aca webinar: prepare for compliance in 2016

1 © 2014 TEAM Software407 S 27 Avenue • Omaha, NE 68131 | 800.500.4499 | sales@teamsoftware.com | www.teamsoftware.com

ACA: Preparing for Compliance in 2016August 6, 2015

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• Update on WinTeam Compliance Reporting• Preparing your action plan for 2016 and

beyond• Overview of TEAM’s Integrated Solution

Agenda

Material in this webinar is not intended as legal, financial or tax advice. Please consult your attorney, financial or tax professional to determine the best plan for your company.

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Housekeeping• 60 minute webinar• Q&A at intervals and end – type your

questions in the GoToWebinar panel• One interactive poll during broadcast• Webinar is being recorded and will be

available to you• Recap posted on TEAM’s blog

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Panelists

Dwaine Sohnholz Director of Enterprise Research

Bob KubicekSr. Business Analyst

Arianna PurcellImplementation Specialist

Jason GlatharSr. Software Developer

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WinTeam – Integrated Solution• Insurance Benefits

• Quick and efficient method of assigning Benefits• Ability to manage a variety of package combinations

• Systematic, easy to use Eligibility Testing and Tracking • Audit trail when you need it most and for years to come

• Simple way to manage your Payroll Deductions• Online Enrollment with Carrier Feeds (Optional)• COBRA Reporting (Optional)• 1095-C Reporting - including for the self-insured

• Forms, Electronic filing and distribution to employees via eHub Web and Mobile

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Overview• WinTeam: The 1095-C Report• Setup needed to produce the 1095-C form• Explain how the Insurance Benefit data

drives to information contained on the 1095-C form

• Review the ACA Safe Harbors• Discuss what is in the upcoming WinTeam

August release and beyond

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WinTeam: 1095-C Report

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Scenario

Ned Newhire• Hired March 9, 2015 as a full-time

employee• Eligible for coverage on May 1, 2015• Enrolled in “bronze” level coverage

that meets MEC and MV requirements• Ned’s premium is $90

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Meets the ACA definition of Full Time

In WinTeam, during 2015:• He was an active employee • He was assigned a benefit package• He passed ACA compliant eligibility testing

Why is Ned getting a 1095-C?

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Part I: Employee/ALE Info

No surprises on where this data comes from• Employee Master File• Company Setup

• New field for contact phone number

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Line 14: Offer of Coverage

• 1H – No offer of Coverage• 1E – MEC, MV offered to Employee, Dependents, and Spouse

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Line 14: Code 1H

No offer of coverage until his benefits package is effective on May 1.

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Line 14: Code 1E MEC, MV

ACA Setup is found in the Benefit Setup’s Pricing tab.

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Line 14: Code 1E Offered to Spouse & Dependent

Plan Option’s Relation Setup determines who a benefit is offered to.

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Line 15: Employee Price

• Blank – No offer of coverage• $90 – Employee share of the lowest-cost monthly premium

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Line 15: Employee Price BBE

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Line 15: Employee Price

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• Reminder: Employees may not have enrolled in the offer of coverage and therefore wouldn’t have Payroll deductions

• Or, the Employee may have enrolled in a:• Non-ACA plan• Non-Employee Only plan option (i.e.

Family)

Line 15: Why not Payroll deductions?

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• Applies to our ‘Percentage Based’ cost method and W-2 Box 1 Deduction Method

• Again, WinTeam doesn’t rely on deductions but does use Payroll data to calculate Federal Taxable Earnings (W-2 Box 1) per month:

• Sums FTE by Paycheck Date• Factors in pre-tax ACA plan setup• Accounts for any enrolled pre-tax medical

deductions

Line 15: What about Percentage?

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Line 16: Applicable Safe Harbor

• 2A – Employee not employed during the month• 2D – Limited Non-Assessment Period

• First month of employment• Initial Waiting Period

• 2C – Enrolled in offer of MEC

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Line 16: 2C

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Safe Harbor Review

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What Safe Harbor(s) are you using?

9.5% Federal Poverty Line

9.5% of W-2 Box 1

9.5% of Rate of Pay

Haven’t yet determined

Poll

Results

14%

36%

25%

29%

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• Reporting of covered Self-Insured• Part III: Self-Insured Covered Individuals

• Eligibility Setup• ACA Compliant Benefit

• Benefit Offering Setup• Multi-Employer Interim Rule

• Insurance Benefits Defaults• Non-Calendar Year Transition Relief

August Release: What Else?

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• Scheduled Releases• October• December (Year End)

• 1095-C Form Entry and Edit Feature• 1095-C Validation and Exception Report• IRS Electronic Submission• 1094-C Reporting

• 1095-C Employer Summary Form

Upcoming Releases

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• Update Benefit Setup in WinTeam• Begin testing 1095-C Reports

Checklists Available• First year, Benefit Year, Initial Online

Enrollment• See Handouts pane in GoToWebinar• Click to download

What you can do now

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• Employee Information• Insurance Benefits Module

• Eligibility - Determine ACA Full Time• Track ACA Compliant Benefits• Ensure Affordability• Customize Benefit Offerings• 1094-C and 1095-C Annual Reporting

• Optional Services• Online Enrollment• Data Feeds to Your Insurance Carriers• COBRA Reporting• Electronic 1095-C Distribution via eHub

See your TEAM Representative or email Sales@TeamSoftware.com for Optional Services Pricing

How can I use WinTeam for ACA?

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Q&A with Panel

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• TEAM Webpage on “Health Care Reform”• www.teamsoftware.com/news-and-events/healthcare-reform.php• Government resources/links• Previous TEAM Webinars• Previous articles and links to our blog

• TEAM Blog• The ABCs of ACA for Employers: 1095-C• www.teamsoftware.com/blog/

• WinTeam Online Help - Solutions Online• solutionsonline.teamsoftware.com• Specific “Affordable Care Act (ACA) Resources” topic• Flowcharts, checklists, “How To’s”

Resources

31 © 2014 TEAM Software407 S 27 Avenue • Omaha, NE 68131 | 800.500.4499 | sales@teamsoftware.com | www.teamsoftware.com

Thank you for joining us!

Check our blog for the link tothe slides and recorded webinar.