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Part 2: Steps for Completing Year End

Part 2: Steps for Completing Year End

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The next page of the wizard shows you all of the criteria which must be met in order to successfully
complete your year-end close. Completed steps will be indicated with a green check mark. Steps yet to
be completed will be indicated with a red “x”. Steps need to be completed in sequential order.

Each item able to be completed will show as a light blue hyperlink, allowing you to click on the words
and follow the link to the pertinent page in the wizard which allows you to edit or upload the needed
information.

  • Verify all necessary transactions are imported
  • Verify dependents are imported
  • Verify & Update 1094-C Prerequisites
  • Verify & Update ACA Information assignments
  • Verify & Update ACA Plan information
  • Verify & Update important company information
  • Verify & Update Standard Measurement Period information
  • Verify & Update Initial Measurement Period information
  • Create new setup data for next filing year (ACA Information Assignments; SM Periods; ACA Plan
    records)
  • Run Year-End Close process
  • Review 1095-C information
  • Review 1094-C’s
  • Fulfill and File Forms
If you return to a previously completed step and make changes, you may wish to revisit
subsequent pages to ensure your changes don’t require you to re-enter or validate
information.

Verify all necessary transactions are imported

You may wish to use the following checklist to verify that all transactions types for the year have been
upload/imported:

  • Pay Code [used to determine hours of service and eligibility]
  • Benefit/Deduction [used to determine coverage]
  • Transactions of “Type4” [used in certain safe harbor calculations for 1095-C]

If “Yes” is chosen from the drop down list on the transaction verification page, you may click “Next” and
move on.

If “No” is chosen from the transaction verification page, after clicking next you will receive the message
below.

  • Click “Ok” and click the “Save for Later” button.
  • Your progress has been saved and you may now import/upload all of your transactions.
  • Once transactions have been uploaded, access the year-end wizard again and continue.

Verify dependents are imported

Dependent information is only important for self-insured companies. If your ALE group contains one or
more such companies you MUST have dependent information on file for them. If you are fully insured
you may answer “NA”

If “Yes” is chosen from the drop down list on the dependent verification page, you may click “Next” and
move on.

If “No” is chosen from the dependent verification page, after clicking next you will receive the message
below.

  • Click “Ok” and click the “Save for Later” button.
  • Your progress has been saved and you may now import/upload or modify dependent
    information.
  • Once dependent information has been completed, access the year-end wizard again and
    continue.

Verify & Update 1094-C Prerequisites

This page is used to make sure 1094-C reporting information is accurate. Once you are finished with
this page, click “Next” to move on.

  • Contact Information: This is the person to contact who is responsible for answering any
    questions from the IRS regarding the filing of or information reported on Forms 1094-C or
    1095-C.
  • Signature Title/Name: This is the person whose information appears on the signature line for
    the 1094-C. It is often the same person listed as the contact individual, but not always. If filing
    electronically, Signature Name and Signature Title will appear on the form submitted to the
    IRS. No signature is need. If filing via paper, then Signature Name, Signature Title, and
    Signature (not included above) will all be blank on the form and you will need to fill them in
    manually. (Example Title = HR Supervisor or CEO)
  • Is this company the Authoritative Company: This choice will only appear if this company
    shares an EIN with another company. Marking “Yes” set this company as authoritative. If
    another company was already marked as authoritative then it will be unmarked in favor of this
    one.
  • Is this company eligible for the qualifying offer method: This determines whether the
    company will mark line 22 Box A on the 1094-C. It generally refers to companies who are
    offering a qualifying offer to all employees (aka offer code 1A on their 1095-C). For a complete
    definition of Eligibility for Qualifying offer method see the IRS instructions.
  • What is the plan start month?: Note: this question is not applicable to the 2017 filing year.
    This choice will only appear of you answered Yes to the non-calendar year question. Enter the
    final month that the plan is in effect.
  • How many full time employees did you have: This choice will only appear of you answered
    Yes to the non-calendar year question. Enter the number of employees for this
    company, BUT if this company is in an ALE Group then enter the aggregate total employees for
    the ALE group
  • Did this company offer affordable coverage providing minimum value to at least 98% of
    employees and offer minimum essential coverage to the dependents of those
    employees: This determines whether the company will mark line 22 Box D on the 1094-C. For a
    complete definition of Eligibility for 98% Offer Method see the IRS instructions
If your control group has more than one company in it, you will verify 1094-C information for
each company.

Verify & Update ACA Information assignments

The ACA assignments ensure that employees are grouped properly for purposes of determining
eligibility via measurement periods. It also determines which plan they fall under in terms of offer of
coverage. If you have multiple companies with multiple standard measurement periods, make sure to
verify the Information Assignments page is updated and correct.

Once the records have been checked, click “Next” to continue.

Verify & Update ACA Plan information

The ACA Plan ensures that employer coverage is properly described. The plan attributes drive the offer
codes on the 1095-C. If your plan year coincides with the calendar year then you may only have one plan
record for a given plan to review. If you have a non-calendar year plan then you may have two records
which combined will cover the plan year. You need to verify all the records that cover this filing year are
accurate.

Once completed, click “Next” to continue

If more than one company uses the same health plan, the plan sponsor is the company which
supplies the health plan. 

Verify & Update Important Company Information

If company information needs to be edited, follow the hyperlink entitled “click here” to be taken to the
Company page. Save any changes you have made, close the window, and click the “refresh” hyperlink in
the wizard to show the edited information in the window.

  • Company Name: The name must match exactly what the IRS has on file. The best way to assure
    this is to consult your FEIN application with the IRS or other tax documentation that has the full
    legal name of the company on it.
  • EIN: Double check this number to ensure it is correct and matches the Company Name.

When you are ready to move on, click “Next.”

Verify & Update Standard Measurement Period information

If you have a basic setup then a chart will display indicating which records will be used in the close year
process. If you have elected to create multiple periods and assign then to different groups of
employees then you will be presented with a list of periods and asked to verify them manually via the
setup windows.

Follow the hyperlink entitled “click here” to be taken to the Standard Measurement page. Save any
changes you have made, close the window, and click the “refresh” hyperlink in the wizard to show the
edited information in the window.

Verify & Update Initial Measurement Period information

The Initial Measurement period is important for evaluating new hires. Review the setups to see which
entries are new.

Follow the hyperlink entitled “click here” to be taken to the Initial Measurement page. Save any
changes you have made, close the window, and click the “refresh” hyperlink in the wizard to show the
edited information in the window.

Create New Setup Data for Next Filing Year

ACA Setup Data refers to values for the following categories; ACA Information Assignments, Standard
Measurement Periods, and ACA Plan Records. All suggestions are based on current values found in
those setups and are incremented for the following year. In many cases this is sufficient for most users.
The new data created is not used for the current close year. You can still make changes to the setup
information by navigating to the setup pages for the categories listed above after this wizard is
completed. If you skip the option to have the system automatically create new data for next year you
will need to manually setup the information later by navigating to the setup pages for the categories
listed above.

If you do not want to set up next year’s information, check “Skip Setups” and “Next” to continue. When
you continue without setting up next year’s information you will see a message appear.

If you would like to create information for next year, check “Create Setup Data” and “Next” to continue.

Creating Setup Data

When you choose to set up data for the next year, the window will display a configuration screen and
finally bring you to the screen shown below. Once on this screen, you may view your ACA Setup Report
by clicking on the blue hyperlink. This report displays how your ACA setups were configured for the
next year.

The information found in the above reports may be edited at any point after the system has
been configured.

If you choose to skip the setup, you can manually create your Standard Measurement Periods for the
following year.

Year-End Close process

This process will create the forms and code them according to you data in the system. The process
could take a while.

Click “Next” to begin processing year end.

If you have previously closed a year using the wizard, a dialog box will appear confirming the close and
asking whether you would like to overwrite edits for this close. Overwriting edits will remove and
replace all previously created forms, including manually created forms.

While your year end is processing you will see a rotating icon.

If validation errors were detected during the year end close process the following screen will appear.
You may click Save for Later to close the wizard and correct errors. Once validation errors are taken
care of you may open the wizard again and it will automatically attempt to close the year.

Clicking Next will enable you to see the validation error report, which you may print as a reference for
errors. Validation errors also appear on the 1095-Cs page in the ACA Cloud Solution.

At the end of processing, you will see a green “Congratulations” message letting you know that your
forms were created correctly.

Click the “Next” button to continue with the wizard.

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