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ACA Compliance Resources

ACA Utilities

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.