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Company

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Configuration > ACA Setup > Company

Provides basic setup information for a company which will be used in subsequent calculations.

Select a company from the drop down or select “New” to create new. You will then be presented with
the existing company data or have the option to define it for a new company. Click save to save the
record and delete to remove the company. Clicking clear will undo changes and cancel the operation,
returning you to the page as if you first arrived.

Company Information

  • Company ID
  • Company Name
  • DBA/Entity/Subsidiary or Department
  • EIN
  • Phone Number
  • Country
  • Address1
  • Address2
  • City
  • State
  • Zip

Default Control Group ID: Select a control group for this company. If no control group exists for this
company, you will be prompted to create a control group when the record is saved.

Credit Hours Based On: There are two option to indicate how hours are to be credited

  • First day of pay period – Uses first day of the transaction’s pay period for the month in
    which hours will be allocated. Pay periods must be consistently applied for each calendar
    month of the year. An employer would not be able to use this method if during the year
    they switched from a bi-weekly payroll to a semi monthly payroll schedule
  • Last day of pay period – Uses last day of the transaction’s pay period for the month in which
    hours will be allocated. Pay periods must be consistently applied for each calendar month
    of the year. An employer would not be able to use this method if during the year they
    switched from a bi-weekly payroll to a semi monthly payroll schedule

Credit Benefits/Deductions Based On:

  • Use Credit Hours – Select this option if you would like to use monthly benefit/deduction
    transactions in order to show benefit coverage and cost
  • Use Date Range – Select this option if you would like to use a broader date range in order
    to show benefit coverage and cost

IRS and State Filing

Lowest Cost Plan Available to All: If the lowest cost medical plan is available to your entire employee
population, check this box. This will tell the system that the least cost plan was available to all eligible
employees. This is used in conjunction with the ‘required waiver’ checkbox to determine if waivers are
required or if the least cost plan is used by default.

Mask SSN: This option is only used in instances when the user is filing forms electronically to the IRS.
When checked, this option will cause the printed forms to mask the first 5 digits of the employee Social
Security Number. It is used primarily when distributing copies of the forms to employees who have
privacy concerns with the personal information NOTE: if you are submitting printed forms to the IRS
and not filing electronically, then this option should be unchecked when printing the copies you intend
to send to the IRS. You can recheck the option for printing employee copies if you wish.

*Note: All social security numbers are masked by defaults on employee and eligibility reports

Only Generate 1095-Cs for Eligible Employees: If this checkbox is marked, then the year end process
will only create 1095-C data for eligible employees for sake of printing and submitting to the IRS.
When unchecked, the year-end process will make 1095-C data available for all employees even those
who are not required to receive one. NOTE: Electronic filing via IRS will only consider eligible
employees regardless of this setting.

Activate State Filing Service: Several states have now created their individual state mandates. Which
requires an additional level of reporting for employers on the state level. This checkbox should only be
marked if your company needs to activate state filing services. Before activating this service, you will
need to sign up here.

Full-time Employee Eligibility

Start of Month: Select this box if full time employees become eligible for coverage on the first day of
the month.

Days or Months: For many plans, full time employees become eligible following a certain number of
days or months before being enrolled in coverage. Select whether employees must wait days or
months.

Number of Days/Months: Select the total number of days or months that a new full-time employee
are required to wait before being enrolled in coverage. Waiting Period days cannot exceed 90 days. If
full-time employees are eligible for enrollment on their date of hire or first of the month following
date of hire, enter 0.

Ignore Benefit Coverage During Waiting Period: Check this box, if you want to display the
appropriate waiting period codes (1H/2D) on Part II for the duration of the employees
Waiting/Measurement Period; despite imported coverage transactions during that time period. If this
option is left unchecked, then the system will report an offer of coverage on Part II of the 1095-C for
months when a coverage transaction is present, even if the employee is in a Waiting Period or Initial
Measurement Period.

Coverage Ends: This determines how the system reports an offer during the month of termination.
There are two options:

  • Termination Month – Select this option if an employee’s medical coverage ends on the last
    day of the month following termination.
  • Termination Day – Select this option if an employee’s medical coverage ends on the day of
    termination.
Please note that when “Termination Day” is selected & the termination date occurs on the last
day of the month; the system will populate offer & coverage codes on the 1095-C, similar to selecting
“Termination Month”.

Government Entity: Check if your company is affiliated with a government entity and you need to
include the entity information on your 1094-C for this company.

Government Entity Name: Select the appropriate government entity from the list of available
entities. This field is only enabled when the Government Entity checkbox is marked.

Seasonal Worker Days: Input the days for which an employee will be classified as a seasonal worker.
Currently 120 days. “This field is currently reserved”

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

When creating your range of transactions 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 and end dates

    • 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, but 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

Adding a New Company to a Control Group

When a new company record is saved you have the option of adding the new company to an existing
control group or creating a new control group for the company. When you click save, the following
window appears:

  • Select Existing: Choosing this option will populate the drop down list with existing control
    group IDs. If you would like to add the new company to an existing control group, select the
    control group from the drop down list
  • Create New: Choosing this option will allow you to create a new control group that the new
    company will be assigned to. When you select Create New, the text field will allow you to enter
    the name of the control group

When you have completed your selection, click Yes and the company record will save and be added to
the control group.

If you do not wish to add a new company to a control group yet, select No and the company record will
be saved but not assigned to a control group.

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