ACA Compliance Solution’s maintenance tools are used to manage employees, benefits, employee
dependents and transactions. It is imperative that this information be as accurate as possible,
especially the transactions which are used to ascertain employee work times, hours, and deduction /
benefit amounts for affordability. Equally important are the edit tools for 1094-C and 1095-C records.
These serve as an edit tool as well as check for the year end close process.

1095-C

Utilities & Maintenance > ACA Maintenance > 1095-C’s

This utility is used to make modifications to an employee’s 1095-C information which will eventually be
displayed on the 1095-C report. The system supports one 1095-C record per combination of Employee
ID, Company and Year.

When navigating to the 1095-C page and 1095-C information exists, a grid will be displayed with all
1095-C information.

• Add New 1095-C’s: This allows manual creation of a 1095-C for an individual employee
• Edit/Delete: Allows editing or removal of an individual 1095-C
• Preview 1095-C’s: By selecting individual or all 1095-C’s, they ,may be previewed by clicking
  this button
• Validate 1095-C’s: Individual or multiple 1095-C’s may be chosen to validate, if needed

The Edit 1095-C Information window serves as part of the final check to view or edit the information
for a given employee which will appear on the printed report. (Or electronic IRS submission). The data
for the record is populated by the year end close process. The user can make modifications for certain
fields in this window such as insurance coverage and dependents. Edited fields will show up on 1095-C’s
when changes are saved. There are various informative fields in this window such previous filing or
submission dates, validation status, and the ability to view errors within the 1095-C before printing.
Part II allows you to change the Codes and Values on Line 14, 15, 16 of the 1095-C. Part III allows you to
edit or add a Dependent. Part III is for self-insured documentation of coverage. Fully insured
companies are not required to track dependents for ACA.

Note that once data is edited for a given record the system will require you to purposefully overwrite
edits during year end close if you wish to repopulate this data. An example would be overwriting a test
run or processing new data when corrections to transactions are uploaded.

Additionally, Part I and II are simply links to the existing Company and Employee forms in the ACA
solution. The print process for 1095-C will reference the fields on those pages for the most recent
information. If you wish to modify those values for sake of the 1095-C you will need to change the data
on those pages.

Users have the option to send an individual 1095-C to a fulfillment provider or validate a single
1095-C by clicking either button at the bottom of the Edit 1095-C Information page.

Edit 1094-C Information

Utilities & Maintenance > ACA Maintenance > Edit 1094-C Information

This utility is used to make modifications to a company’s 1094-C information which will eventually be
displayed on the 1094-C report. The system supports one 1094-C record per combination of Company
and Year.

The edit 1094-C window serves as a final check to view or edit the information for a given company,
which will appear on the printed report. (Or electronic IRS submission). The data for the record is
populated by the year end close process. The user can make modification and these modification will
appear on the printed form.

Note that Part I contains links to the existing Company and Government Entity forms in the ACA
solution. The print process for 1094-C will reference the fields on those pages for the most recent
information. If you wish to modify those values for sake of the 1094-C you will need to change the data
on those pages.

Note that once data is edited for a given record the system will require you to purposefully overwrite
edits during year end close if you wish to repopulate this data. An example would be overwriting a test
run or processing new data when corrections to transactions are uploaded.

The edit 1094-C page is large and is displayed as two separate images below. Parts I & II are depicted
first followed by Parts III & IV

Reconcile 1094-C

If 1095-Cs have been added or removed manually since the year end close was done, you can reconcile
your 1094-C to reflect the change in number of forms or employees. In order to reconcile, click the
“Reconcile” button at the bottom of the Edit 1094-C Information page (once a company has been
selected).

Reconciling from the Edit 1094-C Page:

• Reconcile Method: When reconciling from the 1094-C page you can only choose “This 1094-C
  Only”
• Control Group: Automatically populates when the 1094-C is chosen
• Year: The year which was chosen to view the 1094-C
• Preserve Part III Employee Counts: Selecting this option will keep all employee counts that
  currently exist on the 1094-C. If employees were added or removed after the year end close
  process, check this option to recalculate the number of employees
• Preserve Part IV Company Order: Selecting this option will save all company information in
  part IV of the 1094-C.
• Reconcile Part IV Only: Selecting this option will automatically uncheck the other options. This
  will only recalculate part IV of the 1094-C.

Click Continue to continue with the reconcile process.

A warning message will appear confirming your selections. Click Continue.

The Edit 1094-C Information window will refresh with the newly calculated information.

1094-C Prerequisites

Utilities & Maintenance > ACA Maintenance > 1094-C Prerequisites

This utility is used prior to the year-end close process. The system will generate 1094-C and 1095-C data
based in part on answers to the questions listed and the data elements provided. If changes to the
YES/NO fields are made for a given year the user will be required to re-run the year end close process
to ensure that the resultant 1094-C and 1095-C edit tables are populated correctly.

Note: A missing prerequisite record for any company will prevent year end close from being successful

Company ID: Select the Company ID from the drop down list
Year: Enter the reporting year.
Last Name: Enter the last name of the contact person
First: Enter the first name of the contact person
Middle: Enter the middle name or initial of the contact person
Suffix: Enter the suffix of the contact person if applicable – i.e., JR, DR, etc.
Phone: Enter the phone number of the contact person

Signature Title: Enter the business title of the contact person – i.e., controller, HR Director
Signature Name: Reenter the First, Middle, & Last Name

Is this the authoritative transmittal for this ALE member? Check “Yes” here if you are a member of an
ALE group and you are considered the authoritative company. Check “No” if you are a non-authoritative
member.

Is ALE member of an Aggregated ALE Group? If you are a single entity not part of a commonly
controlled or affiliated group and you are processing your payroll on one company database select No.
If you are a member of a commonly controlled or affiliated group you are required to identify other
members within your group – select Yes then choose the control group ID from the drop down list.

You are eligible for a qualifying offer method, do you want to claim it? Selecting this option allows
you to enter the Qualifying Offer code 1A on Form 1095-C, line 14, for any month for which you made a
Qualifying Offer to an employee, even if the employee did not receive a Qualifying Offer for all 12
calendar months. This generally comes into play when you have non-calendar year plans where in one
part of the year a plan was a Qualifying Offer while in other parts of the year the plan was not a
Qualifying Offer.

For all months of the calendar year did you offer affordable health coverage providing minimum
value to at least 98% of employees? To be eligible to use the 98% Offer Method, an employer must
certify that taking into account all months during which the individuals were eligible for coverage, the
employer offered affordable health coverage providing minimum value to at least 98% of its eligible
employees and offered minimum essential coverage to these employee’s dependents.

Employees

Utilities & Maintenance > ACA Maintenance > Employees

This page is used to create and manage employees. An import process (see Upload & Import” utility) is
also support for batch import. To create a new employee click the “Add New Employee” button.

*Picture shows the ability to add additional columns to the employee grid to help filtering

You can also choose to display only employees who have at least one employee history record for that
given company. Please note that demographic information displayed for the employee will be the
information that appears on the employee history record for the company selected. Also note that you
can select only one company at a time or all companies.

You also have the ability to export the employee data that has been uploaded to the system The Export
Data feature will generate an excel document based on the list of the employees that are displayed in
the grid.

Editing Employees

Press the Edit button next to the chosen employee. The fields below are available when creating an
employee. The required fields are indicated with an asterisks:

• Employee ID *
• First Name *
• Middle Name
• Last Name *
• SSN * Note: duplicate social security numbers cannot be created or imported into the system
• Address1 *
• Address2
• City *
• State *
• Zip *
• Birthdate *
• Department
• Job Title
• SUTA State *
• Employment Type *
• Hire Date *
• Adjusted hire Date *
• Terminated Date *
• User Defined
• Inactive
• Date Inactivated

Foreign Address Options

When entering a foreign address, click the Foreign Address box. You will notice that Foreign
State/Province and a Country drop down menu appear. Enter all address information as needed. These
are located on both the payroll employee and company window.

Opting in to E-mail

The highlighted portion in the example below only needs to be filled out if the Email 1095-C feature is
being used. Additional information regarding the Email 1095-C functionality is in Part 6 of this
document.

COBRA and Continued Coverage

For the purpose of 1095-C generation, you have the option of clicking Continued Coverage for an
employee. Continued Coverage includes COBRA benefits or insurance for retired employees. To add or
edit a continued coverage record, add or edit an employee and add or edit an Employment History
record.

Employee Status History

The Employee Status History enables the system to track ACA status changes. There are three forms