Tutorial Name: JD Edwards EnterpriseOne Transfer of Information Affordable Care Act

Transcription

1 SCRIPT Tutorial Name: JD Edwards EnterpriseOne Transfer of Information Affordable Care Act Step Action on Screen Narration Slide 3 Slide 4 Slide 5 Slide 7 Slide 8 Welcome to the JD Edwards EnterpriseOne Affordable Care Act Transfer of Information This Transfer of Information covers an enhancement to JD Edwards EnterpriseOne Release that facilitates an organization s ability to comply with the Affordable Care Act and Hours of Service Processing. This Transfer of Information presents the following topics: An overview of Affordable Care Act and Hours of Service Eligibility Setting Up of Applicable Large Employers Working with ACA Employee Eligibility Working with Hours of Service Workbench Working with Hours of Service Report and Working with ACA Employee Eligibility Archive In response to the Affordable Care Act Employer Shared Responsibility provisions, we have delivered enhancements that assist you in determining the employees to be considered fulltime under ACA Hours of Service provisions. The Affordable care act stipulates that the employees, who meet the hours of service threshold, should be considered eligible to receive health coverage. The hours of service threshold is generally considered as an average of 30 hours per week or 130 hours per month unless specified otherwise. Who is considered to be an Applicable Large Employer? Any employer that employs 50 or more full-time employees, including full-time equivalent employees during a year. On February 10, 2014, the IRS and the Department of the Treasury issued final regulations under section 4980H of the Internal Revenue

2 Code with respect to the shared responsibility for employers regarding health coverage of employees. These regulations affect the Applicable Large Employers, referred hereby as ALEs. Section 4980H stipulates that an ALE who for a calendar month fails to offer to its full-time employees the opportunity to enroll in minimum essential coverage under an eligible employersponsored plan may be subject to an assessable payment if a fulltime employee enrolls for that month in a qualified health plan for which the employee receives a premium tax credit. 6 7 Slide 9 Slide 10 Slide 11 To assist with the identification of an employer's full-time employees for determining any potential liability under section 4980H, the JD Edwards EnterpriseOne system provides the Hours of Service eligibility process that can be used to calculate an employee's average hours of service for a particular measurement period. The features include: An ACA Hours of Service workbench for establishing processing versions and parameters, such as the measurement method and dates. Reporting of employee hours of service for the measurement period defined and calculation of the average hours of service per week and for the monthly equivalent. The ability to create employee eligibility status records with the ACA Eligibility Status designation. An audit history of the input parameters and the results from the Hours of Service report and the ability to inquire into the audit history for further review. The ability to incorporate the employee ACA Eligibility Status into benefits eligibility criteria to establish eligibility for enrollment. The JD Edwards EnterpriseOne software has provided ACA Employee Eligibility Files to store the eligibility status, new processes to update the eligibility status in batch mode, and provisions for user-entered reviews and manual overrides. In addition, the Benefits side of the software has been updated to allow the ACA Eligibility Status to be included as a part of benefits enrollment. This figure illustrates the relationship between data files in the JD Edwards EnterpriseOne system that the system uses to process the data for ACA functionality. 8 Slide 12 The ACA feature is available on the new menu G08ACA. To access

3 Slide 13 Slide 14 Slide 16 the ACA menu, click the Navigator icon, enter G08ACA in the Fast Path field, and then click Enter. Some of the new programs are accessible from the ACA Eligibility menu and the others are accessible from the Hours of Service Workbench. The JD Edwards EnterpriseOne software presents six new applications and two new batch programs to work with the ACA functionality. The ALE ID program defines home companies that are grouped under a given Applicable Large Employer. You need the ALE ID to company association for setting up employee ACA eligibility information details for employees and for the company members. The system stores the ALE information in the ACA Applicable Large Employer table. Slide 17 (With highlight on fields mapping to audio) To access the ALE ID program, click the ALE ID option under the ACA Eligibility menu. The system displays the ALE ID to Company Cross Reference form. You use this form to define company members for ALE. To enter a new record, click the last row in the grid. Click the ALE ID field and enter a value from UDC table 08/LE to identify a business entity that collectively employs 50 or more full-time employees. 12 In the Home Company field, enter a code from the Company Constants table (F0010) that identifies a specific organization, fund, or other reporting entity. In the ALE Member ID field, enter a value from UDC table 08/MI to identify a company with an ALE Member identifier. Click OK to save the ALE information in the ACA Applicable Large Employer table (F08116) Slide 19 Now, we will look at the Hours of Service Workbench and programs accessible from the workbench.

4 You access the Hours of Service Workbench program to: Set up the ALE ID to Company Cross Reference. Define Hours of Service processing parameters. Submit the Hours of Service report. Review Employee Eligibility data created by the Hours of Service report. Manually create or edit Employee Eligibility data. Archive prior employee eligibility status information and to Review archived information. 15 Slide 20 To access the Hours of Service Workbench, click the Hours of Service Workbench option under the ACA Eligibility menu. 16 Slide 21 (highlight Add) The system displays the Work with Hours of Service Workbench form. You use this form to review hours of service processing records. Click Add on the Hours of Service Workbench form. 17 Slide 22 The system displays the Hours of Service Processing Parameters form. You use the Hours of Service Workbench program to add the hours of service parameters record required to generate the hours of service report. Before you define parameters on the workbench program, you must have set up the ALE ID using the ALE ID program. Additionally, you must have the version for the ACA Hours of Service report added in the system Slide 23 (add text in callout) Slide 24 (add text in callout) Click the ACA ID field. Specify a user-defined value that identifies a set of parameters for the ACA Hours of Service process. In the Applicable Large Employer ID field, enter a value from UDC table 08/LE to identify a business entity that is an ALE under ACA provisions.

5 Slide 25 (Callout will explain Look Back and Monthly methods) Slide 26 Slide 27 Slide 28 Slide 29 Slide 30 Slide 31 Slide 32 This is a required field. From the Calculation Method drop-down, select an option to specify the measurement method for average hours of service for employees according to the methods prescribed by ACA. In the Hours of Service Version field, select an option to specify a previously created version. This version uses the standard data selection and processing options to customize the previously created version of the Hours of Service Report In the Eligibility Status Effective Date field, enter the date for which the ACA eligibility status is effective for an employee. For the look-back measurement method, this date is typically the same as the Stability Start Date. You must enter a value in this field. In the Override Eligibility Status field, enter a code from UDC table 08/SE to specify a status for eligibility in the hours of service report. If you specify a value in this field, the hours of service report assigns this status to all employees in the report run. In the Measurement Period - Start Date and End Date fields, specify the start and end dates for an ACA Hours of Service measurement period. The report uses these dates to determine the timecards in timecard history to include in the report. The system calculates the number of weeks based on the measurement period that you specify. You can override this value to specify the number of weeks in the In the Number of Weeks field. The system calculates the number of months based on the measurement period that you specify. You can override this value to specify the number of weeks in the In the Number of Months field. In the Administration Period - Start Date and End Date fields, specify the start and end dates for ACA administration period. This is an optional period between the look-back and the stability period. The administration period dates are informational only. In the Stability Period - Start Date and End Date fields, specify the start and end dates for ACA stability period. When using the Look-Back measurement method, the stability period represents the period of time for which the eligibility status of the employee remains constant.

6 Slide 33 Slide 34 Slide 35 After entering the details, click OK to save the record. Now, we will explain the Work with ACA Parameters History program. The Work With ACA Parameters History program displays all Parameter Control Number records for a given ACA ID. To access the Work with ACA Parameters History program, select the ACA Parm History option from the Row menu on the Work with Hours of Service Workbench form. The system displays the Work with Affordable Care Act Parameters History form. Note that the form displays the details for ACA ID that you select on the Work with Hours of Service Workbench form from where you access the Work with ACA Parameters History program. Use this program to review all archived parameters. 32 Slide 37 SLIDE MISSING in PPT Slide 38 (Highlight 3 options on the screens on slide) Now, we will explain the Work with ACA Employee Eligibility program. The Work With ACA Employee Eligibility program helps you to designate ACA eligibility status of an employee and to track additional supporting information. The employee information can be used to help identify the eligibility status of an employee. The eligibility status determines whether an employee is eligible for benefits coverage and should be offered coverage. You can access the Work with ACA Employee Eligibility program by selecting the ACA Eligibility option on G08ACA menu. 33 The other way to access the program is by using the Employee Eligibility option from the Form menu on the Work with Hours of Service Workbench form. 34 Slide 39- Show the program with Record Origination field highlighted and then the Record Status Alternately, you can access the Employee Eligibility program by selecting the Employee Eligibility option on the Row menu of the Work with Affordable Care Act Parameters History form. When you run the Employee Eligibility program, the system retrieves ACA eligibility information from the ACA Employee Eligibility table. If you make any changes to the information, the

7 35 highlighted with audio for current record) Slide 40 system updates the ACA Employee Eligibility table. When the ACA employee eligibility records are created by the Hours of Service report, the system assigns them a value of C in the Record Origination field. You can update only the employee eligibility status for such a record, if it is a current record. Otherwise, you cannot update these computer-generated records. When the ACA employee eligibility records are manually created, the system assigns them a value of M in the Record Origination field. You can update eligibility status only for current records. However, you can update other details for both current and non current records. To update only eligibility status for a record, you need to select the current record and make the change. When you select the current record, the system displays the ACA Employee Eligibility form Slide 41 Slide 42 To update a record for details other than the eligibility status, you use the ACA Employee Eligibility Revisions program. Now, we will look at the ACA Employee Eligibility Revisions program. You use the ACA Employee Eligibility Revisions program primarily for mass entry as well as to import records from the ACA Employee Eligibility table. However, you can also use this program to modify manually entered records. To access the ACA Employee Eligibility Revisions program, select a manual record that you want to update and then select the Change Manual Records option from the Row menu on Work with ACA Employee Eligibility form. 38 Slide 43 Alternately, to add a new record, access the program by clicking Add on the Work with ACA Employee Eligibility form. The system displays the ACA Employee Eligibility Revisions form in Add or Update mode based on the way you access it. Add or update a record and click OK. 39 Slide 44 Now, we will look at the ACA Employee Eligibility Archive program. You use the ACA Employee Eligibility Archive program to display ACA Employee Eligibility Archive records.

8 40 Slide 45 To access the program, select Emp Elig Archive from the Row menu on the Work With Affordable Care Act Parameters History form. On the Work with ACA Employee Eligibility Archive form, select a record to review the flat file details of a single employee Slide 46 Slide 47 The system displays the ACA Employee Eligibility Archive form. The system retrieves the header details on the Eligibility tab from the ACA Parameter History table and the grid details from the ACA Home Company Summary table. The system retrieves the header details on the Employee Detail tab from Employee Master and the grid details from the ACA Home Company Summary table. 43 Slide 49 (Slide with the menu for the report from workbench.) Now, we will look at the Hours of Service report. Run the ACA Hours of Service Report to determine which employees meet the ACA hours of service threshold and should be considered full-time under ACA provisions. To run the hours of service UBE, select the Hours of Service Report option from the Row menu on the Work with Hours of Service Workbench. Then, you need to select the mode in which you want to run the report Slide 50 (Print of proof mode) Slide 51 (Print of final mode) Slide 52 (Print of Final mode with highlights of the average weekly hours and monthly hours fields) When you run the Hours of Service report in proof mode, the system displays employee information from the Employee Master and also the hours of service information, but it does not update any tables in the system. When you run the ACA Hours of Service report in final mode, the system displays a warning indicating that F081161, F and F tables will be updated. When you accept the warning and process the report, the system updates these tables. Check the report to determine if an employee is eligible for ACA benefits. One of the following conditions should be true for the employee to be eligible: Average weekly hours greater than or equal to 30: This means that on an average the employee worked greater than or equal to 30 hours in a week during the measurement period. Average monthly hours greater than or equal to 130: This means

9 that on an average the employee worked greater than or equal to 130 hours in a month during the measurement period. 47 Slide 53 (Processing options of the R report) The system updates the eligibility status for the employee to Y if the employee meets the hours of service threshold, else, it updates the status to N. If you have used an override, the system updates the eligibility status for all employees to the override value. You can override the threshold values for average weekly and monthly hours in the processing options of the ACA Hours of Service report. You may want to override the threshold values if you want to exceed the legislative guidelines. For example, you may want to consider employees as full time if they average 29 hours per week. In this case, you must enter 29 in the override average weekly hours processing option. 48 Slide 55 Slide 56 Now, we will look at the ACA Employee Eligibility Archive report. You use the Archive Eligibility batch process to archive the employee eligibility status records. When you run the Archive Eligibility batch process, the system moves the records from F to F and from F to F The Archive Eligibility batch process archives all non-current records including the ones with the most recent Eligibility Status Effective Date value if they are non-current. You should be careful while archiving to avoid archiving records that might be required for benefits eligibility testing. Access the ACA Employee Eligibility batch process from the Row menu on the Work with Hours of Service Workbench form. 49 When you run the report from the ACA workbench, it archives all non-current records for an ACA ID. 50 Slide 57 (Slide referring to related documentation) You can also access the batch program from the Work With Affordable Care Act Parameters History program. In that case, it archives all non-current records for a given Parameter Control Number. Finally, you can find further information in the JD Edwards EnterpriseOne 9.1 Net Change Guide. This guide is an easy way to access enhancements made to the system and to pinpoint the

10 documentation related to those enhancements. Use the following link to access the 9.1 Net Change Guide and go to the Human Capital Management Updates section. Locate the topics in that section for the Hours of Service processing and Affordable Care Act documentation. In these topics, the system will provide links that include information related to the Hours of Service processing and affordable care act. In addition, reference document ID on My Oracle Support. This document ID gives a high level information about the Hours of Service Processing and Affordable Care Act and as well indicates how to locate the ESU on Update Center that you can do via Bugs and Thank you for viewing the Affordable Care Act Functional Transfer of Information.