Affordable Care Act Reporting - Manual

Transcription

1 Terminology Configurations Affordable Care Act Reporting - Manual Setup Category Codes Employee Profile Mass Change Pay Record ACA Hours ACA Information Tab Employee Status 1095-C Info 1095-B Info ACA Hours 1095 Transmissions Employee Browse Payroll Worksheets TrueTime Sub Tracking Payroll Select TrueTime Employee Management Pay Records Unpaid Time Off Processing the Import ACA Hours Template Reports to Assist with Tracking Verification ACA 1095 Tracker ACA Hours Tracker Employee Data Mining Utilities Mass Change Pay Record ACA Hours Additional Utilities ACA 1095 Import ACA 1095 Mass Process ACA 1095 Tracker ACA Covered Individual Import from Ins Tracking ACA Hours Build From History ACA Hours Import ACA Hours Mass Delete ACA Hours Tracker ACA New Hire Category Audit ACA Status Mass Delete ACA Status Mass Process ACA Ongoing Category Audit Annual Reporting to IRS (Forms 1095-B, 1095-C, 1094-B, 1094-C) IRS Web Links Revised: 01/11/17 Page 1 of 1 Version

2 Affordable Care Act Reporting - Manual Terminology Affordable Care Act Also known as ACA. Requirement by the government that requires all full time employees to be offered affordable health care/insurance coverage. Hours of Service Each hour for which an employee is paid, or entitled to payment, for the performance of duties for the employer, and each hour for which the employee is paid or entitled to payment by the employer for a period of time during which no duties are performed due to vacation, holiday, illness, incapacity (including disability), layoff, jury duty, military duty or leave of absence. This number is used to determine if an employee is to be deemed full time or part time. 1. Average Hours/Full Time Need to calculate/average hours to be greater than or equal to 30 hours per week (130 Hours per Month) in order to be considered full time and be offered affordable insurance. 2. Hourly Employees Tracked by the actual number of hours they work. 3. Salary Employees Calculated by TrueTime if this module is being used. If not, is calculated based on one of the following equivalencies: a. Days Worked Equivalency If the employee can work at least 1 hour during a day, they can be tracked as working 8 hours per day. b. Weeks Worked Equivalency If the employee can work at least 1 hour each day, they can be tracked as working 40 hours per week. c. Monthly Equivalency Is equal to 130 hours (based on 30 hours per week x 52 weeks / 12 months) and is used in determining full time status. ACA Date Range The date range(s) (used in payroll) to indicate the time frame for which ACA hours are being tracked. ACA Factor The ACA Factor is used to calculate ACA Hours when entering transactions via Payroll Worksheet Entry and Payroll Select. The Factor/Hours entered for a piece of pay will be multiplied by the ACA Factor to determine the correct number of ACA Hours. Pay Record Schedule This is a basic work schedule that can be set up for employees. These will typically be used when the district does not own Employee Management and aids in streamlining data entry on payroll worksheets. Apply Hours To This is a configuration setting used to determine how an employee s hours should be tracked/held within the software when pulled into payroll using Payroll Worksheets and/or Individual Select. a. ACA End Date This option will apply all of an employee s ACA hours to the last day of the ACA Date Range. b. ACA Start Date This option will apply all of an employee s ACA hours to the first day of the ACA Date Range. c. Actual Dates This option will apply the employee s hours to each date within the ACA Date Range based on the employee s Pay Record Schedule. d. Prorated Dates This option also utilizes the Pay Record Schedule and evenly distributes the factor/hours across all active days within the ACA Date Range. (Tip Active Days are determined based on any non-zero amount entered in the pay record schedule.) Revised: 01/11/17 Page 1 of 102 Version

3 ALE Applicable Large Employer Roles (as dictated by the IRS) 1. Software Developer: An organization writing either origination or transmission software according to IRS specifications. Skyward is a Software Developer. If you are using the Skyward software to produce ACA forms, you are not considered a software developer. 2. Transmitter: A third-party sending the electronic information return data directly to the IRS on behalf of any business required to file. You would be a transmitter if you were using the Skyward software to produce ACA files for an entity different than your own. This would not be a common selection for Skyward purposes. Note: Your entity can be a Transmitter and an Issuer if you transmit ACA files for other entities and your own entity (uncommon). Also, Skyward is not a Transmitter as Skyward will not be transmitting anyone s electronic files to the IRS. 3. Issuer: A business filing their own ACA Information Returns regardless of whether they are required to file (transmit 250 or more of the same type of information return) or volunteer to file electronically. The term Issuer includes any person required to report coverage on Form 1095-B and any Applicable Large Employer required to report offers of coverage on Form 1095-C and file associated transmittals on Form 1094-B or 1094-C. Most users of the Skyward software would fall into the role of Issuer, being that you will be using the Skyward software, but you are responsible for the creation of ACA file within the software. Receipt ID A confirmation number provided when a submitted transmission to the IRS passes initial validation. Note: The transmission could still contain errors. It is vital to retain Receipt IDs for your records since they play a vital role in subsequent transmissions. Configurations 1. On the Web, navigate to Web Human Resources > Payroll > Setup > Configuration (WH/PA/SP/CF) to select the appropriate ACA Options. 2. With the loading of the October Release, the option to Track ACA Hours by Date will automatically be turned on. 3. Before you can start running payrolls, you will need to set the remaining options: a. Apply Hours To: Revised: 01/11/17 Page 2 of 102 Version

4 The following explanations and examples provide insight into how each of these options will affect hours tracking on Payroll Worksheets. i. ACA End Date: This will apply the entered ACA hours to the ACA end date that is specified on the payroll worksheet. (This will also turn on the option to use the ACA Factor.) EX: Worksheet date range is 6/1/16 6/14/16 and hours are entered for the employee hours would be tracked to 6/14/16. *This is typically used if applying hours to the correct month is the concern rather than the exact day. ii. ACA Start Date: This will apply the entered ACA hours to the ACA start date that is specified on the payroll worksheet. (This will also turn on the option to use the ACA Factor.) EX: Worksheet date range is 6/1/16 6/14/16 and hours are entered for the employee hours would be tracked to 6/1/16. *This is typically used if applying hours to the correct month is the concern rather than the exact day. iii. Actual Dates: This option can utilize a pay record schedule to automatically enter ACA hours for an employee. *This would typically be used if the employee works a set schedule and the pay is not in Employee Management and/or TrueTime is not used. 1. Pay Record Schedule: This would not typically be set up if the job is being tracked through Employee Management or TrueTime. These will most often be used by districts who do not own Employee Management or TrueTime in order to streamline the data entry process. Revised: 01/11/17 Page 3 of 102 Version

5 a. Here is an example of using the pay record schedule from above: The employee works a clerical job in the summer, 3.00 hours each day Monday through Friday. This job is not set up in Employee Management and TrueTime is not used. The ACA Hours are automatically applied to the exact day when hours are entered on the payroll worksheet for this job. Skyward takes the hours from the pay record schedule and applies them to the worksheet date range. If the employee s entered factor/hours are different than what s on their schedule, the days that need to be changed can be edited by clicking ACA Hours. In this example, the employee worked 2.00 additional hours. When the factor/hours is entered as 26.00, the ACA Hours auto-populate with since that is how the schedule is set up. Click the ACA Hours button to edit. Revised: 01/11/17 Page 4 of 102 Version

6 The browse will open allowing the additional 2.00 hours to be added to the correct day. ACA Hours can also be added outside this worksheet s specified date range. This is helpful if an employee is late submitting a time sheet. If the employee does not work a set schedule, but hours should still be tracked to the exact day worked, a pay record schedule would not be set up. In this example, the ACA Hours would be entered on each work date by the payroll entry person. Note: When timesheets are approved and moved to payroll worksheets you will not see ACA Hours yet. Revised: 01/11/17 Page 5 of 102 Version

7 Manual entry of ACA Hours is not required when using TrueTime since the hours are tracked on the timesheet and will be populated at a later step. iv. Prorated Dates: This option also utilizes a pay record schedule to prorate the entered factor/hours across all active days within the worksheet date range. Any day with a non-zero amount entered on the pay record schedule is considered active. EX: In the above example, the employee is scheduled to work 3.00 hours/day Monday through Friday. When factor/hours are entered on the worksheet, that number of hours will distribute across all active days specified in the worksheet ACA Date Range, even if the value exceeds the employee s standard work day. Notice that the hours are distributed across 8 active days on the worksheet, even though the employee s schedule is set up for 3.00 hours/day. Revised: 01/11/17 Page 6 of 102 Version

8 b. Here s an example of using the ACA Factor based on the above screen. You have an employee who s Daily Rate is based on 6 hour days. When entering the employee in the Payroll Worksheets you might enter the factor of 5 to represent the number of days the employee worked. This factor multiplied by the Daily Rate would give you amount for the payroll. The ACA Factor allows you to enter the Hours Per Day, so during the payroll the ACA Hours are calculated correctly based on the ACA Factor of 6 multiplied by the Payroll factor of 5 equals 30 ACA Hours. Revised: 01/11/17 Page 7 of 102 Version

9 c. Is your district an ALE Member? This option assists the 1094/1095 forms processing in regards to how information should be handled when using the 1095B or 1095C forms. d. Is your district Self-Insured? This option drives your Covered Individuals options. e. When is your Workweek Start Day? This option is for data analysis purposes. Revised: 01/11/17 Page 8 of 102 Version

10 Setup Category Codes Employee Profile Mass Change Pay Record ACA Hours ACA Information Tab Employee Browse Payroll Worksheets TrueTime Sub Tracking Payroll Select TrueTime Employee Management Pay Records Unpaid Time Off Processing the Import ACA Hours Template Reports to Assist with Tracking Verification ACA 1095 Tracker ACA Hours Tracker Employee Data Mining Category Codes Category codes are a simple way to group employees together to track their measurement, administrative, and stability periods. These are user defined and can be as simple or detailed as the district requires. The category code, start of the measurement period, and the acceptance or denial of insurance coverage are what make up the ACA Employee Status. Examples of category codes include: Ongoing Full-Time, Ongoing Variable, New Hire Full- Time, New Hire Variable, New Hire (Change in Status), and Seasonal. 1. On the Web navigate to Human Resource > Employee > Setup > Codes > ACA Employee Category Codes. 2. Initially the browse will be blank. The category codes will need to be set up for the district. Select Add to add a category code. 3. There are two different types of category codes; New Hire and Ongoing. The main difference between the two is that ongoing employees have been employed with the district for at least one measurement period, while new hires have not. Ongoing Employee: 1. Enter an ACA Employee Category Code description. This is the name of the code (Ongoing Full Time, Ongoing Variable, etc.) 2. Enter a State Code if applicable. (Not required for processing) Revised: 01/11/17 Page 9 of 102 Version

11 3. Select the Category Type of Ongoing Employee. 4. Start Date of Measurement Period Enter the month and day the measurement period starts for this category. 5. Select the length of the measurement period. 6. Start Date of Stability Period Enter the month and day the stability period (insurance coverage) starts for this category. The Length of Stability Period will also display. 7. If the Measurement Period Length is less than 12 months the program provides a means of preventing gaps in the time periods. a. The Measurement Initialization Date is the date that all future measurement periods are based on. b. You may notice that you do not see the ACA Visualizer at the bottom of the browse. When you click the link for Where is the ACA Visualizer, a message displays explaining when you will now see it. Revised: 01/11/17 Page 10 of 102 Version

12 c. You will need to complete the Stability Period Schedule, however, this cannot be done until after you have clicked Save on the code. 8. When you click the Save button, a message displays indicating that the Stability Period Schedule will open when the Category code successfully saves. a. The Stability Schedule lists each measurement period that would be tracked using this code (based on the Initialization date entered on the code setup). Enter the Stability Start date for each of your Measurement Periods. This will be the date that coverage will begin if an employee with this code is found to be considered full time. Revised: 01/11/17 Page 11 of 102 Version

13 9. Add the code to the Employee Profile of an employee. When you enter the Measurement Period Start Year, the available Measurement Period date ranges display with a radio set. Select the range that is most appropriate to the selected employee. The Stability Period start date will automatically populate based on the value entered in the Stability Period Schedule attached to the code. 10. If the Measurement Period range selected does not have an associated Stability Period set up on the Stability Period Schedule, a message will display allowing you to set the Stability Schedule now. Revised: 01/11/17 Page 12 of 102 Version

14 New Hire: 1. Enter an ACA Employee Category Code description. This is the name of the code (Ex: New Hire Full Time, New Hire Variable, etc.) 2. Enter a State Code if applicable. 3. Select the Category Type of New Hire. 4. Enter the Start Date of Measurement Period. This is the start date used for tracking hours for the employee. Since new hires can start on different dates, the measurement period start date cannot be entered as it is for ongoing employees. Instead, the options are Start Date, Hire Date, Current Position Start Date, and Rehire Date. a. Current Position Start Date This field is located on the Profile > Employee > Personnel tab and is the start date of the employee s primary job. If a new hire changes primary jobs during the measurement period (status change) it may be necessary to start measuring hours from the current position start date and not from the initial measurement period start date. Using the Current Position Start Date option solves this problem. Typically, a separate category code using the Current Position Start Date is added for this situation. b. Rehire Date This field is also located on the Profile>Employee>Personnel tab and is typically the date the employee was hired after a leave of absence. According to the IRS, if an employee has a break in service longer than 26 weeks, he/she is considered a new hire. Typically, a separate category code using the Rehire Date is added for this situation. 5. If blank use Tell the system which date to use if the measurement period start date is blank for the employee. a. Use 1st day of next month This option will be used when a new hire starts mid-month, but you want to start his/her measurement period on the 1st of next month. 6. Pick the length of the measurement period. Revised: 01/11/17 Page 13 of 102 Version

15 7. The Length of Stability Period also displays. 8. Also indicate if you want to have Skyward calculate the Administrative Period days. This is recommended. 9. If you choose not to have Skyward calculate Administrative Period days, enter the Length of Administrative Period. Note: New Hire Measurement Periods and Administrative Periods combined must be less than 14 months total (i.e. 13 months plus a fraction of a month). Examples of category codes and when they would be used: New Hire Variable Cannot be determined whether the employee is reasonably expected to work 30 hours per week upon hire. New Hire Full Time The employee is reasonably expected to work 30 hours per week upon hire. New Hire (Change in Status) Used when an employee changes status (FT to PT) midmeasurement period. This would show a change in status, and possibly measurement period, mid-year. Skyward suggests talking with your legal advisor to determine what constitutes an ACA status change. Ongoing Variable Cannot be determined whether the employee is reasonably expected to work 30 hours per week after having been employed with the district for one full measurement period. Ongoing Full Time The employee is reasonably expected to work 30 hours per week and has been employed with the district for one full measurement period. Seasonal An employee who works < 6 months and starts at the same time each year. There are several areas of the software that ACA Hours can be entered into and/or pulled out of. Some of the areas are found in modules that are additional Skyward purchases (TrueTime and Sub Tracking), while the others are standard with the Business software. Revised: 01/11/17 Page 14 of 102 Version

16 Employee Profile Pay Record Schedules should be used for pays that are not generated through TrueTime or Employee Management. ACA Hours on the Employee Pay Record can be entered and/or maintained from the Employee Profile on both PaC and the Web. 1. On PaC: a. Navigate to Human Resources > Profile > Pay tab. b. Click Edit. c. Click on the ACA Hours button. d. Enter/maintain the number of hours the employee would typically work each day. Click OK to save. 2. On the Web: a. Navigate to Human Resources > Employee > Employee Profile > Pay Records tab. b. Click Edit. c. Scroll to the bottom of the browse. d. Enter/maintain the number of hours the employee would typically work each day. Click Save. ACA Factor should be used for Daily pays that are not generated through TrueTime or Employee Management. ACA Factor on the Employee Pay Record can be entered and/or maintained from the Employee Profile on both PaC and the Web. 1. On PaC: a. Navigate to Human Resources > Profile > Pay tab. b. Click Edit. Revised: 01/11/17 Page 15 of 102 Version

17 c. Enter the ACA Factor. (The ACA Hours cannot be entered if the ACA Factor is used.) 2. On the Web: a. Navigate to Human Resources > Employee > Employee Profile > Pay Records tab. b. Click Edit. c. Scroll to the bottom of the browse. d. Enter the ACA Factor. (The ACA Hours cannot be entered if the ACA Factor is used.) Mass Change Pay Record ACA Hours If you have a need to set up many Pay Record schedules at one time, there is a Mass Process that can be used to accomplish that. See the Utilities section, Mass Change Pay Record ACA Hours for processing steps. ACA Information Tab Employee Status 1095-C Info 1095-B Info ACA Hours 1095 Transmissions On Employee Profile, the ACA Information tab can be expanded for viewing of several components associated with ACA tracking. For each employee, you can easily see their Employee Status information, 1094C/1095C Information, and their ACA Hours. 1. On the Web, navigate to Human Resources > Employee Profile > ACA Information. Revised: 01/11/17 Page 16 of 102 Version

18 2. There are five areas within this tab that are used for keeping track of employee ACA information: Employee Status, 1094C/1095C Info, ACA Hours, and 1095 Transmissions. Employee Status The Employee Status tab allows you to be able to keep track of the Employee Category code(s) assigned to each employee. Information found on this tab can be manually added or edited. It can also be populated by using the ACA Status Mass Process utility C Info The 1095-C Info tab allows you the ability to track the Offer of Coverage information for your employee. The information found in this tab is what will be used to populate the 1095-C forms for year-end processing. The information found on this tab can be manually added or edited. It can also be populated by using the ACA 1095 Import utility or the ACA 1095 Mass Process utility. If there are zero changes for the employee throughout the year a new record is NOT needed. When creating the 1094-C/1095-C forms, the software will be smart enough to know what the record was for the entire calendar year. The only reason you need to add a new record is if something changes for the employee. This could be the Offer of Coverage, Lowest Cost Premium, Safe Harbor, or Covered Individuals B Info The 1095-B Info tab allows you the ability to track whether the employee enrolled in Self-Insured coverage and any Covered Individuals. The information found in this tab is what will be used to populate the 1095-B forms for year-end processing. The information found on this tab can be manually added or edited. It can also be populated by using the ACA 1095 Import utility or the ACA 1095 Mass Process utility. Revised: 01/11/17 Page 17 of 102 Version

19 If there are zero changes for the employee throughout the year a new record is NOT needed. When creating the 1094-B/1095-B forms, the software will be smart enough to know what the record was for the entire calendar year. The only reason you need to add a new record is if something changes for the employee. This could be a change in the employee s enrollment or Covered Individuals. ACA Hours The ACA Hours tab allows you to see how many hours each employee has worked each month. The hours found here will be accumulated based on updated payrolls; however, in order to populate hours for historical months, you can use the ACA Hours Build from History utility or the ACA Hours Import utility. a. You can drill down within each month and view how many hours by Date or by Pay Code Transmissions The 1095 Transmissions tab allows you to see 1095B and 1095C forms that have been created. The View PDF button can also be used to see the 1095 form in PDF format when applicable. Revised: 01/11/17 Page 18 of 102 Version

20 Employee Browse The Employee Browse is used to verify the employees most current ACA Status and 1095 information. This browse can be used at any time, but is typically used at the beginning of the insurance year after the district has entered the 1095 information. 1. On the Web, navigate to Human Resources > Employee > Employee Browse and use the ACA Information view. Payroll Worksheets ACA Hours can be entered and/or maintained from Payroll Worksheets. This method of tracking will most commonly be used for hourly employees. For examples as to how each of the four ACA Options will affect the hours reported in Payroll Worksheets, reference the Configurations section above. 1. On PaC, navigate to Human Resources > Payroll > Current Payroll > Payroll Worksheet (HR/PA/CP/PW). 2. Select the worksheet that you want to update and click Edit. (Note: This only has to be done once per worksheet.) 3. In the Initialize Fields To area, if you are using Pay Record schedules, selecting the option Amount from Pay Record will allow for the ACA Hours field to automatically populate based on the pay record schedule. If you select any of the other options, the ACA Hours will not populate until the Factor/Hours are entered. 4. Click Save. 5. Each payroll worksheet also requires the user to enter the ACA Date Range for which to track the hours for the employees. This acts as a pay period date range on the worksheet and is specific to each worksheet. Revised: 01/11/17 Page 19 of 102 Version

21 a. The ACA Date Range for each worksheet can be individually reset or in mass by using the Mass Reset/Build Worksheets option located on the worksheet master screen under the Web Options button. i. This process presents a message indicating that the worksheet records selected will be reset or rebuilt; however, you have the ability to preview the data before updating. Click Yes to continue. ii. Add a new template or Edit an existing one. iii. Complete the template by indicating if the selected worksheets will be reset or built. If Building, use the Build Parameters to determine how to build the data. If Resetting, use the Reset Parameters to identify which values should be updated and what they should be updated to. Revised: 01/11/17 Page 20 of 102 Version

22 iv. Click Save and Process. 6. Once the ACA Date Range has been set on your worksheet(s), highlight the worksheet that you wish to prepare, and click the Detail Entry. 7. Enter your Factor/Hours; depending on your Initialize Fields to selection, your ACA Hours will populate automatically. 8. If a situation arises in which an employee did not submit their time sheet hours to HR in a timely manner, by clicking on the ACA Hours button, you can easily add the employee s ACA Hours to the appropriate dates. The additional days can be added even if they fall outside of the ACA Date Range set on the worksheet. Revised: 01/11/17 Page 21 of 102 Version

23 a. In this example, the ACA Date Range is 6/1/16-6/14/16. Each day within that Range displays in the browse. Click the Add button and enter in any date for when the hours should be applied. b. The browse now displays hours having been worked on 1/1/16. Revised: 01/11/17 Page 22 of 102 Version

24 TrueTime Because of the nature of TrueTime, employees who are clocking in and out will have their hours automatically calculated from their time sheets. 1. Select the appropriate Rule Set(s) that will be run through payroll. 2. Click Report and click Run. 3. The Time Sheet Summary Report will display the number of Hours Worked for each employee included in the selected Rule Set. 4. When the time sheets are updated to a payroll worksheet, the Hours Worked value will be placed in the Factor/Hours field on the corresponding worksheet transaction. After the worksheet has been imported into the current payroll, the Import ACA Hours utility must be run to import the Hours Worked from the time sheets to the corresponding payroll transactions. Sub Tracking If you are using a Third Party (like Aesop), the ACA Hours will be pulled in from their file. If you are tracking substitutes solely within Skyward, manual entries can be made to update the subs ACA Hours. 1. Navigate to Web Human Resources > Substitute Tracking > Detail Transactions. 2. Highlight an employee and click Edit. Revised: 01/11/17 Page 23 of 102 Version

25 Payroll Select The Payroll Select screen is your final opportunity to update/maintain ACA Hours before actually running the payroll. The ACA Entry Options in the Current Payroll Selection Parameters must be set up prior to selecting payroll transactions. This is a date range used to indicate the pay period for which ACA Hours should be accumulated. This is where you will have the ability to run the ACA Hours Import to pull in hours for your employees from other Modules (True Time, Employee Management). Skyward has given users many different options for determining where ACA Hours pull from. Each district should review the options to determine what works best for them. The options used depend on a district s payroll practices and what modules they own. 1. On the Current Payroll Selection Parameters screen, an ACA Date Range is displayed. This date ranges serves two purposes: i. When individually selecting an employee into the payroll, the system allows entry of ACA Hours between these dates. Hours may also be added outside this range if necessary. ii. You will also be able to import hours from different sources. This will be the default date range the system uses. 2. It is important to note that how payroll is selected has not changed. An Employee ACA Hours area is displayed to show the employee and pay code total. Currently, there are zero ACA Hours for this employee because you will need to get them from their time sheet, Employee Management calendar, or their pay record schedule. 3. Once payroll is selected and before calculate is run, simply click the ACA Hours button and select Import ACA Hours. This will open up a web program and the payroll select screen will close, keeping payroll intact. 4. A template must be created, which will be used each payroll thereafter. A new template is not necessary for each payroll. Revised: 01/11/17 Page 24 of 102 Version

26 5. The below screen will define where ACA Hours come from and for whom. If certain modules are not owned by the district they will not be seen here. This program is designed to work in hierarchical form with the main driver being the source (module) and pay code. For instance, if trying to pull hours from TrueTime and Employee Management for the same pay code, the system will pull the hours from TrueTime and not Employee Management since TrueTime is the most accurate source. Revised: 01/11/17 Page 25 of 102 Version

27 TrueTime This is the most accurate way to pull hours since it is a direct reflection of when the employee clocked in and out. 1. Check the box to import ACA Hours from TrueTime. 2. Select the pay codes that are used in TrueTime. a. If the district is not using TrueTime or only for specific pays, this can be used to define the jobs to gather ACA Hours from. 3. Select the comp time code that will be excluded from the import. Since the ACA Hours were tracked to when the employee actually worked, we do not want to count the comp hours again when they take time off using the selected comp time code. 4. Tell the system how to treat ACA Hours that are currently on the selected payroll which were entered via payroll worksheets or manually entered into payroll select. Example #1: Hours were entered for CLER on a payroll worksheet for 1/16/16 and imported into payroll. The employee also clocked into TrueTime using CLER on that date. Indicate how those hours should be treated when this utility is run. Employee Management This is a simple way to pull the ACA Hours from the employee s assignment. This would be used for employees who do not clock into TrueTime, but have a set schedule (typically annualized employees who are not paid on an hourly basis). 1. Check the option to import ACA Hours from Employee Management. 2. Select the pay codes to import hours from. a. This will normally be pay codes that employees do not clock in for and have a set schedule. b. The system will find EM assignments using these pay codes to import hours from. 3. Select the EM plans to pull hours from. 4. Tell the system how to treat ACA Hours that are currently on the selected payroll which were entered via payroll worksheets or manually entered into payroll select. Revised: 01/11/17 Page 26 of 102 Version

28 Pay Records This option utilizes a pay record schedule to determine the normal hours an employee works each week. This is typically used if the district doesn t own Employee Management or True Time, and the employee doesn t turn in paper time sheets. This could also be used if Employee Management is not accurate. The schedule is attached to their pay record. 1. Check the option to import ACA Hours from Pay Records. 2. Select the pay codes to import hours from. a. This will typically be pay codes that employees do not clock in for and have a set schedule. b. The system will find pay records using these pay codes to import hours from. 3. Tell the system how to treat ACA Hours that are currently on the selected payroll which were entered via payroll worksheets or manually entered into payroll select. Unpaid Time Off 1. Check the option to import ACA Hours from unpaid time off transactions. 2. Choose the time off code/reason code combinations the system should pull ACA Hours from. 3. Add a template and choose which time off codes and/or reason codes the system should count ACA Hours for. In this example, if an employee has a time off transaction using any time off code with the FMLA reason code, those hours would be counted towards ACA Hours. The user selects the date range to look for time off transactions before running this process. Processing the Import ACA Hours Template 1. Once your Import ACA Hours Template has been set up, select Save. Revised: 01/11/17 Page 27 of 102 Version

29 2. With the template highlighted, select Set Ranges and Process to define the dates to use. 3. For each payroll, the dates to pull ACA Hours from must be entered. Users have two options: a. Use Payroll ACA Dates that were entered during payroll select. b. Use Entered Dates. An example of when different date ranges would be used is when contracted staff are paid up to the payroll end date and hourly staff are paid a few weeks behind. If it is necessary to import ACA Hours for different date ranges for the same source, the utility would need to be run twice. A separate template should be created for this to increase efficiency. 4. Select Process to see a preview browse of what will be imported. 5. The preview browse will show employee totals along with views for the different sources. This can easily be dropped to Excel for further analysis. Any records that should not be included may be deleted. Once reviewed, select Back. Note: if employee ACA Hours have previously been verified prior to this update from the different modules, it is not necessary to review them again here. Employee Totals View Revised: 01/11/17 Page 28 of 102 Version

30 Pay Code Total View Employee Management View True Time Totals View Pay Record View Unpaid Time Off View Exceptions Unpaid Time Off View 6. Select Run the Update to complete the import. Select Back to stop this process. Revised: 01/11/17 Page 29 of 102 Version

31 7. Go back to the Payroll Select and notice the ACA Hours have been imported. Highlight each transaction to see employee and pay code totals. 8. The payroll Calculate process will give an exception if the employee has zero ACA Hours entered on the payroll. 9. Additionally, an ACA Hours verification report has been added to the Pre and Post- Verify reporting areas. Revised: 01/11/17 Page 30 of 102 Version

32 10. If ACA Hours need to be removed from the selected payroll for any reason, select the ACA Hours button and Remove ACA Hours. 11. This allows users to identify the sources and dates ACA Hours should be cleared from. 12. Remember that each district should review their payroll practices to determine what works best for them. It is common to use the import utility to get hours from TrueTime, Employee Management, etc., while also getting ACA Hours from payroll worksheets and Sub Tracking. *Reminder: ACA Hours will not be seen on a payroll worksheet that was generated from True Time. The ACA Hours will be populated once the Import ACA Hours utility is run. Revised: 01/11/17 Page 31 of 102 Version

33 13. If you need to edit the worksheet that was generated from TrueTime, remember to enter only the adjusted ACA Hours on the worksheet. Example: Employee clocks in for 60 hours and instead of having the employee correct the time sheet and resubmit, the hours are edited on the worksheet. The user should enter 61 factor/hours so they are paid correctly, but then only 1 ACA Hour should be entered. The user has the ability to add the ACA Hours from True Time and the worksheet when this utility is processed. Reports to Assist with Tracking Verification There are reports that can be run to assist with identifying where there may be gaps in ACA Hours for employees, as well as verifying the hours that are present in the ACA Hours tab in Employee Profile. There are also reports that can assist in ensuring that all applicable employees have been given a 1095 record, an Employee Status category code, and other details associated with those areas. ACA 1095 Tracker The ACA 1095 Tracker is a useful tool that will allow you to pull in the 1095 information as it is found in the Employee Profile > ACA Information > 1094C/1095C Info tab. It is a helpful tool to aid in seeing what record value(s) each employee has, all in one place; and also to easily identify if anyone is missing a record. To use this tool, see Utilities > ACA 1095 Tracker. ACA Hours Tracker The ACA Hours Tracker is a useful tool that will allow you to pull in hours data for analysis and determination of what employees have exceeded the full time threshold. It also allows for month by month comparison of hours and calculates the average hours being worked, as well as the maximum number of hours that can be worked before someone meets the threshold. To use this tool, see Utilities > ACA Hours Tracker. Employee Data Mining 1. On PaC or Web, go to Employee Data Mining and Add a new template. 2. Select the fields you would like to see on the report. To get ACA information, select the Field Area ACA Information and select from the available options based on what kind of information you want to report on. Revised: 01/11/17 Page 32 of 102 Version

34 Utilities Mass Change Pay Record ACA Hours Additional Utilities These utilities are used for simplifying setup, processing, and reporting data. Mass Change Pay Record ACA Hours To update/populate many Pay Record schedules at the same time, use the following process: 1. On PaC, navigate to Human Resources > Payroll > Mass Process. 2. Select Pay Records. 3. Click the Options button and select Mass Change Pay Record ACA Hours. 4. The program will jump you to the Web and require you to set up a template. If you have previously used this process, you may already have a template(s) available. If so, you can use an existing template as needed. To add a new template, click Add. 5. Give your template a description and use the Selection Parameters to determine what employees will be affected by the process. Revised: 01/11/17 Page 33 of 102 Version

35 6. In the Change Hours area, check which days of the week you would like to update for your selected group of employees. Once you check the box, the hour s field becomes active and you can enter in the number of hours to assign for that day. 7. If Pay Record Schedules already exist for your selected group of employees and you wish to update the hours entered for each day, use the Only if current value = option. This will allow you to change only those employees whose current hours match the entered value. Revised: 01/11/17 Page 34 of 102 Version

36 8. If the Pay Record was setup to use the ACA Factor and you want to use the ACA Hours Schedule, then check the Disable the ACA Factor (set to ) and change the ACA Hours. 9. If you want to the change the ACA Factor value, or change the Pay Record to use the ACA Factor instead of the ACA Hours Schedule, then select the Change ACA Factor option. 10. Click Save and Process. The process runs on the print queue and when it has finished, you will be able to Preview the data prior to updating. Click Preview Data to Process. 11. Review the browse. The new values will display in yellow. If anyone appears on the list who should not, you can delete them directly from the browse. You also have the ability to drop the list to Excel or use the Report option to create a PDF file of the data. Click Back when you have finished reviewing the information. 12. Click Run the Update. This process will make the changes to the employees that were found in the preview browse. Revised: 01/11/17 Page 35 of 102 Version

37 13. The employees now have a Pay Record Schedule in their Employee Profile. Additional Utilities ACA 1095 Import ACA 1095 Mass Process ACA 1095 Tracker ACA Covered Individual Import from Ins Tracking ACA Hours Build From History ACA Hours Import ACA Hours Mass Delete ACA Hours Tracker ACA New Hire Category Audit ACA Status Mass Delete ACA Status Mass Process ACA Ongoing Category Audit For additional ACA Utilities, navigate on the Web to Human Resources > Employee > Setup > Utilities > ACA Utilities. ACA 1095 Import This import process can be used if you have a file that contains your employee s insurance coverage information. The file might come from your insurance provider or it could be a spreadsheet that you have created on your own. The process will take the information from the file and pull it into Skyward and populate the employee 1094C/1095C Information tabs with their coverage information. This process can also include covered individuals. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities >ACA Utilities ACA 1095 Import. 2. You can Add, Edit, Clone or Delete templates. Click Add to create a new template. Revised: 01/11/17 Page 36 of 102 Version

38 3. Enter a description for your template. 4. The template screen describes the ACA 1095-C Import process. 5. Determine what Month and Year the import is going to create records for in the employee 1094C/1095C Info tab. 6. If you have used this process before, you may have already set up File Layouts. If that is the case, you may use the drop-down menu to select the File Layout that is appropriate for the file type that you want to import. If you have not used this process before, click the File Layout link in order to set up the layout so that the import process can read your file. a. Setting up a File Layout: i. Click Add to build a new layout ii. Provide a Format Code (this serves as a Short Description for what type of format you are building). iii. Enter in a Format Description (this can be additional information or the Long Description for your format). Revised: 01/11/17 Page 37 of 102 Version

39 iv. Determine your File Type. This is a drop-down menu with four file types to select from. Click Save. v. You can now see your Import Format in the browse. Expand the record and drill down to set the specific fields, sequences and sizes. 1. Under Format Fields, click Add Fields. Select from the dropdown menu one of the fields found in your file. 2. Select the appropriate Field Type for the selected Field Description 3. The Entry Number is used to indicate which column in the file the data is found in. 4. Use the Size field to determine how many characters are allowable in this field. There is an additional field called Max Size which tells you the maximum allowable number of characters you can have in this field. 5. Repeat this process until you have created a format field for each field on your file. Revised: 01/11/17 Page 38 of 102 Version

40 vi. Setting up Defaults This option can be used (it is optional) if you want to have the import automatically fill in Lowest Cost Premium, Safe Harbor and/or Report as Covered Individual (CI) values on those records which would otherwise import as blank or the field is not defined in the layout. 7. If your file to be imported has a header line, you will want to check the box to indicate First Line of File is Header Record. 8. If your file to be imported contains ONLY Covered Individuals, you will want to check the box to indicate File contains ONLY Covered Individual Records. This option will only be used if the file does not contain employees. 9. The Employee Identifier is the used to tell the import how to connect the information in the file to the proper employee in the database. Use the drop-down menu to select the appropriate selection based on the information contained within your file. 10. Choose the file to import. Click the Choose File button and browse on your computer to locate the file you wish to import. 11. A view display field shows the last file that was imported using this template. 12. Click Save and Process. The import process runs on the Print Queue and when it has finished, you will able to Preview the Data being brought in. Revised: 01/11/17 Page 39 of 102 Version

41 13. From the Preview browse, you will be able to identify the records that are being added, as well as any that had errors or had a previous record for the selected month and are being modified. The Record Type column indicates if the record is being created as the employee (ACA) or if it is for a covered individual of an employee (CI). You are also able to edit individual records if data needs to be modified. You can remove records from the process by using the Delete option. You can drop the information to a report if you would like to have a saved copy. When you are finished previewing, click the Back button. 14. Click Run the Update. 15. The 1094C/1095C Information tab will now show the updated record for each employee that was included in the Import process. ACA 1095 Mass Process This utility will be used to assign 1095 records to groups of employees at the same time. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA 1095 Mass Process. 2. Select Add to create a new template. You can also Edit, Clone, or Delete an existing template. Revised: 01/11/17 Page 40 of 102 Version

42 3. Enter a Template Description. Also, indicate whether you want to share this template with other users in the district. 4. Within Employee Information, specify the Year, Month, Offer of Coverage, Lowest Cost Premium (if applicable), and Safe Harbor you wish to give to the selected employees. Also, indicate whether to Report Employees as Covered Individuals. You can retain values from the last 1095 record by checking the fields box. Choose whether to create new values or overwrite the existing values and whether to clone Covered Individuals from the previous 1095 record. 5. Use the Employment Dates to limit which employees will be included in this process. An employee only needs to fall within one of the entered date ranges to be included in the process. 6. Termination Dates can also be used to include employees. a. The first option allows you to enter in a date range to include an employee if the Termination Date in Employee Profile falls between the dates indicated. b. The second option allows you to include an employee if the Termination Date in Employee Profile falls between the employee s last 1095 record and today s date. Revised: 01/11/17 Page 41 of 102 Version

43 7. Check the box if you would like to create the ACA record for the month following the Termination Date in Employee Profile. If this option is not selected, the ACA record will be created using the Year and Month entered in the Employee Information section above. 8. Select Save and Process. 9. Select Preview Data to Process. 10. The browse screen will display the employees that will be updated with the Year, Month, Offer of Coverage, Lowest Cost Premium (if applicable), Safe Harbor, and Report Employee as Covered Individual selected in the setup screen. 11. If an employee previously had a 1094-C/1095-C Info record for the selected Month and Year, a Y will display in the Overwrite column indicating that this record will be overwritten. 12. If any changes need to be made to an employee, highlight the employee s record and select Edit. Revised: 01/11/17 Page 42 of 102 Version

44 13. The maintenance screen will allow you to update the Year, Month, Offer of Coverage, Lowest Cost Premium, Safe Harbor (if applicable), and Report Employee as Covered Individual. Covered Individuals can also be added. Once changes have been made, select Save. 14. To view Covered Individuals in the browse screen, expand the employee s record. 15. If an employee needs to be removed from this process, highlight the employee s record and select Remove. 16. A confirmation message will display asking if you are sure you want to delete this record. Select Yes to remove the record or No to leave the record included in the process. Revised: 01/11/17 Page 43 of 102 Version

45 17. Select the Report button. 18. Once the report has finished processing, select View Report. 19. The report will display the Employee Name, Year, Month, Offer of Coverage, Lowest Premium, Safe Harbor, Report as CI, Covered Individual s Name, SSN, and Birthdate. 20. An * next to an employee s name indicates that a record already exists for this month and year and will be overwritten. 21. Close the Report and select Back on the preview screen. 22. If you are ready to make the changes, select Run the Update. 23. Select OK if you are sure you want to run the update. Revised: 01/11/17 Page 44 of 102 Version

46 24. Select Display Report. 25. The report will display the items that were processed and updated. ACA 1095 Tracker The ACA 1095 Tracker is used to review 1095 records for the district s employees. The process has options to review 1095 records as of a certain date, records between a date range, and only changes to 1095 records. 1. Go to Employee > Setup > Utilities > ACA Utilities > ACA 1095 Tracker. 2. Add a template to define the parameters for processing the ACA 1095 Tracker. 3. Enter a Template Description and select whether you want to share this template with other users in the district. Revised: 01/11/17 Page 45 of 102 Version

47 4. Select the Form Type you would like to process. 5. There are three options for reporting the ACA 1095 Tracker Information. a. This option allows you to see the employee s current 1095 record as of a specific Year/Month, or for the Current Year/Month in which you are processing the report. i. EX: Employee has a 1095 record of 1E entered for November E would show in this browse because it is the current record as of November b. This option shows the employees 1095 records between the entered Year/Month ranges. i. EX: Employee has only a 1095 record of 1E entered for January 2016, the browse would show a record of 1E for all 12 months since that is the only record entered. ii. EX: Employee has a different 1095 record for January and February, the browse would show the values for each of those months. c. This option shows only 1095 record changes between the entered date ranges. i. EX: Employee has a 1095 record of 1E for January 2016 and a 1095 record of 1B for February The February record would appear as that is the month the change occurred. 6. Choose whether you want to Include, Exclude, or only process employees with no 1095 records based on the criteria entered in the selected reporting option. Revised: 01/11/17 Page 46 of 102 Version

48 a. EX: This is used to get a list of employees missing a 1095 record. 7. Select any additional Employee Profile Fields you would like to see displayed on the report. 8. Choose the Employee Selection Methods to use. (Multiple methods can be selected) a. Method 1: Select from Employee Profile: i. Clicking on the Help? explains this method. ii. Click the Selection Parameters link. This will allow you to choose the employees to process. iii. Enter a Description for the selection parameter. This can be anything that helps you understand what this particular parameter is used for. (Ex: Teachers Only). Revised: 01/11/17 Page 47 of 102 Version

49 iv. Choose the method for Employee Selection. 1. Employee Ranges This allows you to enter a Name Key Range and select particular Employee Buildings, Employee Check Locations or Employee Types. 2. Individual Employees This allows you to select Individual Employees to process. 3. Processing List - This allows you to select a Processing List that was created/generated using Data Mining that contains the individual employees to process. Revised: 01/11/17 Page 48 of 102 Version

50 v. Once the Employee Ranges parameters have been entered you can click Save and Select. This will save the parameters and also select them for your import. (Notice the Teachers Only parameter now appears for the Selection Parameters). b. Method 2: Select from Employee Management: i. Clicking on the Help? explains this method. ii. Click the Employee Mgmt Plans link. This will allow you to choose the Employee Management Plans to process. iii. Select the EM Plans to use when finding the employees to report, and click Save. iv. Click the Selection Parameters link. This will allow you to choose the employees to process. Revised: 01/11/17 Page 49 of 102 Version

51 v. Enter a Description for the selection parameter. This can be anything that helps you understand what this particular parameter is used for. (Ex: Teachers Positions Only). vi. Employee Ranges This allows you to enter a Name Key Range. vii. Additional Codes and Settings This allows you to select specific code values from Employee Management (EX: Teacher Positions) Revised: 01/11/17 Page 50 of 102 Version

52 viii. Once the Selection parameters have been entered you can click Save and Select. This will save the parameters and also select them for your import. (Notice the Teachers Positions Only parameter now appears for the Selection Parameters). c. Method 3: Select Specific Employees: i. Clicking on the Help? explains this method. ii. Click the Selection Parameters link. This will allow you to choose the employees to process. Revised: 01/11/17 Page 51 of 102 Version

53 iii. Enter a Description for the selection parameter. This can be anything that helps you understand what this particular parameter is used for. (Ex: Retirees Only). iv. Choose the method for Employee Selection. 1. Employee Ranges This allows you to enter a Name Key Range and select particular Employee Buildings, Employee Check Locations or Employee Types. 2. Individual Employees This allows you to select Individual Employees to process. 3. Processing List - This allows you to select a Processing List that was created/generated using Data Mining that contains the individual employees to process. Revised: 01/11/17 Page 52 of 102 Version

54 v. Once the Employee Ranges parameters have been entered you can click Save and Select. This will save the parameters and also select them for your import. (Notice the Retirees Only parameter now appears for the Selection Parameters). d. Method 4: Import from ACA Hours Tracker: i. Clicking on the Help? explains this method. ii. Click the ACA Hours Trackers link. This will allow you to choose the ACA Hours Trackers to process. Revised: 01/11/17 Page 53 of 102 Version

55 iii. Select which ACA Hours Trackers to process and click Save. iv. Notice the ACA Hours Trackers selected will appear in the screen. 9. Select Save and Run. 10. When the first Report Option is run and the Form Type selected is 1095-C, the following fields display in the browse: 11. When the first Report Option is run and the Form Type selected is 1095-B, the following fields display in the browse: 12. Three Views are available for selection (Current, Current Covered Individuals One Line, and Current Covered Individuals Multiple Lines). 13. When the second Report Option is run and the Form Type selected is 1095-C, a column for each month is displayed: Revised: 01/11/17 Page 54 of 102 Version

56 14. When the second Report Option is run and the Form Type selected is 1095-B, the following fields display: 15. Two Views are available to be selected (1095 Statuses By Month and Covered Individuals By Month. 16. When the third Report Option is run and the Form Type selected is 1095-C, the following fields display: 17. When the third Report Option is run and the Form Type selected is 1095-B, the following fields display: 18. Three Views are available to be selected (Changes, Changes Covered Individuals One Line, and Changes Covered Individuals Multiple Lines. 19. The Quick Filter can be used to view only specific records. Revised: 01/11/17 Page 55 of 102 Version

57 ACA Covered Individual Import from Ins Tracking The ACA Covered Individual Import from Ins Tracking is a utility that was created to assist in populating the Covered Individuals on 1094-C/1095-C Information tab in the Employee Profile. It allows for importing the dependents from ca into the Covered Individuals fields so they will be reported on the IRS Form 1095-C. (Note: Covered Individuals are only required if you are Self-Insured.) Why would I use the Covered Individual Import from Insurance Tracking Process utility? 1. You are using the Insurance Tracking module in Skyward and need an easy way to populate the 1094-C/1095-C Information with Covered Individuals. 2. You can individually add dependents from Insurance Tracking into the Covered Individuals area on the 1094-C/1095-C Information tab in the profile. ACA Covered Individual Import from Insurance Tracking 1. To access the ACA Covered Individual Import from Insurance Tracking process, Select Web Human Resources > Employee > Setup > Utilities. 2. Select ACA Covered Individual Import from Insurance Tracking. 3. A template can be created or cloned that allows for a specific Year and Month to be populated with dependents from Insurance Tracking. Revised: 01/11/17 Page 56 of 102 Version

58 a. Enter a Template Description. This can be anything that helps you understand what this particular template is used for. (Ex: Monthly Import). b. Enter the ACA Year and ACA Month for this particular import of dependent information. (Tip: The same template can be reused for other years and months by simply changing these settings). c. When clicking the Insurance Plans link, you will be able to select the IT plans to use during the import process. d. You can choose individual plans, or multiple plans by checking the Select box. Click Save once the selections are complete. Revised: 01/11/17 Page 57 of 102 Version

59 e. Click the Selection Parameters link. This will allow you to choose the employees within the Insurance Tracking Plans selected to find the dependents to process. f. Here you can Add a district defined selection parameter (filter) to determine what employees will be mass processed. i. Enter a Description for the selection parameter. This can be anything that helps you understand what this particular parameter is used for. (Ex: Teachers Only). Revised: 01/11/17 Page 58 of 102 Version

60 ii. Choose the method for Employee Selection. 1. Employee Ranges This allows you to enter a Name Key Range and select particular Employee Buildings, Employee Check Locations or Employee Types. 2. Individual Employees This allows you to select Individual Employees to process. 3. Processing List - This allows you to select a Processing List that was created/generated using Data Mining that contains the individual employees to process. Revised: 01/11/17 Page 59 of 102 Version

61 iii. Once the Employee Ranges parameters have been entered you can click Save and Select. This will save the parameters and also select them for your import. (Notice the Teachers Only parameter now appears for the Selection Parameters). 4. Now that the ACA Import from Insurance Tracking Selection Parameters have been set, you can click Save to save the template and process it at a later time, or you can click Save and Process to save the template and continue with the Import Process. 5. When the process is run, a Preview Data to Process option will appear allowing you to see the Employee and Dependents to be processed prior to updating to the database. Click Preview Data to Process. Revised: 01/11/17 Page 60 of 102 Version

62 6. The Preview browse will allow you to Delete an Employee/Dependent record prior to updating to the database if you do not wish to process that record. 7. If you would like a report of the information that will be created, click the Report button, or you can click on the Excel icon to export the browse to Excel. 8. Once the records in the preview have been verified and are ready to be processed, click the Back button. 9. The processing option Run the Update is now available. Clicking this option will permanently update the records to the database. Note: If you do not want to complete the Import Process, choose the Back Button and the process will be cancelled. Revised: 01/11/17 Page 61 of 102 Version

63 10. After the Run the Update process is complete you will receive a report of the Employees and Covered Individuals that were added. 11. When then ACA Covered Individual Import from Insurance Tracking Process is complete, the information can be seen in the employee s profile under the C/1095-C Information tab > Covered Individuals. Individual Import Process: 1. You can also import dependents from Insurance Tracking for an individual employee from the 1094-C/1095-C Information tab > Covered Individuals in the profile. Revised: 01/11/17 Page 62 of 102 Version

64 2. Click the Import from Insurance Tracking link. A screen will appear allowing you to choose which Insurance Tracking Plans to use to gather the Covered Individuals (Dependents). 3. Select the Insurance Tracking Plans and click Run Import. 4. When the process is run, a Preview Data to Process option will appear allowing you to see the Employee and Dependents to be processed prior to updating to the database. Click Preview Data to Process. Revised: 01/11/17 Page 63 of 102 Version

65 5. The Preview browse will allow you to Delete an Employee/Dependent record prior to updating to the database. 6. If you would like a report of the information that will be created, click the Report button, or you can click on the Excel icon to export the browse to Excel. 7. Once the records in the preview have been verified and are ready to be processed, click the Back button. 8. The processing option Run the Update is now available. Clicking this option will permanently update the records to the database. Note: If you do not want to complete the Import Process, choose the Back button and the process will be cancelled. Revised: 01/11/17 Page 64 of 102 Version

66 9. After the Run the Update process is complete you will receive a report of the employees and dependents that were processed. 10. When then Import from Insurance Tracking Process is complete, the information can be seen in the employees profile under the 1094-C/1095-C Information tab > Covered Individuals. ACA Hours Build From History The ACA Hours Build from History utility can be used to build ACA Hours records in the Profile from various sources in Skyward, for a specific period of time. The utility can be used to build the ACA Hours records for time periods during which ACA Hours were not tracked in Skyward. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA Hours Build from History. 2. Select Add to create a new template. You can also Edit, Clone, or Delete an existing template. Revised: 01/11/17 Page 65 of 102 Version

67 3. Enter a Template Description, and indicate whether or not you want to share this template with other users in the district. 4. Select the source from which you want to build the ACA Hours records from. TrueTime This option pulls the ACA Hours from True Time Time Sheets that are in approved status, and on a payroll. Allocated Comp Time, Guaranteed Hours, and Work Hours will be included in the ACA Hours. Employee Management This option pulls the ACA Hours from the hours per day on Employee Management Assignments. Sub Tracking This option pulls the ACA Hours from Sub Tracking transactions that are in History status. Payroll This option pulls the ACA Hours from pay transactions in Payroll history. Unpaid Time Off This option pulls the ACA Hours from unpaid Time Off transactions. 5. Set up a Selection Parameter set to determine which employees will be included in the process. 6. The Selection Parameters can be set up to select employees by Employee Ranges, by Individual Employees, or by Processing List. The Additional Codes and Setting can also be used to select employees by Employee Management assignment, and the assignments that are included. Revised: 01/11/17 Page 66 of 102 Version

68 7. With the TrueTime, Employee Management, Sub Tracking and Payroll options, select that Pay Codes that you want to build ACA Hours records for. The ACA Hours will only be pulled from True Time Time Sheets, Employee Management Assignments, Payroll transactions and Sub Tracking transactions using these Pay Codes. 8. With the TrueTime, Employee Management, Sub Tracking and Payroll options, select what to do with any ACA Hours that already exist in the Profile. 9. With the True Time option, enter the Work Date range and select the Time Off Codes that are used for comp time. ACA Hours will be allocated to all days from the Time Sheets that fall within the date range. Comp time is included in the ACA Hours when it is earned and allocated. Comp time that is used will be subtracted from the ACA Hours if the Time Off transaction date falls within the date range, and it is using one of the selected Time Off Codes. Revised: 01/11/17 Page 67 of 102 Version

69 10. With the Employee Management option, enter the Assignment Date range and select the Employee Management plan to pull the data from. The ACA Hours will be pulled from assignments within the selected plan that have active days within the date range. The ACA Hours will be allocated to each active day on the Employee Management assignment that falls within the date range. 11. With the Sub Tracking option, enter the date range for the transactions that should be included. The ACA Hours will only be pulled from Sub Tracking Transactions in History status with transaction dates falling within this range. 12. With the Payroll option, select the payrolls that you want to pull the ACA Hours from. 13. Select which field on the Payroll transactions that the ACA Hours should be pulled from. Revised: 01/11/17 Page 68 of 102 Version

70 14. Select which Payroll date the ACA Hours should be applied to. 15. Select an Employee Management plan. The Employee Management plan selection is used in conjuction with the Additional Codes and Setting in the Selection Parameters to determine employee selection for the process. 16. With the Unpaid Time Off option, enter the date range for unpaid Time Off transactions that should be included in the ACA Hours, and then set up the Time Off Code/Reason Code Cross References. Only unpaid Time Off transactions dated in this range, and using the Time Off Code/Reason Code combinations set up in the cross references will be included in the ACA Hours. 17. Add a cross reference for each Time Off Code/Reason Code combination that applies to ACA Hours. You can set up as many cross references as you need to. A generic cross reference for Any Time Off Code and/or Any Reason Code can also exist. Revised: 01/11/17 Page 69 of 102 Version

71 18. Click Save and Process to save the template and automatically begin running the utility, or click Save to simply save the template and use the Process button on the main screen to run the utility. 19. Click Prevew Data to Process to review the updates that will take place. This is a required step that must be completed prior to running the update. 20. On the Preview screen, review the updates that will take place. With the Employee browse view, each record will display an employee name, and the total ACA Hours that will be created in the Profile. By expanding the detail, you can view a day by day breakdown that includes the current value of the ACA Hours in the Profile, the imported hours that are being pulled from the selected source, and the new ACA Hours value after the update takes place. The associated Pay Code will also be displayed. Revised: 01/11/17 Page 70 of 102 Version

72 21. The browse view can also display day by day detail if switched to the TrueTime, Employee Management, Subtracking, Payroll, or Unpaid Time Off views. 22. To remove a record from the update, highlight the record and click Delete. 23. Click Report to run a printed report on the Preview data. 24. Click the Back button to close the Preview screen and return to the Processing Options. 25. Click Run the Update to create the ACA Hours records in the Profile. Only the updates contained on the Preview screen will take place. Revised: 01/11/17 Page 71 of 102 Version

73 26. A report showing the updates taking place will be generated. 27. When the process is completed, the ACA Hours are written to the Profile. Revised: 01/11/17 Page 72 of 102 Version

74 ACA Hours Import This utility would be used to import your employee s ACA Hours that have been tracked outside of Skyward. Using a.csv file, you will be able to pull that information into the software and it will populate in the ACA Information > ACA Hours tab in Employee Profile for the appropriate month and year. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA Hours Import. 2. Select Add to create a new template. You can also Edit, Clone, or Delete an existing template. 3. Enter a Template Description. Also, indicate whether you want to share this template with other users in the district. 4. Choose the file you wish to import. 5. At the bottom of the screen, the Import File Layout indicates that the file to import must contain the ACA fields in the format listed using a.csv file format. 6. Indicate whether the first line of the file contains a Header Record by checking the box. 7. Select the Employee Identifier that your file uses from the drop-down list. You can select Employee ID, Name ID, Name Key, or Social Security Number. Revised: 01/11/17 Page 73 of 102 Version

75 8. If ACA Hours exist for a Date and Pay Code, select what you would like to do with those hours: Add to hours, Overwrite the current hours, or Give an exception. 9. The Last File Imported field displays the last file that was imported. The View button allows you to see the last file that was imported. 10. Select Save and Process. 11. Select Preview Data to Process. 12. The Preview screen displays the records that were found. The browse displays the employee name, Date, Pay Code, Current ACA Hours, Imported ACA Hours, New ACA Hours, Update Message, and Exceptions. 13. There are three options within the Views drop-down menu: All Records, Modified/Created Records, and Exceptions. a. The All Records view will display both Modified/Created Records and Exceptions. b. The Modified/Created Records view will only show modified/created records. Revised: 01/11/17 Page 74 of 102 Version

76 c. The Exceptions view will only display records with exceptions. 14. If a record needs to be removed from this process, highlight the record and select the Delete button. 15. A confirmation message will display asking if you are sure you want to delete this record. Select Yes to remove the record or No to leave the record included in the process. 16. Select the Report button. 17. Once the report has finished processing, select View Report. 18. The report displays the records that will be modified/created. The report displays the Employee, Date, Current Hours, Import Hours, New Hours, Pay Code and Message. 19. The report will also display an exception page. This page displays the Employee, Date, Pay Code, Import Hours, and Exception. Revised: 01/11/17 Page 75 of 102 Version

77 20. Close the report and select the Back button on the preview screen. 21. If you are ready to make the changes, select Run the Update. 22. Select OK if you are sure you want to run the update. 23. Select Display Report. 24. The report displays the records that were created, modified, and not updated due to exceptions. Revised: 01/11/17 Page 76 of 102 Version

78 ACA Hours Mass Delete This utility would be used in the event that ACA Hours that are tied to your employee s Profiles are recorded incorrectly and need to be re-accumulated. This utility will delete the hours for those included in the selection parameters and allow those hours to be re-built. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA Hours Mass Delete. 2. Select Add to create a new template. You can also Edit, Clone, or Delete an existing template. 3. Enter a Template Description. Also, indicate whether you want to share this template with other users in the district. 4. Within the Parameters area, a message indicates that this utility will delete all ACA Hours for the employees who meet the Selection Parameters for the Entered Date Range. This process does not remove any ACA Hours from Worksheets or transactions currently selected in Payroll. Once the Deletion process has been run, the changes cannot be undone. TrueTime Sheets that were the source of any deleted ACA Hours will be eligible to populate ACA Hours again. 5. Enter in the Date Range From and To fields. 6. Select how you want to handle records with blank pay codes. These records can be Included, Excluded, or Processed Alone. 7. Within the Selection Parameters, you can determine which employees will be included in this process. Revised: 01/11/17 Page 77 of 102 Version

79 8. Select Save and Process. 9. Select Preview Data to Process. 10. The Preview screen displays the records that were found. The browse displays the employee s name, Pay Code, Date, Hours, ACA Hours Source, and Multiple Sources. 11. If a record needs to be removed from this process, highlight the record and select the Remove Record button. 12. A confirmation message will display asking if you are sure you want to delete this record. Select Yes to remove the record or No to leave the record included in the process. 13. Select the Report button. 14. Once the report has finished processing, select View Report. 15. The report displays the records that will be included in the process. The report displays the employee s name, pay code, date, hours, ACA Hours Source, and Multiple Sources. Revised: 01/11/17 Page 78 of 102 Version

80 16. Close the report and select the Back button on the preview screen. 17. If you are ready to make the changes, select Run the Update. 18. Select OK if you are sure you want to run the update. 19. Select Display Report. 20. The report displays the records that were deleted including the employee s name, pay code, date, hours, ACA Hours Source, and Multiple Sources. ACA Hours Tracker This utility will be used to analyze the hours being worked by your employees. It offers the ability to run analysis on groups of employees (by using the Employee Category(ies) that are assigned) or by date range. Revised: 01/11/17 Page 79 of 102 Version

81 1. Navigate on the Web to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA Hours Tracker. 2. Add a new template or edit one that already exists. Hours Tracker Using Employee Categories 1. One way to run the Tracker is by selecting the Employee Category(ies) that you want to analyze. To use this option, the box for Use ACA Employee Categories must be checked (this is the default). a. Use the radio set to determine which type of ACA Category you want to pull into the Tracker. b. Select the ACA Employee categories to include. If you select more than one category, all Measurement Periods must match between the codes. c. If you would only like to include employees with an Active Employee Status, check the box. The employee must have an ACA Status with a Measurement Period that falls within the selected range and their Status must be flagged as Active. d. When Ongoing Employee is selected, the Selected Measurement Period is displayed. e. Use the Selection Parameters to further narrow down which employees to include. Revised: 01/11/17 Page 80 of 102 Version

82 f. Determine if you would like to generate the Tracker based on Monthly totals or Weekly Totals. g. Based on the Measurement Period (MP) of your selected Category code(s), the Report Range will be defaulted in. You may adjust this report range to suit your reporting needs. h. When New Hire is selected, select which option you would like to use to include the selected employees. i. The Include selected employees with a Measurement Period that ends in the next option should be used to determine whether to offer coverage to newly hired employees following their New Hire measurement period. Select the number of months you wish to use from the drop down menu. ii. When the Include selected employees with a Measurement Period that ended in the previous option is selected, select the number of months from the drop-down menu (1 Month, 2 Months, or 3 Months). iii. When the Include selected employees with a Stability Period with the entered year option is selected, enter a Year. This option should be used to determine which employees need 1095 information for the specified reporting year. i. The option to Include Hours from current (partial) month can be used to display hours from the current month in the browse. For example, when Ongoing Employee is selected, an MP of January 1- December 31; running the report on November 15: Your MP Start Year would be 2016 (January 1, 2016 December 31, 2016) Start Month: January Stop Month: December Check to Include Hours from Current (partial) month checking this option will allow the hours from November to pull in to the browse. If this option is NOT checked, no hours will pull in beyond October 31st. j. Total Months on Current Report is a non-editable field, which indicates the total number of months being reported based on the Start and Stop Months within the MP. Revised: 01/11/17 Page 81 of 102 Version

83 k. The Override Total Months option is used when your parameter set includes employees with breaks in service exceeding 4 weeks (typically teachers during the summer months). All monthly averages and max average values will be based off of the entered number of months. When Ongoing Employee is selected, the Month/Day fields will be displayed with a 1.00 default set for each month. When New Hire is selected, the Month will be displayed with a 1.00 default. To override the value for a specific month or month/day field, enter in the override value you need into the corresponding field. Ongoing Employee: New Hire: l. The standard browse contains the following fields: Employee Key, Last Name, First Name, Middle, Total ACA Hours, Total Months, and Avg ACA Hours (in addition to each individual month included in the selection parameters). You have the ability to include a variety of additional fields to the browse, if you would like to see other data besides the standard. 2. Click Save and Run. 3. The ACA Hours Tracker browse screen displays all employees who meet the selection parameter criteria. a. There are two View s available Summary and Detail. i. The Summary View shows each employee with their Total ACA Hours, Total Months, Average ACA hours, and Max ACA Average when Ongoing Employee was selected. When New Hire is selected, the Revised: 01/11/17 Page 82 of 102 Version

84 browse will also show the Measurement Period Start Date and Measurement Period End Date. ii. The Detail View shows the same information, but also breaks down those totals by month. b. At the bottom of the browse is a month-by-month break down of the highlighted employee. c. Each employee record can be expanded to get a more specific breakdown of where the hour totals are being derived from. i. You can get a breakdown by Date. This provides a breakdown by each month. 1. Each month can be broken down to the days. Revised: 01/11/17 Page 83 of 102 Version

85 a. Each Day can be broken down by the Pay Code(s). ii. You can get a breakdown by Pay Code. 1. Each Pay Code can be broken down by month. Revised: 01/11/17 Page 84 of 102 Version

86 a. Each month can be broken down by day. 4. There are also two Filters that are available: a. Skyward Default shows all employees that meet the Selection Parameters. b. Employees Receiving 1095 Form Report This filtered browse can be used to help determine who should receive a 1095C form. This filter will only display employees who are averaging more than 130 hours per month if using the Monthly Report Type. If using the Weekly Report Type, then only employees averaging more than 30 hours per week will be displayed. Hours Tracker Using Employee Categories 1. If you wish to do analysis on ACA Hours without using Employee Categories, you can do so by going into a template (either creating a new one or editing an existing one) and unchecking the flag to Use ACA Employee Categories. a. Set your selection parameters for which employee s you would like to see in the browse. Since you are not using an Employee Category code to limit the employees being pulled in, your selection parameters will be the determining factor for which employees you see in the browse. b. Determine if you would like to generate the Tracker based on Monthly totals or Weekly Totals (weekly is currently under development and is not available for use at this time). Revised: 01/11/17 Page 85 of 102 Version

87 c. Enter the Start date for the range that you want to generate in the browse. The through date is not editable but changes based on the Total number of Months on Current Report field. i. If you are in the midst of a month and want to include that month s hours in the browse, check the box to Include Hours from current (partial) month ii. The Override Total Months option is used when your parameter set includes employees with breaks in service exceeding 4 weeks (typically teachers during the summer months). All monthly averages and max average values will be based off of the entered number of months. d. The standard browse contains the following fields: Employee Key, Last Name, First Name, Middle, Total ACA Hours, Total Months, and Avg ACA Hours (in addition to each individual month included in the selection parameters). You have the ability to include a variety of additional fields to the browse, if you would like to see other data besides the standard. 2. Click Save and Run. 3. The ACA Hours Tracker browse screen displays all employees who meet the selection parameter criteria. a. There are two View s available Summary and Detail. i. The Summary View shows each employee with their total hours, months, and average ACA hours. Revised: 01/11/17 Page 86 of 102 Version

88 ii. The Detail View shows the same information, but also breaks down those totals by month b. At the bottom of the browse is a month-by-month break down of the highlighted employee. c. Each employee record can be expanded to get a more specific breakdown of where the hour totals are being derived from. i. You can get a breakdown by Date. This provides a breakdown by each month. 1. Each month can be broken down to the days. Revised: 01/11/17 Page 87 of 102 Version

89 a. Each Day can be broken down by the Pay Code(s). ii. You can get a breakdown by Pay Code. 1. Each Pay Code can be broken down by month. Revised: 01/11/17 Page 88 of 102 Version

90 a. Each month can be broken down by day. ACA New Hire Category Audit The ACA New Hire Category Audit allows you to review ACA Category information to ensure that new employees are in the proper ACA Category and that the correct Measurement and Stability dates are set. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA New Hire Category Audit. 2. Select the ACA New Hire Category Codes that you wish to audit. The screen will only display those categories with the Category Type flagged as New Hire. Revised: 01/11/17 Page 89 of 102 Version

91 3. For each category, select the Admin Period Setting option if you wish to change the ACA Employee Category Code so that the option to have Skyward calculate Administrative Period days is selected. If the ACA Employee Category Code already has the option selected, the Admin Period Setting option on this screen will be automatically selected and un-editable. 4. Select the Employee Selection Parameters set to determine which employees will be included in the audit. 5. Employee Selection Parameters can be set up by Employee Ranges, Individual Employees, or a Processing List. The Employee Ranges will allow you to select by Name Key, Profile Status, Employee Building Code, Check Location, and/or Employee Type. Revised: 01/11/17 Page 90 of 102 Version

92 6. Select Run Audit once the parameters have been set up. 7. Select Preview Data to Process to review the audit data. 8. The browse shows the employees that are included in the audit, and the updates that will take place. 9. The Category browse view will show each category that was selected for the audit. Expand the Category detail to view the employees that are currently using that ACA Employee Category Code. You may remove an employee from the audit by deleting them from the expanded detail. 10. The Status browse view will show the updates by employee. You may remove an employee from the audit by highlighting the record and selecting the Remove Record button. 11. Select the Report button if you wish to run a printed report of the updates that will take place. Revised: 01/11/17 Page 91 of 102 Version

93 12. Once you have reviewed the audit data, return to the previous screen and select Run the Update to continue with the process and update the Profiles and/or ACA Employee Category Codes. 13. The update will include a printed report. ACA Status Mass Delete The ACA Status Mass Delete utility can be used in the event that Employee Status codes are set up or assigned incorrectly and will make the process of correcting those statuses easier. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA Status Mass Delete. 2. Select Add, Edit, or Clone a template. 3. Give the template a description and choose whether or not to share the template with other users in the district. 4. Select which Category Type should be deleted. 5. Select the appropriate ACA Employee Categories. Revised: 01/11/17 Page 92 of 102 Version

94 6. Enter the Measurement Period Start Year that you wish to remove. 7. Use the Selection Parameters to further narrow down your employee selection. 8. Select Save and Process. 9. Select Preview Data to Process. 10. If you wish to remove any records from the Mass Delete, highlight the record and select the Remove Record button. 11. After verifying the records in the browse, select Back. 12. Select Run the Update. 13. In Employee Profile, the ACA Information > Employee Status tab should no longer show that status for the selected employee(s). Use the *History button to view the change history to see that the record was removed. Revised: 01/11/17 Page 93 of 102 Version

95 ACA Status Mass Process The ACA Status Mass Process utility will be used for creating new statuses and for updating existing statuses. The ACA Status will be used to grouping employees and for monitoring measurement, administrative, and stability periods. These statuses will be populated/updated in Employee Profile > ACA Information > ACA Status. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA Status Mass Process. 2. Add a new template, clone, or edit an existing template. 3. Give your template a description. 4. Determine what type of process you are going to be running. You can create a new status for a group of employees or you can update an existing status for a group of employees. This selection will determine what options are available to you when setting your new ACA status values. 5. Selection Parameters: The values entered in this area of the template are going to determine what employees are affected by your process. a. Category Type: None, New Hire, Ongoing Employee i. None = This option would be used if the employees you are looking to pull in do not currently have any Category Code assigned to their ACA Status tab. ii. New Hire = This option would be used if the employees you are looking to pull in have a current Status which is categorized as New Hire. iii. Ongoing Employee = This option would be used if the employees you are looking to pull in have a current Status which is categorized as Ongoing Employee. b. ACA Employee Categories If you have opted to use the category type of New Hire or Ongoing Employee, you will need to select which Category Code(s) to look for. When this option is used, only employees who have the selected code(s) will be processed. Revised: 01/11/17 Page 94 of 102 Version

96 c. The following fields are optional but aid in narrowing down employees to pull into the process: i. Measurement Period Start Year this option is NOT available when the Category Type selected is set to None. ii. Measurement Period End Date (can enter a date range) this option is NOT available when the Category Type selected is set to None. iii. Stability Period Start Date (can enter a date range) this option is ONLY available with the Category Type selection is set to New Hire. iv. Hire Date (can enter a date range) looks at the Hire Date field in the Employee Profile. v. Start Date (can enter a date range) looks at the Start Date field in the Employee Profile. vi. Rehire Date (can enter a date range) looks at the Rehire Date field in the Employee Profile. vii. Current Position Start Date (can enter a date range) looks at the Current Position Start Date field in the Employee Profile. viii. Selection Parameters allows you to narrow down even further by building, check location, employee type, pay, deduction, and/or benefit. Revised: 01/11/17 Page 95 of 102 Version

97 6. New ACA Status Values this is where you will identify the new information to process. The options available will depend on whether you have selected to Create New Status or Update Existing Status. a. Create New Status: i. Check the box next to available option(s) that you want to create: 1. ACA Employee Category this is a drop-down menu, which displays all the Category Codes that are set up in your database. Select the Category that you wish to assign to your employees found within your selection parameters. 2. Measurement Period Start Year this is will set the measurement period start year for your selected group of employees. Another common use for this option will be to roll your measurement period from one year to the next year. 3. Active this will set Active flag to Yes for all employees who meet the selection parameters within the template. Deactivate existing active statuses can be used in conjunction with the Active option or independently. It is used to mark any non-current statuses found for the employees within the selection parameters as Active=No. 4. Accepted Coverage this option will set the flag in Employee Profile > ACA Information > ACA Employee Status to either be checked or unchecked. 5. Override Measurement Period Start Date By Default, the measurement period start date is calculated based on the settings in the ACA category being assigned, but can be overridden on New Hire categories. This override could be used when hiring employees and their measurement period start date should align with the next pay period rather than a hire date from the profile. The Measurement Period End Date will always be recalculated from the Start Date and the length defined on the category code. These dates can be reviewed in the preview browse. Note: The Measurement Period Start Date override is only available when creating or updating New Hire status records. Revised: 01/11/17 Page 96 of 102 Version

98 6. Override Stability Period Start Date - By Default, the stability period start date is calculated based on the settings in the ACA category being assigned, but can be overridden on New Hire categories. This override could be used when hiring Full-Time New Hires and their stability period start date should begin in 30 days rather than 12 months. A date should only be entered here if it differs from the category code configuration. The Stability Period End Date will always be recalculated from the Start Date and the length defined on the category code. These dates can be reviewed in the preview browse. Note: The Stability Period Start Date override is only available when creating or updating New Hire status records. 7. Once you have set your parameters, click Save and Process. 8. The process runs on the print queue and when it has finished, you will be able to preview the data that will be updated/processed. 9. A browse will display showing the employees who met the selection criteria, along with the information that is being changed/updated. You will also be able to easily identify if there are exceptions and what those exceptions may be. 10. There is now a column for Records to Deactivate existing Active Statuses, and if records were found deactivate, a numeric value will display in this column. Click on the value to see information pertaining to the records that are now flagged as Inactive. Revised: 01/11/17 Page 97 of 102 Version

99 11. You can remove records from this browse using the Remove button (if you find someone who is included that should not be updated). 12. You can drop the information to a Report if you would like to keep a hard copy of what was updated. 13. When you have verified the information, click the Back button. 14. If the information in the browse is acceptable to be updated, click Run the Update. 15. A message will display asking if you are sure you want to run the update. Select OK. 16. After the update is complete, when you navigate to the Employee Profile > ACA Information > Employee Status tab, you will see the Status record. Revised: 01/11/17 Page 98 of 102 Version

100 ACA Ongoing Category Audit The ACA Ongoing Category Audit is used to look for gaps in measurement for statuses with like category codes. This utility will perform the following checks and fixes: 1. Find all statuses using an ACA Category code that has a Measurement Period of less than 12 months and make sure that the dates are correctly synched with the ACA Category code's Initialization Date. The audit will correct these dates if they are out of synch. 2. Look for gaps in Measurement Periods for all statuses in the same ACA Category. Gaps can occur because of Measurement Periods that are less than 12 months or if the employee's ACA Status was not successfully rolled from the previous year. 3. If the "Check for employees..." checkbox is checked, the utility will check for a status that is current as of today's date. If an employee has an ACA Status record in the database, but no status covering today's date, the utility will add status records so that there is a current and active status. 1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA Utilities > ACA Ongoing Category Audit. 2. The audit can be used for the following purposes: a. To make sure that the Measurement Periods are synced with the code s Initialization Date. The process will correct any dates that are out of sync. b. To look for gaps in Measurement Periods for all statuses in the same ACA category. Revised: 01/11/17 Page 99 of 102 Version

101 c. Check for employees who have an out-of-date Ongoing status and no active one. d. Check to make sure all Stability periods are equal to what is found in the Stability Period Schedule. 3. When you click the Set Stability Period Schedule button, the browse that displays allows you to toggle between all the selected codes with a Measurement Period of less than 12 months in order to set the Stability Start dates. Revised: 01/11/17 Page 100 of 102 Version

102 4. Click Run Audit and when the process has completed, click Preview Data to Process. 5. The Preview Browse displays any employees who are found to have a variance or gap in the Category code(s). Change the View to be able to see the data in different ways. a. If an employee is found to have a gap, the program will automatically add in the appropriate number of status records in order to fill the gap. Revised: 01/11/17 Page 101 of 102 Version

103 b. If an employee is found to have a Stability Period start date that differs from the Stability Period Schedule, the program will update the date so that it follows the schedule. Annual Reporting to IRS (Forms 1095-B, 1095-C, 1094-B, 1094-C) 1094B/1095B Processing Manual 1094C/1095C Processing Manual IRS Web Links Affordable Care Act 1 sheet : B & 1095-B Instructions: Form 1094-B: Form 1095-B: C & 1095-C Instructions: Form 1094-C: Form 1095-C: Revised: 01/11/17 Page 102 of 102 Version