Affordable Care Act Reporting - Manual

Transcription

1 Terminology Configurations Setup Affordable Care Act Reporting - Manual Employee Profile Mass Change Pay Record ACA Hours ACA Information Tab Employee Status 1094C-1095C ACA Hours Payroll Worksheets Payroll Select TrueTime Sub Tracking Reports to Assist with Tracking Verification ACA 1095 Tracker ACA Hours Tracker Employee Data Mining Average Hours Worked 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 Status Mass Process Annual Reporting to IRS (Forms 1095-B, 1095-C, 1094-B, 1094-C) IRS Web Links Revised: 11/23/2015 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. 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.) ALE Applicable Large Employer Revised: 11/23/2015 Page 1 of 63 Version

3 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: b. Is your district an ALE Member? This option drives which 1094/1095 forms will be used (B or C forms). Revised: 11/23/2015 Page 2 of 63 Version

4 c. Is your district Self-Insured? This option drives your Covered Individuals options. d. When is your Workweek Start Day? This option is for data analysis purposes. Setup Employee Profile Mass Change Pay Record ACA Hours ACA Information Tab Payroll Worksheets Payroll Select TrueTime Sub Tracking Reports to Assist with Tracking Verification ACA 1095 Tracker ACA Hours Tracker Employee Data Mining Average Hours Worked 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. 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. Revised: 11/23/2015 Page 3 of 63 Version

5 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. 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 1094C-1095C ACA Hours 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. 2. There are 3 areas within this tab that are used for keeping track of employee ACA information: Employee Status, 1094C/1095C Info, and ACA Hours. Revised: 11/23/2015 Page 4 of 63 Version

6 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. 1094C-1095C The 1094C-1095C 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 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. 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. Revised: 11/23/2015 Page 5 of 63 Version

7 a. You can drill down within each month and view how many hours by Date or by Pay Code. 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. 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. Save and click the Detail Entry. 5. Enter your Factor/Hours; depending on your Initialize Fields to selection, your ACA Hours will populate automatically. Revised: 11/23/2015 Page 6 of 63 Version

8 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). ** More Coming Soon ** 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: 11/23/2015 Page 7 of 63 Version

9 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: 11/23/2015 Page 8 of 63 Version

10 Average Hours Worked - Note: Currently this only reports Hours Worked that have been processed through Payroll prior to the loading of the October 2015 Release. 1. On the Web, navigate to Human Resources > Federal/State Reporting > Federal Reporting > Reports > Average Hours Worked Report. 2. Click Add to build a new template or Edit to revise an existing one. 3. You have several options for Report Parameters: a. Include All Employees on the Report This option is going to tell the system to look at all employees who fit within the selected date ranges/payrolls. b. Include Only Employees that do not have the selected Health Benefits or Deductions on their Ded/Ben Control Files This option is ideal for identifying employees who would qualify for health care coverage (full time employees) but do not have the deductions and/or benefits that would indicate that they are participating in the districts insurance plan. c. Include employees based on: Check Dates (will have to then enter a check date range); Period End Dates (will have to enter a period end date range); or Payrolls (will be able to manually select any/all payrolls that you wish to include in the reporting). d. Select what type of information you want to see on the report Detail information or just a Summary of the information. e. Enter the number of weeks which are encompassed within the selected Date range/payrolls. f. Select how you would like the report to sort by employee s last name or by the average hours worked. g. Lastly, use the Selection Parameters to further determine which employees will be pulled in to this report. Revised: 11/23/2015 Page 9 of 63 Version

11 4. Here is an example of how the report would look using a Detail Report Type, Sorted by Last Name, and All Employees Included. 5. Average Hours Range Parameters is an optional selection. It is a helpful tool when trying to determine if an employee (or group of employees) are on the border of being full time and could potentially need to be offered health insurance. a. Check the box in order to utilize this option. b. You are able to enter your Hours range for the report. If you would like to have multiple ranges, you can put in the top value for the first range, click Add, and then add the top value for the next range. Continue until all ranges are entered as desired. Revised: 11/23/2015 Page 10 of 63 Version

12 c. Check the Print Range flag by each range line in order to be able to view those hour ranges on the report. d. Check the Page Break by Range flag if you would like a page break each time it jumps to the next range. e. Click Save and Print to generate a report. Below is a sample of what the report could look like: Revised: 11/23/2015 Page 11 of 63 Version

13 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: 11/23/2015 Page 12 of 63 Version

14 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 hours 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 employee s whose current hours match the entered value. 8. 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. Revised: 11/23/2015 Page 13 of 63 Version

15 9. 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. 10. Click Run the Update. This process will make the changes to the employees that were found in the preview browse. 11. 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 Status Mass Process For additional ACA Utilities, navigate on the Web to Human Resources > Employee > Setup > Utilities > ACA Utilities. Revised: 11/23/2015 Page 14 of 63 Version

16 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. 3. Enter a description for your template. 4. Determine what Month and Year the import is going to create records for in the employee 1094C/1095C Info tab. 5. 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). Revised: 11/23/2015 Page 15 of 63 Version

17 iii. Enter in a Format Description (this can be additional information or the Long Description for your format). iv. Determine your File Type. This is a drop down menu with 4 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. Revised: 11/23/2015 Page 16 of 63 Version

18 5. Repeat this process until you have created a format field for each field on your file. 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 and/or Safe Harbor values on those records which would otherwise import as blank or the field is not defined in the layout. 6. 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. 7. 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. 8. 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. 9. Choose the file to import. Click the Choose File button and browse on your computer to locate the file you wish to import. 10. A view display field shows the last file that was imported using this template. 11. 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: 11/23/2015 Page 17 of 63 Version

19 12. From the Preview browse, you will be able to identify the records which 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. 13. Click Run the Update. 14. 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: 11/23/2015 Page 18 of 63 Version

20 3. Enter a Template Description. Also indicate whether or not 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. 5. Within the Selection Parameters, you can determine which employees will be given the Employee Information specified in the previous step. 6. Select Save and Process. 7. Select Preview Data to Process. 8. The browse screen will display the employees that will be updated with the Year, Month, Offer of Coverage, Lowest Cost Premium (if applicable), and Safe Harbor selected in the setup screen. 9. 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. Revised: 11/23/2015 Page 19 of 63 Version

21 10. If any changes need to be made to an employee, highlight the employee s record and select Edit. 11. The maintenance screen will allow you to update the Year, Month, Offer of Coverage, Lowest Cost Premium (if applicable), Safe Harbor, and Covered Individuals for this employee. Once changes have been made, select Save. 12. To view Covered Individuals in the browse screen, expand the employee s record. 13. If an employee needs to be removed from this process, highlight the employee s record and select Remove. Revised: 11/23/2015 Page 20 of 63 Version

22 14. 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. 15. Select the Report button. 16. Once the report has finished processing, select View Report. 17. The report will display the Employee Name, Year, Month, Offer of Coverage, Lowest Premium, Safe Harbor, and the Covered Individual s Name, SSN, and Birthdate. 18. An * next to an employee s name indicates that a record already exists for this month and year and will be overwritten. 19. Close the Report and select Back on the preview screen. 20. If you are ready to make the changes, select Run the Update. 21. Select OK if you are sure you want to run the update. Revised: 11/23/2015 Page 21 of 63 Version

23 22. Select Display Report. 23. 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. Revised: 11/23/2015 Page 22 of 63 Version

24 3. Enter a Template Description and select whether you want to share this template with other users in the district. 4. There are 3 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 re processing the report. i. EX: Employee has a 1095 record of 1E entered for November E would show in this browse because it s 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 2015, 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 2015 and a 1095 record of 1B for February The February record would appear as that is the month the change occurred. 5. 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. a. EX: This is used to get a list of employees missing a 1095 record. Revised: 11/23/2015 Page 23 of 63 Version

25 6. Select any additional Employee Profile Fields you would like to see displayed on the report. 7. Create a Selection Parameter to limit which employees to process. (EX: Teachers Only). a. 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. b. Here you can Add a district defined selection parameter (filter) to determine what employees will be 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). ii. Choose the method for Employee Selection. Revised: 11/23/2015 Page 24 of 63 Version

26 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. 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). Revised: 11/23/2015 Page 25 of 63 Version

27 8. Select any Non-Payroll Employees that should show on the report that would not have a Calendar YTD record for the year. (EX: Retirees, COBRA Participants, etc.). a. Click the Non-Payroll Employees link. b. Here you can Add a defined selection parameter (filter) to determine what employees will be 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: Retirees). 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. Revised: 11/23/2015 Page 26 of 63 Version

28 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. 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 Retirees parameter now appears for the Non-Payroll Employees). 9. Below is an example of the ACA 1095 Tracker Browse. Revised: 11/23/2015 Page 27 of 63 Version

29 10. The Quick Filter can be used to view only specific records. (EX: Only employees with an Offer of 1A in January 2015.) 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 Insurance Tracking into the Covered Individuals fields so they will be reported on the IRS Form 1095-C. Revised: 11/23/2015 Page 28 of 63 Version

30 (Note: Covered Individuals are only required if you're 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. Mass Import Process 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. a. Enter a Template Description. This can be anything that helps you understand what this particular template is used for. (Ex: Monthly Import). Revised: 11/23/2015 Page 29 of 63 Version

31 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. 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. Revised: 11/23/2015 Page 30 of 63 Version

32 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). 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. Revised: 11/23/2015 Page 31 of 63 Version

33 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. 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). Revised: 11/23/2015 Page 32 of 63 Version

34 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. 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. Revised: 11/23/2015 Page 33 of 63 Version

35 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. 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 the 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. Revised: 11/23/2015 Page 34 of 63 Version

36 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. 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: 11/23/2015 Page 35 of 63 Version

37 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. 12. After the Run the Update process is complete you will receive a report of the employees and dependents that were processed. Revised: 11/23/2015 Page 36 of 63 Version

38 13. 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. 3. Enter a Template Description, and indicate whether or not you want to share this template with other users in the district. Revised: 11/23/2015 Page 37 of 63 Version

39 4. Select the source from which you want to build the ACA Hours records from. TrueTime This option pulls the ACA Hours from TrueTime 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: 11/23/2015 Page 38 of 63 Version

40 7. With the True Time, Employee Management, Sub Tracking, and Payroll options, select the Pay Codes that you want to build ACA Hours records for. The ACA Hours will only be pulled from TrueTime 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 TrueTime 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. 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. Revised: 11/23/2015 Page 39 of 63 Version

41 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. 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. Revised: 11/23/2015 Page 40 of 63 Version

42 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. 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. Revised: 11/23/2015 Page 41 of 63 Version

43 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. 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. Revised: 11/23/2015 Page 42 of 63 Version

44 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. 26. A report showing the updates taking place will be generated. Revised: 11/23/2015 Page 43 of 63 Version

45 27. When the process is completed, the ACA Hours are written to the Profile. 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 or not 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. Revised: 11/23/2015 Page 44 of 63 Version

46 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. 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. Revised: 11/23/2015 Page 45 of 63 Version

47 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. 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. Revised: 11/23/2015 Page 46 of 63 Version

48 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. 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: 11/23/2015 Page 47 of 63 Version

49 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 or not 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. Revised: 11/23/2015 Page 48 of 63 Version

50 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. 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. Revised: 11/23/2015 Page 49 of 63 Version

51 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. 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. Revised: 11/23/2015 Page 50 of 63 Version

52 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. 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. Revised: 11/23/2015 Page 51 of 63 Version

53 c. Use the Selection Parameters to further narrow down which employees to include. d. 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). e. Based on the Measurement Period (MP) of your selected Category code(s), what is the year in which that Measurement Period starts? Enter the year, and select your Start and Stop month for which you want to look at the employee hours. After the Measurement Period Start Year, based on the Start and Stop months selected, you will see the date range for which you will be reporting/analyzing. i. The Employee Category selected in this example has a MP start date of 10/3; which is why the Stop Month selected is October, and the last day of the MP range is October 2. ii. In order to view the hours from October 3 through the end of the calendar year, this process would need to be run again, but this time using the MP Start Year of f. The option to Include Hours from current (partial) month can be used if your MP end date is in the future and you wish to include hours from the current month. For example, an MP of January 1-December 31; running the report on November 15: Your MP Start Year would be 2015 (January 1, 2015 December 31, 2015) 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 31 st. g. 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: 11/23/2015 Page 52 of 63 Version

54 h. 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. i. 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. ii. The Detail View shows the same information, but also breaks down those totals by month Revised: 11/23/2015 Page 53 of 63 Version

55 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. a. Each Day can be broken down by the Pay Code(s). Revised: 11/23/2015 Page 54 of 63 Version

56 ii. You can get a breakdown by Pay Code. 1. Each Pay Code can be broken down by month. a. Each month can be broken down by day. 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. Revised: 11/23/2015 Page 55 of 63 Version

57 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). 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. 4. 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. Revised: 11/23/2015 Page 56 of 63 Version

58 i. The Summary View shows each employee with their total hours, months, and average ACA hours. 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. Revised: 11/23/2015 Page 57 of 63 Version

59 1. Each month can be broken down to the days. 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: 11/23/2015 Page 58 of 63 Version

60 a. Each month can be broken down by day. 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. Revised: 11/23/2015 Page 59 of 63 Version

61 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. 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. Revised: 11/23/2015 Page 60 of 63 Version

62 viii. Selection Parameters Allows you to narrow down even further by building, check location, employee type, pay, deduction, and/or benefit. 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 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. Accepted Coverage This option will set the flag in Employee Profile > ACA Information > ACA Employee Status to either be checked or unchecked. b. Update Existing Status: i. The only available option to update an existing status: 1. Accepted Coverage This option will set the flag in Employee Profile > ACA Information > ACA Employee Status to either be checked or unchecked. 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. Revised: 11/23/2015 Page 61 of 63 Version

63 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. You can remove records from this browse using the Remove button (if you find someone who is included that should not be updated). 11. You can drop the information to a Report if you would like to keep a hard copy of what was updated. 12. When you have verified the information, click the Back button. 13. If the information in the browse is acceptable to be updated, click Run the Update. 14. A message will display asking if you are sure you want to run the update. Say OK. Revised: 11/23/2015 Page 62 of 63 Version

64 15. After the update is complete, when you navigate to the Employee Profile > ACA Information > Employee Status tab, you will see the Status record. Annual Reporting to IRS (Forms 1095-B, 1095-C, 1094-B, 1094-C) Coming Soon! 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: 11/23/2015 Page 63 of 63 Version