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ACA Maintenance

Estimated reading time: 24 min

ACA Compliance Solution’s maintenance tools are used to manage employees, benefits, employee
dependents and transactions. It is imperative that this information be as accurate as possible,
especially the transactions which are used to ascertain employee work times, hours, and deduction /
benefit amounts for affordability. Equally important are the edit tools for 1094-C and 1095-C records.
These serve as an edit tool as well as check for the year end close process.

1095-C

Utilities & Maintenance > ACA Maintenance > 1095-C’s

This utility is used to make modifications to an employee’s 1095-C information which will eventually be
displayed on the 1095-C report. The system supports one 1095-C record per combination of Employee
ID, Company and Year.

When navigating to the 1095-C page and 1095-C information exists, a grid will be displayed with all
1095-C information.

  • Add New 1095-C’s: This allows manual creation of a 1095-C for an individual employee
  • Edit/Delete: Allows editing or removal of an individual 1095-C
  • Preview 1095-C’s: By selecting individual or all 1095-C’s, they ,may be previewed by clicking
    this button
  • Validate 1095-C’s: Individual or multiple 1095-C’s may be chosen to validate, if needed
All columns in the 1095-C grid can be filtered and/or sorted to show only relevant employees
When choosing multiple 1095-C’s to preview, they must be from one single year.

The Edit 1095-C Information window serves as part of the final check to view or edit the information
for a given employee which will appear on the printed report. (Or electronic IRS submission). The data
for the record is populated by the year end close process. The user can make modifications for certain
fields in this window such as insurance coverage and dependents. Edited fields will show up on 1095-C’s
when changes are saved. There are various informative fields in this window such previous filing or
submission dates, validation status, and the ability to view errors within the 1095-C before printing.
Part II allows you to change the Codes and Values on Line 14, 15, 16 of the 1095-C. Part III allows you to
edit or add a Dependent. Part III is for self-insured documentation of coverage. Fully insured
companies are not required to track dependents for ACA.

Note that once data is edited for a given record the system will require you to purposefully overwrite
edits during year end close if you wish to repopulate this data. An example would be overwriting a test
run or processing new data when corrections to transactions are uploaded.

Additionally, Part I and II are simply links to the existing Company and Employee forms in the ACA
solution. The print process for 1095-C will reference the fields on those pages for the most recent
information. If you wish to modify those values for sake of the 1095-C you will need to change the data
on those pages.

If changes are made to the content of an employee’s 1095-C record, the record will be marked as
edited by the system and changes will be locked in. Even if the year-end process is run again, the system
will not modify this 1095-C record. The only way to overwrite these changes during a year end close is to
select the “overwrite edits” option during the year end close. You may also remove the record entirely and
re-run year end close to populate a new one.
If any information is edited within the 1095-C, you must can click the “validate” button in order to
ensure accurate information.

Users have the option to send an individual 1095-C to a fulfillment provider or validate a single
1095-C by clicking either button at the bottom of the Edit 1095-C Information page.

Edit 1094-C Information

Utilities & Maintenance > ACA Maintenance > Edit 1094-C Information

This utility is used to make modifications to a company’s 1094-C information which will eventually be
displayed on the 1094-C report. The system supports one 1094-C record per combination of Company
and Year.

The edit 1094-C window serves as a final check to view or edit the information for a given company,
which will appear on the printed report. (Or electronic IRS submission). The data for the record is
populated by the year end close process. The user can make modification and these modification will
appear on the printed form.

Note that Part I contains links to the existing Company and Government Entity forms in the ACA
solution. The print process for 1094-C will reference the fields on those pages for the most recent
information. If you wish to modify those values for sake of the 1094-C you will need to change the data
on those pages.

Note that once data is edited for a given record the system will require you to purposefully overwrite
edits during year end close if you wish to repopulate this data. An example would be overwriting a test
run or processing new data when corrections to transactions are uploaded.

The edit 1094-C page is large and is displayed as two separate images below. Parts I & II are depicted
first followed by Parts III & IV

Reconcile 1094-C

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” button at the bottom of the Edit 1094-C Information page (once a company has been
selected).

Reconciling from the Edit 1094-C Page:

  • Reconcile Method: When reconciling from the 1094-C page you can only choose “This 1094-C
    Only”
  • Control Group: Automatically populates when the 1094-C is chosen
  • Year: The year which was chosen to view the 1094-C
  • 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 Edit 1094-C Information window will refresh with the newly calculated information.

1094-C Prerequisites

Utilities & Maintenance > ACA Maintenance > 1094-C Prerequisites

This utility is used prior to the year-end close process. The system will generate 1094-C and 1095-C data
based in part on answers to the questions listed and the data elements provided. If changes to the
YES/NO fields are made for a given year the user will be required to re-run the year end close process
to ensure that the resultant 1094-C and 1095-C edit tables are populated correctly.

Note: A missing prerequisite record for any company will prevent year end close from being successful

Company ID: Select the Company ID from the drop down list
Year: Enter the reporting year.
Last Name: Enter the last name of the contact person
First: Enter the first name of the contact person
Middle: Enter the middle name or initial of the contact person
Suffix: Enter the suffix of the contact person if applicable – i.e., JR, DR, etc.
Phone: Enter the phone number of the contact person

The phone number will be printed on Line 10 of the IRS Form 1095-C which is distributed to the
individual employees. This telephone number is for the person to contact whom the recipient may call Page 78 | 189
about the information reported on the form. This contact person information is reported and submitted to
the IRS on Form 1094-C.

Signature Title: Enter the business title of the contact person – i.e., controller, HR Director
Signature Name: Reenter the First, Middle, & Last Name

Each individual entity will report their own information to the IRS through generation of IRS Forms
1095-C and the IRS Form 1094-C submittal. When all the individual entities have processed their year-end
files and reports, one of the entities will be designated as the authoritative ALE member. By selecting Yes
and generating the IRS Form 1094-C report, that transmission will be the aggregate numbers for all the
individual entities and will only be a IRS Form 1094-C with no IRS Form 1095-C attached.

Is this the authoritative transmittal for this ALE member? Check “Yes” here if you are a member of an
ALE group and you are considered the authoritative company. Check “No” if you are a non-authoritative
member.

Is ALE member of an Aggregated ALE Group? If you are a single entity not part of a commonly
controlled or affiliated group and you are processing your payroll on one company database select No.
If you are a member of a commonly controlled or affiliated group you are required to identify other
members within your group – select Yes then choose the control group ID from the drop down list.

You are eligible for a qualifying offer method, do you want to claim it? Selecting this option allows
you to enter the Qualifying Offer code 1A on Form 1095-C, line 14, for any month for which you made a
Qualifying Offer to an employee, even if the employee did not receive a Qualifying Offer for all 12
calendar months. This generally comes into play when you have non-calendar year plans where in one
part of the year a plan was a Qualifying Offer while in other parts of the year the plan was not a
Qualifying Offer.

For all months of the calendar year did you offer affordable health coverage providing minimum
value to at least 98% of employees? To be eligible to use the 98% Offer Method, an employer must
certify that taking into account all months during which the individuals were eligible for coverage, the
employer offered affordable health coverage providing minimum value to at least 98% of its eligible
employees and offered minimum essential coverage to these employee’s dependents.

If you have more than one company which shares an EIN with another company within a
control group, you may only mark one of the companies as authoritative on a 1094-C
Prerequisite record. If you have two companies marked as authoritative, the following message
will appear. To correct this error, verify the company EINs and unmark one as authoritative, if
needed.

Employees

Utilities & Maintenance > ACA Maintenance > Employees

This page is used to create and manage employees. An import process (see Upload & Import” utility) is
also support for batch import. To create a new employee click the “Add New Employee” button.

*Picture shows the ability to add additional columns to the employee grid to help filtering

You can also choose to display only employees who have at least one employee history record for that
given company. Please note that demographic information displayed for the employee will be the
information that appears on the employee history record for the company selected. Also note that you
can select only one company at a time or all companies.

You also have the ability to export the employee data that has been uploaded to the system The Export
Data feature will generate an excel document based on the list of the employees that are displayed in
the grid.

Editing Employees

Press the Edit button next to the chosen employee. The fields below are available when creating an
employee. The required fields are indicated with an asterisks:

  • Employee ID *
  • First Name *
  • Middle Name
  • Last Name *
  • SSN * Note: duplicate social security numbers cannot be created or imported into the system
  • Address1 *
  • Address2
  • City *
  • State *
  • Zip *
  • Birthdate *
  • Department
  • Job Title
  • SUTA State *
  • Employment Type *
  • Hire Date *
  • Adjusted hire Date *
  • Terminated Date *
  • User Defined
  • Inactive
  • Date Inactivated

Foreign Address Options

When entering a foreign address, click the Foreign Address box. You will notice that Foreign
State/Province and a Country drop down menu appear. Enter all address information as needed. These
are located on both the payroll employee and company window.

Opting in to E-mail

The highlighted portion in the example below only needs to be filled out if the Email 1095-C feature is
being used. Additional information regarding the Email 1095-C functionality is in Part 6 of this
document.

COBRA and Continued Coverage

For the purpose of 1095-C generation, you have the option of clicking Continued Coverage for an
employee. Continued Coverage includes COBRA benefits or insurance for retired employees. To add or
edit a continued coverage record, add or edit an employee and add or edit an Employment History
record.

The coverage end date must be after the employee’s termination date. If an incorrect
date is entered, a message box will appear, shown below, and a 1095-C will not be generated.

Employee Status History

The Employee Status History enables the system to track ACA status changes. There are three forms of
measurement:

  • Use Measurement Method – The employee is evaluated according to the standard
    measurement. This method uses the hire date to calculate and code the corresponding 1095-C
    correctly.
  • ACA Full-time – This method determines how the system treats you from an ACA perspective.
    When full -time is chosen, the effective date is taken into consideration in order to begin
    tracking coverage information. If an employee is reasonably expected to be full-time and have
    coverage, you can override the system and deliberately treat an employee as full-time.
  • Form Exempt – In instances where employees do not need to be tracked within the system,
    form exempt can be chosen. Choosing this option allows the employee not to be counted or
    have a 1095-C.

Employment History

Employment history contains a historical trail for an employee if they work for multiple companies or
move around within the same company. Employment history allows you to track where they worked,
what position they held, etc. This section is particularly useful in tracking multiple companies during
any period of time with different hiring and termination dates. Employment history is handy for two
reasons:

  1. It handles the breaks in service for an individual for one company
  2. It handles history in multiple companies so the system can calculate the 1095-C correctly.

The IRS has various rules governing breaks in service vs. service breaks with respect to number of
weeks before you can be considered a rehire.

There are a few things to consider when editing or creating an employment history record:

  • You may only have one primary job or employment history listed for an employee in an
    individual company within the same hire/adjusted hire date and termination date.

    • Example: Hire/Adjusted Hire Date: 1/1/2015 Termination Date of 1/1/2016
    • This same employee within the same company may not have a hire date that falls between
      1/1/2015 and 1/1/2016 or that may fall in between these dates, such as Hire: 12/25/2015
      Termination 3/29/2015. Any hire date must be before or after the existing hire and termination
      date.
  • If an employee has a hire date of 1/1/2015 and a default termination date of 1/1/1900, this
    employee may only have a history record entirely before 1/1/2015 because there is no
    termination date for this record.

Employee Company Information

Employee company information contains all information for the selected employment history record.
This is where you may create or edit an existing record for an employee’s employment history. If the
employee is still active, the system sets a default date of 1/1/1900 for any date that is left blank.

Editing the Employee ID

The system allows users to edit the Employee ID when necessary. Users will just want to be sure to use
the updated Employee ID when importing any data after the edit.

Creating Secondary Employee IDs

The system will also the creation of secondary ID’s (aliases) that belong to the same employee. Only
one ID may be considered the “Primary ID” at any one time in the system. That ID is the one which will
displayed throughout the system and will appear in the lookup tools, fields, and reports. This can be
switched at any time.

Additionally, the import process can accommodate the use of multiple aliases and will update the
proper employee in the system when an alias is used in an upload file. You can create an alias by
clicking on the ellipses (three dots) icon shown above, once clicked on you are taken to the alias
window:

Using the User Defined Fields

These fields are associated with an employee record, specifically the employee history record. There
are a variety of uses for the fields in terms of tagging employees with information not natively
captured in the IDCS ACA Application. Below are the descriptions of the user defined fields and
potential uses.

User Defined 1 – A free form text field often used in conjunction with the ACA information
assignments window in order to group employees for sake of mapping to standard measurement
periods. It is also used for grouping employees or tagging employees for reporting purposes or
filtering to specific employees in windows that have filters such as Mass 1095-C Create or Service Break
creation.

User Defined 2 – A free form text field recently added to the system. This field is not currently tied to
any functionality or filters in the system. It will be subject to further integration in a subsequent
release. For now it can be used as a special tag for future use if you already know or plan to treat
certain employees differently. (Example as part of a work around or special script for troubleshooting
with ID support)

User Defined 3 – Another field whose data type is Decimal. This field is similar to user Defined 2 and
will be subject to further integration in a subsequent release. For now it can be used as a special tag for
future use (Example as part of wage banded employee premium amounts for an ACA Plan) or
troubleshooting.

Note: If you would like to use the User Defined 2 and User Defined 3 fields, contact support@integritydata.com to request an employee upload template which contains the additional fields.

Employee Document Information

Utilities & Maintenance > ACA Maintenance > Employee Document Information

This window allows you to add the two fields manually for each employee that is opting in. If you use
this window it will transfer the Opt in fields to the employee card. It may be faster for you to add these
in the Employee Excel file upload using the template given in Part 6.

Transactions

Utilities & Maintenance > ACA Maintenance > Transactions

The payroll transaction maintenance page by default will display a comprehensive list of all payroll
transactions which the system will use for its calculations of affordability and eligibility. You can limit
this list by selecting your filtering criteria. The options for filtering criteria can be found at the top of
the page.

There are multiple methods for removing single entries or a range of entries using the delete function.
A single line entry can be deleted by pressing the Delete button at the end of the line. In addition each
column has filter and sorting capability. You can also filter more than one column at a time. When the
filtered transactions appear then they can be deleted by clicking “Delete all viewable records”.

When choosing to “Delete all Viewable Records,” the system will delete all records that are filtered
into the grid. Before deletion, a dialog box will appear prompting confirmation of the amount of records to
be deleted.

Creating a Manual Transaction

In the transaction maintenance window you have the ability to create an individual transaction.

Transaction Grid Field Information

  • Employee ID : Select an employee ID that exists in the employee lookup window that appears
  • Company : Select an existing Company ID from the drop down list
  • Created : This should be the date that the record is created. This field defaults to today’s date
  • Check Number : This is the check number for the transaction.
  • Check Date : This is the check date for the transaction. Check dates do not have to be
    meaningful. The system calculates based on period start date and period end date
  • Type : This is the type of transaction you are creating
    • Type 1 : Type 1 transactions are used to track the hours worked for the employee
    • Type 2 : Type 2 transactions is the deduction amount for the employee
    • Type 3 : Type 3 transactions are used to show that the employee has coverage
    • Type 4 : Type 4 transactions can be used to override the employee cost on line 15 of
      the 1095-C. These transactions do not need to be tied to any code.
  • Code : This is the code related to the type you have chosen. All codes marked as deduction will
    appear in the code list when type 2 is chosen. All codes marked as employer benefits will
    appear in the code column when type 3 is chosen.
  • Start Date : This is the start date for the transaction
  • End Date : This is the end date for the transaction. Type 1 or 2 do not require an end date. The
    coverage will be deemed to apply until the transaction is deleted or given an end date
  • Units To Pay : This is the number of hours worked by the employee
  • Rate : This is the pay rate amount for the transaction the employee worked.
    Benefits/Deductions would be 0.
  • Amount : This is the gross wage for pay code transactions or the benefit/deduction amount for
    the check.

To create an individual transaction:

  1. Click “Create Transaction” in the blue header section of the window
  2. Complete the required fields
  3. Update the record

Dependent Benefit

Utilities & Maintenance > ACA Maintenance > Dependent Benefit

The section is applicable ONLY for employees enrolled in employer-sponsored self-insured health
coverage. If an employer is not self-insured, you do not need to keep track of dependent
information for ACA reporting purposes.

The information maintained here is for covered dependents. After you upload the Dependent
information it will fill this window when you select the employee. From this window you can also add
new dependents for an employee without going through an upload or edit information if needed.

Employee ID: Select an Employee ID. The Employee name will auto populate.
First Name: Dependent First Name.
Last Name: Dependent Last Name.
Spouse: Check only if relationship to employee is spouse.
SSN: Social Security Number of dependent. IRS requires SSN. In the case of a newborn child, the
birthdate is accepted without a SSN.
Birthdate: Dependent’s birth date.
Start Date: Start date of plan coverage for this dependent.
End Date: If coverage terminates, end date of coverage. Leave blank if no end date.

Dependent coverage is reported on Part III of the 1095-C form for self-insured companies only. In
order for an employee and/or dependent to be credited with having coverage in any single month, they
must have been covered at least one day in the given month.

  • During the year-end close, the start date and end date will be used to determine which monthly
    check box is to be checked on IRS Form 1095-C.
  • If there is a break in coverage where a dependent loses coverage for a period of time and then
    regains it later, you will enter the coverage periods as two records.

Dependent Exception: This is used in conjunction with the Company Exception window and is for
those employees that work for a time at one company and then transfer to another. This will append
the dependent information to Part III of each 1095-C
Update and then Save: Both need to be done.

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