Dynamics Payroll Inspector ACA User Guide

Transcription

1 Dynamics Payroll Inspector ACA User Guide 1

2 Introduction... 3 DPI for ACA Overview... 4 Employee Full-time Status Verification Widget Introduction to the Full-time Status Widget Initial Widget Setup Full-time Status Measurement Groups Aggregated ALE Group Setup Using the ACA Full-time Status Widget ACA Employee Coverage Widget Introduction to the Employee Coverage Widget Initial Widget Setup GP Human Resources Usage Code Mapping Using the ACA Employee Coverage Widget

3 Introduction Dynamics Payroll Inspector is designed to scan your payroll and human resources and alert you to any potential issues within minutes of a change. It can be used to ensure that your employees have the correct address, have an accurate Social Security Number, are being offered health insurance according to the Affordable Care Act, and that they have the correct withholding taxes mapped to them at the correct rates. Because Dynamics Payroll Inspector is modular, new modules can be added or enabled to scan only what matters to your company. In addition to this, each module can be configured with settings to match your needs. When you purchase Dynamics Payroll Inspector, the standard modules are included. These are Employee Address Verification and Employee Identity (SSN) Verification. Additional modules are purchased separately and include: Affordable Care Act Employee Full-time Status and Coverage Verification Employee Tax Code Verification and Local Tax Rate Verification Employee Sick Leave Amount Verification This guide covers the Affordable Care Act Full-time Status and Enrollment Verification modules. This guide is a companion to the Basic User Guide, which should be read first. Find the Basic User Guide and other guides at 3

4 DPI for ACA Overview The Affordable Care Act (ACA) has a number of complex rules which can be difficult to maintain without assistance. They are difficult to manage manually and difficult to manage in the tools Dynamics GP alone has to offer. That is why the DPI for ACA module is designed to plug into, and enhance, your Dynamics GP Payroll and/or Human Resources system to a point that you are able to seamlessly and accurately handle the Affordable Care Act coverage and reporting requirements. Dynamics Payroll Inspector is built with two widgets to assist with ACA: Employee Fulltime Status Verification and Employee Coverage Verification. The Employee Full-time Status Verification widget inspects employees pay records using the ACA Lookback Period approach to determine if the employee has worked over 30 hours and week and should be considered full-time. If the widget finds that the employee should be considered full-time but was not marked as such, the widget will alert you to update the employee. This alert will update the employee s status and, more importantly, alert you to the fact that you need to offer him or her health insurance. All of the relevant dates such as when you must offer coverage by are also provided. The Employee Coverage Verification widget inspects full-time employees to ensure you have offered them coverage according to the Affordable Care Act requirements. This inspection reviews your payroll or your human resources data to determine this and will allow you to update this information directly within Dynamics Payroll Inspector. If you only have payroll, this inspection reviews your deduction codes to determine what the employee was enrolled in. If you have human resources, this inspection will look at the benefit history to determine which codes were offered to employees. When Dynamics Payroll Inspector finds that an employee is full-time but has not been offered the required health insurance coverage, the widget will alert you and explain what it found. This alert will describe each month s coverage. If it is a bookkeeping problem, you can update the information directly in Dynamics Payroll Inspector and it will update Dynamics GP. If the coverage was truly not provided, it will alert you to the fact that you need to cover the employee or potentially face a penalty. Throughout the year, or at the end of the year, when these widgets inspect your data they are collecting the required information for your annual 1095-C reporting requirements. When the year is complete, DPI will have a full record of everything necessary for creating your 1095-Cs on the GreenshadesOnline Year-End Forms portal. 4

5 Employee Full-time Status Verification Widget 2.1. Introduction to the Full-time Status Widget The Dynamics Payroll Inspector Employee Health Insurance Full-time Status widget is designed to assist you with keeping track of which employees are considered fulltime or non-fulltime based on Affordable Care Act rules. After setup, it will scan your payroll data to see how many hours have been worked by each employee and calculate their average hours per week over your selected timespan. This widget uses the ACA Lookback Period approach.! It is important to note that the widget is specifically looking at transaction dates on checks, and does not look at the check date itself Initial Widget Setup! If your widget has already been setup, you will want to proceed to section 3.4, Using the ACA Full-time Status Widget. Modifying your widget settings may change which employees are considered fulltime and could impact which employees are offered health insurance. Before you are able to begin scanning your payroll, you will need to do some basic setup. Upon first launch, your widget will be disabled. Click on the gear icon in the top right corner of the widget to enter the setup screen. Once you re within the setup screen, you ll need to activate the widget by clicking the checkbox next to Tracker is Active? 5

6 Full-time Status Select where in GP you would like us to store each employee s fulltime determination. This dropdown list will allow you to select where, within your GP system, you would like Dynamics Payroll Inspector to store an employee s status. You have a range of choices from Payroll User Defined 1 and 2, HR Custom Fields, and you can also choose not to store the determination at all. 6

7 Which employee classes should automatically be considered fulltime for new hires The Affordable Care Act has special rules for employees who you consider to be full-time on hire. To designate to Dynamics Payroll Inspector which employees are to be considered full-time on hire, select the employee classes for your full-time employees. Alternatively, you can use the Dynamics GP employment type. This will ensure that all new hires are automatically considered full-time if they fall within the selected classes. After these employees complete their first company measurement period and become on-going employees, they are calculated using average hours like every other on-going employee For new hires, select when the initial measurement period should start You can choose to start an employee s initial measurement period either on the date of hire, adjusted date of hire, or on the first of the following month following either of those Please mark each of the paycodes below that represent hours of service for your employees Payroll Inspector will automatically attempt to determine the relevant paycodes in your system that should be considered for calculation based on the paycode type and whether or not it has units associated with the rate. It will automatically check the boxes it thinks are correct, but you may wish to review these and select or unselect any paycodes you feel are correct or incorrect.! The UnitsToPay in Dynamics GP payroll history for each of these paycodes will be considered hours worked and calculated into the employee s average hours Measurement Groups Measurement groups are a collection of settings to specify which employees should be calculated and how the calculation should be formed. To setup a measurement group, you ll need to select which groups of employees should be included, what measurement period should be set, how long your administrative period is, and finally how long the stability period will be. You may have multiple measurement groups, but typically you ll only need one. To set one up, click Create Measurement Group 7

8 Define Group Name Measurement periods are the basis by which DPI calculates an employee s average hours over a selected timespan. According to the Affordable Care Act, a measurement period can be as short as 3 months or as long as 12 months. This is commonly called the lookback period and will typically be 12 months. Select the types of the following that apply to this measurement group You can select groups of employees by checking one or more boxes in each of the subsections here: Salaried Status, Union Codes, Work Location State. This can help you narrow down your measurement group if it varies based on any of these factors ACA Measurement Period (lookback period) Start Date of your most recent measurement period You ll want to pick the date on which your most recent measurement period started. Dynamics Payroll Inspector will automatically go back about 2 measurement periods prior to this date to establish a history, and will continue using this date as a basis into the future. You will not need to create a new measurement group each year, as the one you ve created will continue on in perpetuity.! If you do not have 2 measurement periods worth of payroll data, DPI may not be able to determine your employees full-time status for the current year. This may impact its ability to create 1095-Cs. Length of your measurement period (typically 12 months) Next, you ll need to pick the length of your measurement period. This can be as few as 3 months and as many as 12 months. The first day of your company work week Finally, select the first day of your company s work week. This will help the Dynamics Payroll Inspector determine how to handle fractions of weeks that occur due to months not evenly dividing by 7 days Administrative Period and Stability Period After the above Measurement Period comes your Administrative Period, which usually includes your open enrollment Select the method by which you d like to calculate your Administrative Period. You can choose to specify exactly how many days it will last, 8

9 or you can choose to state that it lasts until the end of the month following X amount of days. Note that your Administrative Period cannot be longer than 90 days, and choosing the second option will likely require you to input less than 90 days as your option. Length of Stability Period Here you ll determine how long your Full Time and Non-Full Time stability periods last. Under the Affordable Care Act, the Full Time stability period cannot be shorter than the measurement period and must be at least 6 months in length. Most people set the Full and the Non-Full Time stability periods to be the same length Affordable Care Act Periods Based on the options you have specified: This grid will show you how the dates you ve selected above will play out over time. It adjusts in real-time, so you can make adjustments above and see the results down here.! If your widget has already been setup, modifying your widget settings may change which employees are considered fulltime and could impact which employees are offered health insurance Aggregated ALE Group Setup 9

10 2.4. Using the ACA Full-time Status Widget The first time you run the widget, you should get results for each employee that falls into a measurement group. On subsequent runs, you ll only be seeing employees whose statuses are changing. As with other widgets, once you have results, you can click Fix Now. You will then be taken to a summary screen that gives an overview of the results and a percentage of how many employees within your company are full-time based on ACA rules. After clicking Next, you ll be taken to the actual results list. 10

11 This view will allow you to search for an employee (based on first name, last name, or employee ID), as well as adjust filtering options. These filters will help you see employees grouped based on widget results. We provide an explanation for the results that were found, as well as a quick breakdown of dates and the calculated hourly average. At the bottom of each result, you will have three options: Remind Me Later, Ignore, and Update Dynamics with Suggestions. Remind Me Later will tell the widget to keep making the suggestion until you either Ignore it or Update Dynamics. Ignore will set the result to the opposite status of what the widget discovered (i.e. if the widget showed someone as Full Time, clicking ignore will set the employee as Non-Full Time). Update Dynamics with Suggestions will acknowledge the result and, if you chose a user defined field in settings, update the status there. When you are done reviewing results, click Finish, and the widget will make the changes and scan once more. 11

12 ACA Employee Coverage Widget 3.1. Introduction to the Employee Coverage Widget After completing the Full-time Status process, you re now ready to run the ACA Employee Coverage Widget. It is essential that you ve run the Full-time Status widget first so that the Coverage Widget will know which employees are full time and require coverage. This widget looks to confirm that all employees with a Full Time status determination are offered the correct level of coverage and cost as required by ACA regulation Initial Widget Setup Before you are able to begin scanning your employees for coverage, you will need to do some basic setup. Upon first launch, your widget will be disabled. Click on the gear icon in the top right corner of the widget to enter the setup screen. Once you re within the setup screen, you ll need to activate the widget by clicking the checkbox next to Widget is Active? 12

13 Once you ve enabled the widget, you can access the rest of the settings for the widget GP Human Resources Usage The first thing you ll need to do is select whether you track your benefits using the Human Resources module in GP, or if you use the Payroll module in GP. If you don t have the Human Resources module in GP, this option will automatically be grayed out and the Payroll option will be selected Code Mapping To start, select an employee-only code from the drop down list labeled Select Code to Add:, and click Add Code It will be inserted into the large box below, where you ll need to modify some additional settings: ACA Type MEC only or MEC and Minimum Value 13

14 Coverage Level By default, this will be Employee Only. Once you have added more codes, you will see other options listed (Employee Spouse, Employee Family, Employee Children). Note that you can only add a code once if it s set to Employee Only, but you can add the code multiple times if it s set to any of the other options. Employee Only If you ve chosen an option other than Employee Only for the Coverage Level, then you will need to map this code to the Employee Only code from which it s derived.! This setup is important to ensuring Payroll Inspector credits your coverage offering with the right type of ACA compliance Using the ACA Employee Coverage Widget The widget will run automatically once you close the settings panel. If all of your fulltime employees have the correct coverage levels, then the widget will come back and say that there were no issues found. Otherwise, it will notify you of some issues found that need addressing. 14

15 As with all other widgets, click Fix Now to access the results window. The first page you come to will provide you with an overview of the results. After reviewing these numbers, click Next to see a list of employees. 15

16 As with the Full-time Status widget, we offer the ability to search for employees based on first name, last name, and employee ID. Additionally, you may filter employees based on the options seen to the right. These can help you find specific groups of employees which may need your attention and review. Each employee will have a description explaining what the widget was able to determine. You can click See full details to get a monthly breakdown for the employee and to see what codes are assigned to him or her. 16

17 On this screen we can see the explanation given again, but we can also now see the insurance codes that may be assigned to the employee. Initially the employee wasn t marked as being Eligible for either code, so we ve gone ahead and checked the corresponding Coverage eligible boxes for the codes the employee would be eligible to receive. Because of this, the Monthly Breakdown grid at the bottom now reflects, accurately, the offered coverage that the employee would ve received this year, and is expected to continue to receive for the remainder. You can use the Dynamics Payroll Inspector to adjust coverage start and end dates, as well as employer and employee costs for a plan. Additionally, you can mark whether or not the employee enrolled or waived a plan. When you save the results, we will push these changes to the employee benefits and deduction cards in GP. It should be noted that, if an employee doesn t currently have a specific deduction or benefit code assigned, we will initially pull the dates and costs from the master code setup in GP, but changes made will be pushed to the employee-level code (and it will be assigned to the employee). 17

18 If your employee is eligible for a plan that covers dependents and you would like to enter dependent information, you can click the Dependents link to the right side of the code. Here, you can enter a name, relationship information, Social Security Number, and birthdate for a dependent and then click Add. You will see the name appear in the list and you can then check the box for Covered? if this dependent is covered by the plan. Click Save when you re done. Once you are done reviewing this employee s results, you can click Save to return to the main results window. At this point, you can choose to Update Dynamics with Suggestions, Ignore, or Remind Me later. Once you click Finish, we will make any requested changes to GP and re-run the widget to look for any further issues. 18