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Estimated reading time: 42 min

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.

If an error occurs, the import process will abort and WILL NOT import any data on Employees
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.

Employees

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
W2s

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
ACAEMPLOYEESTATUS status.

PRIMARYJOB: This is an optional column. The value may be TRUE or FALSE based on the primary job
status for the current ACAEMPLOYEESTATUS column.

Dependents

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.

Transactions

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
    the system.

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
functionality:

  • 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

Company Setup
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.

Transactions Template

When creating your range of benefit transactions on your excel template there are a few things to
keep in mind:

  • Partial month transactions will not give coverage for that month. This applies to both start
    dates (column F) and end dates (column G):

    • For example: a transaction with a start date of 1/2/2017 and an end date of 3/31/2017
      will not show coverage for the month of January.
    • Another example: a transaction with a start date of 1/2/2017 and an end date of
      3/15/2017 will not show coverage for the months of January or March.
  • Check date is not a required field on the transaction import template, you could put something
    there such as 1/1/1900
  • Check number is not a required field on the transaction import template, but you could put
    some sort of sequential number in the field

Once you are done creating your transactions, import them into the system. The range of coverage will
appear once a year end close is done and 1095-Cs may be verified.

Reference Materials

Year End Close

Utilities & Maintenance > ACA Utilities > Year End Close

We recommend that you sign up and view our Webinars held every week for a detailed explanation of
the Year End Close and IRS Forms. It can be found on Integrity Data Website http://www.integrity-data.com/

This page is used to run the year end close process which is necessary for the generation of the 1094-C
and 1095-C data. Once the process is run the user will be able to see data in the IRS Reports windows
and if necessary edit 1094-C and 1095-C records for that year. A year end process can be run multiple
times for the same year and will regenerate the data each time.

The year end close process will help determine of your system is properly configured for a year end
close. Specifically the system will verify that the following exist and are configured:

  1. ACA Assignment record
  2. ACA Plan
  3. Measurement Period Records

If an error is encountered a report will be made available indicting the cause. Example below:

To run a year end close, specify the control group and year, then click process. For reference, the last
date the year end process was run for a given combination of year and company is displayed in the
“Last Closing Date” field. If a 1094-C pre-requisite is missing for the chosen control group, year-end
close will not succeed.

Year To Close: Enter the year to close

Overwrite Edits: If you check this box, during the year end close process any edits you made to the
individual IRS Form 1095-C edit window will be overwritten. If you do not check this box, only the fields
automatically populated with the year-end close will be updated.

Overwrite Error 1095-C(s): If you check this box, during the year end close process any 1095-Cs in
error status will be overwritten.

If you have previously made edits to any 1094-C or 1095-C records for the year you are about to
close; you must check “Overwrite Edits” in order to overwrite those changes. Otherwise, the system
will NOT modify previous edits to those forms. This is especially important if you are reclosing the year
in order to reflect new changes, make corrections or overwrite test runs of the year end close.
Before running the year end close please ensure you have completed a 1094-C prerequisite
record for this company and year. The year-end close process depends upon the data to accurately
close the year.

Process: The process button on the bottom will perform the year end close. A status indicator bar at
the bottom will alert you when the close is done.

Wizard: Clicking this button will open the year-end wizard to assist you in closing your year end.

Reconcile: 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 1094-Cs” button at the bottom of the Year End Close page (once a control group
has been selected).

Reconciling from the Year End Close Page:

Reconcile Method: When reconciling from the year end close page you can only reconcile all
1094-Cs in the entire control group

  • Control Group: Automatically populates when the control group is chosen
  • Year: The year which was chosen to close the year
  • 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 reconcile window will close and populate your 1094-Cs with any new calculations. Navigate to
Utilities & Maintenance > ACA Maintenance > Edit 1094-C Information and choose a company within the
control group that was chosen to reconcile.

IRS Filing

Utilities & Maintenance > ACA Utilities > IRS Filing

The IRS Filing page is used to electronically send 1094-C and 1095-C forms to the IRS.

All companies for which a year end close has been done will appear on the IRS Filing page. In order to
select forms to send to the IRS

1. Check the Selected checkbox next to the filing you would like to send

2. On the right of the page, click the 1095-C(S) button. This opens a grid in which you can select all
of the 1095-Cs you would like to send.

3. Go through each page in this grid and ensure that all forms are selected. Note: if you have
manually added 1095-Cs, they will not be checked by default. You will need to go through and
manually check them. If you check or uncheck a form on a page, save each page you make a
change to before moving on to the next page.

4. Close the grid

5. Repeat these steps for each company. Once all companies are selected, click the Send To IRS
button

Once the “Send To IRS” button on the IRS Filing page has been clicked, the page will refresh and you
will see a couple of different messages appear. Keep clicking the blue Refresh IRS Status button until
you see Pending

  • Waiting on Validation : This is the Compliance Solution doing some last minute checks to make
    sure that your submission does not have any obvious errors. If an error is found, “Initial Error”
    will display in the Initial Error column and you can click on the link to view it. Once all errors
    have been corrected, you can resubmit your forms to the IRS following the same steps above.
  • Sending : The Compliance Solution is transmitting your forms to the IRS
For best results, it is best to submit one company at a time to the IRS. So please be sure to
select a single row when submitting.
  • Pending: Your forms are in line to be processed by the IRS.
  • Error : If the IRS found an error in your submission, the record will turn red and Error will be
    displayed. In order to view errors, click on the Edit button and it will take you to the IRS Filing
    Activity page to view the errors received
  •  Completed : When the record turns green and displays a Completed status, your submission
    was accepted by the IRS and your filing is complete. You may move on to create and download
    your retention package

Submitting Corrections to the IRS

When corrections need to be resubmitted to the IRS, the same steps are followed as in your initial
submission with one exception. Within the 1095-C grid, the status column will be updated with a
“Corrected” status. Any completed 1095-Cs will be unchecked by default and corrected 1095-Cs will be
checked by default. Be sure to review these forms and make sure that you are not resubmitting a
completed 1095-C to the IRS.

Once you have reviewed the forms, make sure the company to resubmit is checked and click the Send
to IRS button.

IRS Filing Activity

Utilities & Maintenance > ACA Utilities > IRS Filing Activity

The IRS Filing Activity page is where you can see the status of your submissions to the IRS. In order to
navigate the page, the left hand menu navigation should be used.

View By : You can choose a different view from this drop down list. To view only one company, choose
Company. To View the entire filing year, choose Year.

Left Menu Navigation : You will be on the Current tab by default. This will give you an overview of
your submission, but you cannot view specific errors on the Current tab.

  • To view details on your entire submission, choose the filing year
  • By clicking on an individual company ID and expanding the upward arrows, you can view
    transmissions made on a specific date and time. It is on these individual transmissions that you
    can view specific errors.

Right Navigation : This pane is where you can view error reports and individual 1095-C information

  •  Transmission Information : This area holds all current information on the specified
    transmission
  • 1094-C Information : The window here displays any error messages that came back with your
    1094-C submission. In order to view more detailed information, click on the blue Error Report
    button and you can see the error report.
  • 1095-C Information : The window here displays any error messages that came back with your
    1095-C submission. In order to view more detailed information, click on the blue Error Report
    button and you can see the error report. You can also take a look at each 1095-C that was sent.

Correcting Errors with your IRS Submission

Utilities & Maintenance > ACA Utilities > IRS Filing Activity

When 1095-Cs come back from the IRS in a rejected state, their 1095-C Status will appear as Not
Started on the IRS Filing and 1095-Cs page and Error on the IRS Filing Activity page. In order to edit
employee information (most often a social security number or address information) you will look at the
1095-C Information portion of the IRS Filing Activity page.

Error Report: To view the most recent report of employee errors, make sure you are on the “Current”
tab on the left hand menu navigation. This is detailed in the previous IRS Filing Activity page
instructions. The error report may be printed to make correction of errors easier.

Edit: There are two areas in which you can edit an employee record to correct errors.

  • On the employee record itself: Editing an employee record only marks the 1095-C as
    corrected when the IRS Status is in error.
  • From the IRS Filing Activity page: Click the Edit button and it will open a grid for edits.

There are three panes in the edit window.

Employee Detail: This is the exact information in the employee record as if you were looking at
it on the employees page within the ACA Cloud Compliance Solution. Edit employee
information here. When the record is updated it will prompt you to mark the record as
corrected. Select Yes.

Employee Coverage: This is the employee’s 1095-C as it looks on the 1095-C page in the ACA
Cloud Compliance Solution. If the error relates to invalid codes or plan start months, edit that
information here.

Errors: This is simply the 1095-C Information Error Report for this specific employee. Refer to
this tab if you are unsure of the error and where corrections need to be made.

All of the 1095-Cs in error are grouped together. Clicking the Edit button and editing within this
window allows you to click previous and next and correct 1095-Cs more efficiently. When you are done
editing, click Close to close the window. Navigate back to the IRS Filing page and follow the
instructions to resubmit these corrections to the IRS.

Create and Download Retention Package

Utilities & Maintenance > ACA Utilities > IRS Filing Activity

Only create your retention package when you have a Completed status for all of your companies for
the current filing year. The retention package holds all submitted 1094-C forms, all 1095-C forms and
all of your transmissions to the IRS with all of the responses from the IRS.

As with viewing errors on the IRS Filing Activity page, the left hand navigation is important when
creating and downloading your retention package. Make sure that you are on either the filing year or
the company ID of the company you would like to download.

Click the Create button. While your file is being created a spinning icon will appear and the Create
button will be greyed out.

Once the file has been successfully created, the file needs to be downloaded. Click the Download
button.

In Google Chrome, the prompt will appear as shown below at the bottom of the screen :

In Internet Explorer the file will appear as shown below

Now you have the option to save this file to your hard drive on your local computer. The IRS suggests
holding these records for a minimum of 3 years.

Email Employees

Utilities & Maintenance > ACA Utilities > Email Employees

You have the ability to Email W2 statements as well as 1095-C forms within the ACA Cloud Compliance
Solution. Note: In order to use the Email Employees feature, employees who have opted in to receive
their W2s or 1095-Cs by email need to have their current e-mail address in the Compliance Solution.
This can be done by importing the information from GP using the Integrity Data Cloud Connector, or by
utilizing the email and optional password columns on the employee import templates.

Using the employee import templates:

Inside of the Employee record in the ACA Cloud Compliance Solution:

E-mail Address: This is required if the email feature will be used

Attachment Password: This is an optional feature. The email page has options for adding passwords to
email attachments using no password protection, the first 5 digits of the employee SSN, or the last 4
digits of the employee SSN. To use these passwords you can leave the attachment password blank

Opt In for Email W-2: This needs to be checked in order for the email feature to recognize the
employee

Opt In for Email 1095-C: This needs to be checked in order for the email feature to recognize the
employee

Note that employees who are opted in to receive their 1095-Cs by email will need to be marked
as such when generating IRS Forms on the reports page. If employees are opted in but the
“Print Employees Opted in to Email 1095-C” option is not checked on the reports page, the
opted in employees will not appear on the report.

*1095-C IRS Form on the reports page – options for printing

You have the ability to mass opt in employees on the Employee Document Information page

Templates

This functionality allows the user to save a set of configuration information described above as a
template, and assign it a name. When subsequent correspondence is sent via Email Employees the user
will have the ability to either use an existing template or specify new criteria from scratch. The user is
asked to make this choice when they visit the Email Employees page. If you are sending 1095-C for
2017, you may choose to create a 2017 1095-C template.

Email Employees Steps

This utility is where the user will designate and restrict recipients, compose the actual correspondence
to be sent, and determine which attachments to include. There are three sections to the email feature.

General

This section allows the user to dictate the content of the email and other attributes of the
correspondence.

Subject – Contains the text that will be displayed in the subject line of the email

Body – Contains the content of the email that will be sent to the employees. There is a 250 character
limit to the body content.

BCC – Contains the email address of the recipient of the Blind Carbon Copy. This will not be visible to
the employee and is typically a special email address set up to receive the correspondence as proof
that the email was actually sent.

Reply-To Address – This email address will be visible to the employee. If the employee elects to
respond to the email the address specified in this field will be the recipient of the reply. Typically, this
is a dedicated email account for the payroll department or for support.

1095-C and General Attachments

This section allows the user to select whether or not to attach a 1095-C or other general attachments
to the email correspondence. More than one general attachment may be attached and more than one
1095-C may be specified.

Attach 1095-C – When checked, the system will expand the 1095-C data area to accommodate further
configuration.

Year – This DDL allows the user to specify which year to use when selecting 1095-Cs to attach. The
year refers to the calendar year for the 1095-C.

Company – This configuration option is a multi-select list which will allow the user to select one or
more companies to include in the 1095-C selection. In this way, more than one 1095-C may be sent to
an employee. Note that this option will only send multiple 1095-Cs to an employee if that employee
actually has 1095-C data for more than one company AND those companies are selected in the list.
Employees who do not have 1095-C data for a given company won’t receive one for that company.

Note: For the company list box to contain a list of companies, those companies must first be set up in
the configuration section of the system Configuration > ACA Setup > Company

Password – This drop down list contains 3 options for password protection and are thusly explained:

  • None – The attachments will not be password protected
  • Last 4 of Employee SSN – The attachments will require the recipient to enter the last 4 digits of
    the recipients SSN to be accessed
  • First 5 of Employee SSN – The attachments will require the recipient to enter the first 5 digits
    of the recipients SSN to be accessed
  • NOTE: The password protection applies to the 1095-C attachment only. General attachments
    are not subject to password protection

Important: If an employee has specified a custom password, then that password will be used during the
process. Otherwise the settings specified in this password section shall prevail. Employee custom
password always override the settings here.

Include 1095-C Instructions – Checking this box will cause the system to include an extra attachment
to the email correspondence, namely the instruction file for 1095-C.

Download 1095-C Instructions – This is a hyperlink to instruction file that will allow the user to
preview the contents before deciding whether or not to attach it. See Include 1095-C Instructions
above.

Select Files – Pressing this button will present a dialogue window to the user allowing him to select a
file. The selected file will be attached to the correspondence as a general, non-password protected,
attachment during the send event. The user may attach files which have any of the following file types:

  • .pdf
  • .txt
  • .rtf
  • .doc
  • .docx
  • .jpg
  • .jpeg
  • .png
  • .gif
  • .tiff
  • .tif
  • .ico

Attachments are limited to 25MB in size (per attachment)

If a user changes any of the criteria specified in the 105-C Data section of the form, the system will
prompt to refresh the recipients list. This is because the pool of recipients may have changed or the
system needs to re-factor the process to account for new password criteria. The message prompt in
this circumstance appears as seen in the figure below.

After pressing the “Refresh Recipients List” button the system message will disappear and the user
may continue as before.

Recipients List

This section allows the user to define and constrain a subset of employees in the form of a recipient
list. Restrictions are applied in the “Restrict Recipients By” section and then displayed in the grid below
that. Finally, when the list is configured as desired and the attachments are selected, the user can
select to send the email or cancel and clear the form.

Employee ID (Start / End) – This pair of fields allows the user to specify a range of employee ID’s to
include in the recipient list. The range need not include an actual Employee ID (eg… the user may enter
“aa” and “zz” and the system will include all employee IDs in between) The lookup button will open a
dialogue allowing for a more refined search.

Department (Start / End) – This pair of fields allows the user to specify a range of departments to
include which will constrain the employee result set. The department list is the sum of unique
departments included in all the employee records so there is no single list which can be used in a
lookup. The system will rely on alphabetical ranges to include departments.

Status (All / Active / Inactive) – This restriction refers to the employee status on the employee record
and allows the user to include either active/inactive. The default setting is “all” which includes all
employees regardless of status.

Attachment Type – There is only the 1095-C checkbox, which, when checked, will include only those
employees in the recipient list who have 1095-C data. (i.e. will receive a 1095-C for at least one
company)

Apply Restrictions – When pressed will apply the restrictions to the system and refresh the recip