following the conclusion of his or her initial three full calendar months of employment. If they choose coverage, they will be subject to COBRA guidelines upon termination.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Employee Classification

Keywords:  Special project
 

 

 

1095-C, Dependent Information (Part III). Tracking Spouse and Dependent Coverage 2017-10-20T11:20:25+00:00

KB13-003

Part III was added in order to track dependent coverage for self-insured plans. The instructions are specific: “Complete Part III ONLY if the employer offers employer-sponsored self-insured health coverage in which the employee enrolled. This part must be completed by an employer offering self-insured health coverage for any employee who enrolled in the coverage, regardless of whether the employee is a full-time employee.”

Unless the employer’s policy is self-insured, you will not put anything in Part III of Form 1095-C. A self-insured group health plan (or a “self-funded” plan, as it is also called) is one in which the employer assumes the financial risk for providing health care benefits to its employees. Self-insured employers pay for each out-of-pocket claim as those claims are incurred instead of paying a fixed premium to an insurance carrier – the arrangement known as a fully-insured plan. Even though these plans are called self-insured plans, an employer typically does not assume 100% of the risk for catastrophic claims. Rather, the employer buys a form of insurance known as stop-loss or excess-loss insurance to reimburse the employer for claims that exceed a predetermined level.

The cloud solution ACA Plan Setup allows you to choose self-insured, spouse, dependent.

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Dependents

Keywords:  Dependent, Part III

Guidelines for Classifying a Variable-Hour (Part Time) Employee 2017-10-20T11:24:24+00:00

KB13-002

Again, according to the final regulations: “Based on the facts and circumstances at the employee’s start date, the employer cannot determine whether the employee is reasonably expected to be employed on average at least 30 hours of service per week during the initial measurement period because the employee’s hours of service are variable or otherwise uncertain.”

 

Questions / Resources

If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Employees Classification

Keywords:  Variable-hour

Guidelines for Classifying an Employee as Full-Time 2017-10-20T11:27:49+00:00

KB13-001

As stated in the final regulations that, on February 10, 2014, implemented the employer responsibility provisions of the Affordable Care Act (ACA): “Factors to consider include, but are not limited to, whether the employee is replacing an employee who was or was not a full-time employee, the extent to which employees in the same or comparable positions are or are not full-time employees, and whether the job was advertised, or otherwise communicated to the new hire or otherwise documented (for example, through a contract or job description), as requiring hours of service that would average 30 (or more) hours of service per week or less than 30 hours of service per week.”

 

Questions / Resources
If you have questions or comments please email Support@integrity-data.com.

If you would like to search for information and resources for Integrity Data products check out the following sites:

Last Review:  5/17/2017 – Revision: 2.0

Applies To:  ACA Reporting Requirements, ACA Compliance solution

Categories:  Employee Classification

Keywords:  Full-Time, Hours of Service