These screens are used to import and manipulate data which will affect how an employee appears in
the subsequent ACA reporting. The most common is the upload / import utility which is responsible for
bringing in the data. Secondarily the utility and rehire are used to modify fulltime vs. part time
Upload & Import
Utilities & Maintenance > ACA Utilities > Upload & Import
This screen allows the user to import three different types of data sets:
- Employees – Note: duplicate social security numbers for different employee ID’s cannot be
uploaded into the system.
- Dependents – Only upload dependent template if medical plan is self-insured.
- Transactions – Note: By default the system prevents the import of duplicate transactions in
the system. If there is a legitimate need to allow duplicate transactions are necessary; you can
check “Allow Duplicates” on the Upload & Imports page. The setting will apply to the
Import/Upload page as well as the IDCS Connector and any tool which utilizes the ACA
Compliance solutions API for import. Configure the setting from either option below:
You may also edit this setting on the Account Maintenance page:
You will need to set your data up in an EXCEL spreadsheet exactly as the example templates and then
save as a Text (Tab delimited) file before importing. An example of an import file layout for each category is obtained by
clicking the “Download Sample File” link shown below:
To import data for a given category, click the “select files” button. Navigate to the saved text file and
click “open”. The system will display the file name in the box. Once selected you must click the”
Upload Import” button. The system will display a progress indicator while it processes your file. When
finished the system will display an indication that a successful upload took place. See green text above.
If an error occurs during upload/import the system will display red text. Clicking on it will provide a
report showing which line item(s) in the file caused the errors.
and Dependents. You must correct the import file and re-attempt the upload. The system is an all or
nothing approach with one exception: Transactions that error with “Employee ID Not Found” will
upload all other transactions where the ID is found.
The columns which need some explanation are:
ATTACHMENTPASSWORD: This is the password you will set for employees who are opted in to e-mailing W2 or 1095-C
OPTINW2: The values for this column can be TRUE or FALSE. This will opt in the employee for e-mailing
OPTIN1095C: The values for this column can be TRUE or FALSE. This will opt in the employee for e-mailing 1095-Cs
ACAEMPLOYEESTATUS: This is an optional column. The value for this column can be “Form Exempt”,
“ACA Full Time” or “Use Measurement Method”. This column correlates to the employment status in
the employee’s record.
EFFECTIVEDATE: This is an optional column. This will be the effective date of the
PRIMARYJOB: This is an optional column. The value may be TRUE or FALSE based on the primary job
status for the current ACAEMPLOYEESTATUS column.
Note: When importing dependents, the employee social security number MUST already exist in the
system for the upload to be successful. You may upload employees and dependents at the same time –
employees will always upload first.
Viewing Upload Import History
Underneath the Most Recent Import date is the name of the last file imported. This name will change
with each file uploaded to the system.
In order to view the history of file imports as a whole for each category of import, click the Show
History button under Select Files. This will open a grid with each file that has been uploaded into the
system and any errors associated with that import.
You may click on the red Error hyperlink in order to view and/or print the error report for the individual
import. This grid holds five records per page. You may click on each page to view more history. The
latest imports appear on the first page.
Transaction Import History Grid
The transaction history grid behaves differently than the other history grids. There are a couple of
areas of interest in this grid.
- Control Number: This number correlates to a sequential number that is assigned to each batch
of transaction imports. You may view this control number on the transaction grid as well – This
helps identify which transactions came over in which batch. If you choose to remove
transactions, this is the number that the system uses in order to remove them.
- Success Trx Count: This is a count of the number of successful transactions that came over in
the import. Example: Your import file contains 100 transactions. 75 of them came into the
system successfully and 25 have errors associated with them. The Success Trx Count number
would be 75.
- Trash Can Icon: You may remove batches of transactions (whether successful or not) from the
system by clicking on the trash can icon in this grid. When you delete transactions there is a
confirmation message that appears confirming the number of transactions to be removed from
Multi-Month Transactions for benefit coverage
The ACA Cloud Compliance Solution allows you to upload transactions for a date range in place of
monthly transaction imports. There are a few prerequisites that need to be met in order to use this
- You must have “Use Date Range” selected on your company setup for each company you would
like to use for this feature
- You must use the transaction import templates or your payroll system’s transactions must be
set up in date ranges
- This feature can only be used with type 2 (deduction) or 3 (benefit) transactions. Type 1 (hours)
transactions are not compatible
Setting up to use Multi-Month Transactions
Configuration > ACA Setup > Company
These steps should be followed for each company to be used with this feature. Once the Company ID
has been chosen from the drop down list, choose your “Credit Hours Based On” preference and select
“Use Date Range” under the Credit Benefits\Deductions Based On header.
ACA Plan Verification
Configuration > ACA Setup > ACA Plan
Be sure to verify that your ACA Plan is configured for the current filing year.
ACA Information Assignments Setup
Configuration > ACA Setup > ACA Information Assignments
Always be sure to take a look at your ACA Information Assignments page and verify that your ACA
Compliant plan is chosen for the correct Standard Measurement Period, etc. This step is mandatory for
your 1095-Cs to show the correct codes.