vista aca update and training - cdnedge.viewpointcs.com · 1094-c & 1095-c forms will be...

Vista ACA Update and Training

October 29, 2015

Gary GilmoreSr. Product Manager – Vista Accounting

gary.gilmore@viewpoint.com

Mark HolcombProduct Owner – Vista Accounting

mark.holcomb@viewpoint.com

Neta GeorgeApplication Support – Vista Accounting

neta.george@viewpoint.com

SUBMITTING QUESTIONS

• In the “Send to:” drop down select Neta (Host)

• Type questions in the text field

• Click Send to submit your question

• Questions will be answered at the end of the presentation

• ACA General Info

• Payroll & HR Setup

• ACA Imports & Initialization

• ACA Regulatory Reporting

• Questions

AGENDA

ACA General Info

Information and practices offered by Viewpoint regarding the use of Vista to meet ACA reporting requirements is based on our current understanding of IRS regulations and guidelines.

This information should not be viewed as legal advice or opinion, and strongly encourage you to seek your own competent legal interpretation.

ACA GENERAL INFO

DISCLAIMER

ACA GENERAL INFO

US Dept. of Labor ACA - http://www.dol.gov/ebsa/healthreform/

IRS ACA Tax Provisions for Employers - https://www.irs.gov/Affordable-Care-Act/Employers

IRS Instructions for 1094-C/1095-C - https://www.irs.gov/instructions/i109495c/ar01.html

Vista Knowledge Base - https://viewpoint.rightanswers.com/portal/ss/index.jsp

Viewpoint Learning Center – HR Training:http://learning.viewpoint.com/searchresults.aspx?q=HR%20Training&at=T&ty=ML.BASE.DV.SearchAnyWords

Viewpoint Consulting Services - http://clearview.viewpoint.com/services/service-programs

HELPFUL LINKS

Which Vista release is required to process and report ACA?• 6.11.0 (released 10/15)

– HR/PR ACA history tracking, eligibility, and admin features– ACA Initialization– ACA 1095-C Import Template– HR ACA Eligibility Report

• 6.10.# and 6.11.# (December 2015)

– 1094-C/1095-C reporting and e-filing

ACA GENERAL INFO

VISTA RELEASES

Are you required to report under ACA?• Yes, if you qualify as an Applicable Large Employer (ALE)

Do your benefits meet ACA requirements?• Minimum Essential Coverage (MEC) and Value/Affordability

What data will you need to track for ACA?• Identify qualified ACA benefits and their cost• Employees eligible for coverage – status and weekly hours of service • Monthly offers of coverage to full-time employees• Monthly enrollment of covered employees and dependents (self-insured only)

ACA GENERAL INFO

ACA COMPLIANCE

If you qualify as an ALE in 2015, you must • Provide 1095-C to employees - January 31, 2016• If paper filing, remit 1094-C and 1095-C copies to IRS – February 29, 2016• If e-filing, remit file through IRS AIR program – March 31, 2016

All filers are encouraged to e-file, but required if 250 or more 1095-Cs. If e-filing, you must apply for TCC number (may take 2 to 4 weeks).

Multi-employer/union plans and those offered by 3rd party health coverage providers must issue 1095-B to all covered individuals.

ACA GENERAL INFO

IRS REPORTING REQUIREMENTS

Payroll & HR Setup

• Tracks company level ACA data by PR Company and Tax Year

• Static information defaults from HQ Company

• Monthly ALE Info can be initialized

• ALE Group Members must be manually maintained

Supports one 1094-C per PR Company and year

PAYROLL & HR SETUP

ACA EMPLOYER DATA

• Tracks employee data by PR Company, Tax Year, and Employee #

• Employees can be manually added, imported, or initialized

• Info defaults from PR Employee

• Part 2 allows you to quickly set Offer and Coverage values for all 12 months

Used to print & file 1095-C for your employees

PAYROLL & HR SETUP

ACA EMPLOYEE DATA

• Tracks monthly offers of ACA coverage, employee share of cost, and safe harbor code

• Can be manually entered, imported, or initialized from HR

Only needed if not entering ‘All 12 Month’ values on Info tab

Used to print and file 1095-C Part II

PAYROLL & HR SETUP

EMPLOYEE MONTHLY OFFER OF COVERAGE

• Tracks monthly coverage for employee and dependents

• Can be manually entered, imported, or initialized from HR

PAYROLL & HR SETUP

COVERED INDIVIDUALS

Only needed if ACA coverage is self-insured

Used to print and file 1095-C Part III

• Identify all earnings used to track ‘hours of service’ for ACA

Should include all hours eligible for pay

Generally includes vacation and PTO

Hours must be posted to measure ACA eligibility

PAYROLL & HR SETUP

PAYROLL EARNINGS

• Identify qualified ACA Health Plans

• Minimum Essential Coverage (MEC)

• Self-Insured

Used for reporting and ACA initialization

Check with your Health Coverage provider to determine MEC compliance

PAYROLL & HR SETUP

HR BENEFITS

• Define multiple options for each Benefit code

• If Benefit is an ACA Health Plan, identify ACA Coverage option

Used in ACA reporting and initialization

‘Self’ only coverage option used to establish lowest cost and affordability values

PAYROLL & HR SETUP

HR BENEFIT OPTIONS

• Defines series of on-going ACA periods

• Standard Measurement Period– Measure and qualify variable time

employees for ACA

• Administrative Period– Optional enrollment period

• Stability Period– ACA coverage maintained throughout

PAYROLL & HR SETUP

HR ACA LOOK BACK GROUPS

Only needed if your offer of ACA coverage is dependent on close monitoring of hours

• Optional ACA values to identify– Employment Status

– Look Back Group

– Initial Measurement Periods

‘Initialize HR ACA Coverage Offer’ can be used to quickly generate ACA History for groups of employees

Used in ACA reporting and 1095-C initialization

PAYROLL & HR SETUP

HR RESOURCE MASTER

• Track offers of ACA coverage and acceptance by HR Resource

Date ranges and codes used by 1095-C initialization to populate Part II monthly values

PAYROLL & HR SETUP

HR RESOURCE ACA HISTORY

• Displays current ACA Employment Status, Measurement Period, and Average Hours per Week

• Can be run for a range of HR Resources and Look Back Group

PAYROLL & HR SETUP

HR ACA ELIGIBILITY REPORT

Employees at or above 30 hour weekly threshold will be eligible for coverage during next stability period

• Setup HR Resource Dependents

• ACA requires DOB or SSN#

Used in 1095-C initialization - only required if ACA coverage is self-insured

PAYROLL & HR SETUP

HR RESOURCE DEPENDENTS

• Assign ACA Benefits to HR Resource and Dependents

• Tracks ACA Coverage History for employee and dependents

Used in 1095-C initialization - only required if ACA coverage is self-insured

PAYROLL & HR SETUP

HR RESOURCE BENEFITS & HISTORY

ACA Imports & Initialization

• Import templates available for employee and dependent 1095-C data– PR1095Header

– PR1095MonthCoverage

– PR1095Covered

• Must be processed in order

See Clearview Knowledge Base for more info

ACA IMPORTS & INITIALIZATION

IM TEMPLATES

• Accessed from PR ACA Process > Tasks

• Initializes ACA data from Payroll or HR

• Full time based on monthly payroll hours

‘Overwrite Existing Data’ clears and replaces all data. If not checked process only adds new entries

Include HR Resource Dependents and initialize all employees if ACA coverage is self-insured

1095-C ‘All 12 Months’ values used when HR ACA History unavailable

ACA IMPORTS & INITIALIZATION

ACA INITIALIZATION

ACA Regulatory Reporting

• Accessed from PR ACA Process > Tasks

• Option to print original or corrected 1094-C & 1095-C forms

Will be included with 2015 year-end release for Vista 6.10 and 6.11

Blank 1095-C forms w/envelopes available from Viewpoint Business Forms

ACA REGULATORY REPORTING

ACA 1094-C/1095-C PRINT

ACA REGULATORY REPORTING

• One 1094-C per PR Company and Tax Year

• Serves as transmittal for 1095-Cs

• Info pulled from annual PR ACA data

Printed if paper filing on or before February 29th 2016

ACA IRS 1094-C FORM

ACA REGULATORY REPORTING

• One 1095-C per full time employee

• Print for all employees if ACA coverage is self-insured

Provide to employees on or before January 31st 2016

If paper filing, send printed copies to the IRS on or before February 29th 2016

ACA IRS 1095-C FORM

• Accessed from PR ACA Process > Tasks

• Required if 250 or more 1095-Cs

• Tracks e-file transmission history

• Supports original and corrected filings

Will be included with 2015 year-end release for Vista 6.10 and 6.11

Register for Transmitter Control Code (TCC) and complete communication test prior to filing – ACA Info Return (AIR) program

ACA REGULATORY REPORTING

ACA ELECTRONIC FILING

ACA PAYROLL CHECKLIST

PR Earn Codes Flag ACA hours

PR ACA Process Enter tax year to add ALE Member info (1094-C

header) Complete ALE Monthly Member Info Complete ALE Group Members - if applicable

PR ACA Process - Employee tab Enter Employee # to add

or Import using PR1095Header template or Initialize Employees (Tasks)

PAYROLL SETUP

PR ACA Process – Employee tab (cont.) Complete Employee data w/in grid row

or double click to open PR ACA 1095-C Employee form

PR ACA 1095-C Employee Complete remaining data on Info tab Complete Monthly Offer of Coverage tab

or import using PR1095MonthCoverage Complete Covered Individuals tab (self-insured

only) or import using PR1095Covered

ACA HR CHECKLIST

HR Benefit Codes Flag ACA compliant benefits Define options and assign ACA coverage level

HR Look Back Group Create ACA Look Back Groups and define periods

(only needed if measuring hours for eligibility)

HR Resource Master Assign ACA Employment Status, Look Back Group,

and Initial ACA Periods (optional) Enter ACA History to track offers of coverage

HR SETUP

HR Resource Dependents (optional) Add dependents Include DOB and/or SSN#

HR Resource Benefits (optional) Add ACA Benefits to Resource and Dependents Enter ACA Coverage History to track enrollment

HR Eligibility Report (optional) Preview/print report to identify employees that

may be misclassified for ACA eligibility Edit Resource ACA Employment status as needed

HR data can be used to initialize PR ACA Process

QUESTIONS