ADP Workforce Now and Pay expert Previewing ACA Annual Reporting Data Important: This document is for Essential or Lite ACA clients only. Overview All Applicable Large Employer Members (ALE Members) are required to file Forms 1094-C,Transmittal of Employer-Provided Health Insurance Offer and Coverage Information Returns and 1095-C, Employer-Provided Health Insurance Offer and Coverage for 2015. After your company is set up on ADP s ACA annual reporting solution, you will work in the ADP Health Compliance pages to first preview and then approve the Forms 1095-C and 1094-C. This document provides the steps for the preview stage, including instructions on how to access the ADP Health Compliance pages and how to navigate and review the data. For More Information Refer to the IRS instructions for Form 1095-C: http://www.irs.gov/pub/irs-prior/i109495c--2015.pdf. Important Dates Refer to the following table for a list of key dates for reviewing and approving your Forms 1095-C. Dates Today - January 13, 2016 January 1-13, 2016 Beginning January 4, 2016 January 14, 2016 Description Preview your Forms 1095-C. Approve Forms 1095-C for printing and distribution. Approved forms will be printed, and sent out for delivery. All unapproved forms will be automatically approved, printed and delivered to your company. Reporting Deadlines for Tax Year 2015 Refer to the following table for a list of filing deadlines for tax year 2015. Dates February 1, 2016 March 31, 2016 Description Forms 1095-C due to employees. Forms 1095-C, 1094-C and attachments due to IRS if filling electronically. Copyright 2015 ADP, LLC Page 1 of 6
Previewing Form 1095-C Accessing the Preview If You Use ADP Workforce Now v9.1 Essential ACA and Lite ACA ADP Workforce Now v2 Essential ACA ADP Workforce Now v2 Lite ACA ADP Pay expert Standalone Then Log in to ADP Workforce Now at https://workforcenow.adp.com Select Process > ACA > ACA Health Compliance Log in to ADP Workforce Now at https://portal.adp.com/public/index.htm Select HR & Benefits > ACA Health Compliance Log in to ADP Workforce Now at https://portal.adp.com/public/index.htm Select Payroll > Setup > General > ACA Company Profile > ACA Health Compliance Annual Reporting Log in to ADP Pay expert at https://payex.adp.com Select Setup > General > ACA Company Profile, and then click ACA Health Compliance Annual Reporting 1 From the Annual Health Care Reports Dashboard, click Ready for Preview in the Employee Statement section to preview Forms 1095-C. 2 From the Preview page, select the appropriate Applicable Large Employer (ALE) and then click View Employees and Reports. Note: Previews can be viewed by the individual ALE/Federal Employer Identification Number (FEIN). Copyright 2015 ADP, LLC Page 2 of 6
3 Click the employee s name to preview Form 1095-C. See Form 1095-C Preview Status on page 4 for information about the preview status. Forms that require attention have a status of Changes since Accepted or Incomplete and are displayed in the Needs Attention tile. All corrections must be made in ADP Workforce Now. Note: Use Filter By or Find to customize the list of employees displayed. 4 For detailed information regarding each line and code displayed, click in Parts II and III. Note: Codes will be projected out until the end of the year. The Form 1095-C will be updated as changes are processed in ADP Workforce Now. Copyright 2015 ADP, LLC Page 3 of 6
5 After the forms have been validated, click the toggle button at the top of the form to record and display an Accepted status. Note: This step is optional and is designed to allow you to track the Forms 1095-C that have been reviewed. You can approve forms that haven t been marked as Accepted when you click Approve All. 6 To return to the Preview Forms 1095-C page, click Back To Preview Forms 1095-C. Note: Continue to review forms for all of your employees and perform corrections where applicable. Pay special attention to forms with an Incomplete status and make the required changes in ADP Workforce Now. Form 1095-C Preview Status Each Form 1095-C has one of the following preview statuses: Status Not Yet Accepted Accepted Incomplete Changes Since Accepted Description The Form 1095-C has not been marked as Accepted. The Form 1095-C data was reviewed during the preview stage and has been marked as Accepted. The Form1095-C is either missing data or contains errors. Note: You should correct any incomplete forms, because forms with errors are sent to the IRS when you click Approve All. It may take up to 48 hours for the data to update and be displayed on the Form 1095-C. Return to the Preview Forms 1095-C page to accept the changes. A Form 1095-C that was previously accepted will change its status to Changes Since Accepted if a change is processed in ADP Workforce Now. Note: To view the changes, point to the correction indicator. Exporting a.pdf Preview Register Important: We recommend that you maintain a copy of the listing of Forms 1095-C for your records. To distribute a.pdf of the Preview Register to others within your organization, do the following: 1 Log in to ADP Workforce Now. 2 Select Process > ACA > ACA Health Compliance. 3 From the Annual Health Care Reports Dashboard, click Ready for Preview in the Employee Statement section to preview Forms 1095-C. 4 From the Preview page, select the appropriate Applicable Large Employer (ALE). 5 Click View Employees and Reports. 6 Click Preview Register of all Employees to view the detailed register of data on the employee Forms 1095-C in a.pdf format. Note: The data displayed in Part II on the.pdf view corresponds to lines 14, 15, and 16 on Form 1095-C. Copyright 2015 ADP, LLC Page 4 of 6
Exporting a.csv Preview Register Important: We recommend that you maintain a copy of the listing of Forms 1095-C for your records. To download a searchable Excel spreadsheet of the data contained on the employee s Form 1095-C, do the following: 1 Log in to ADP Workforce Now. 2 Select Process > ACA > ACA Health Compliance. 3 From the Annual Health Care Reports Dashboard, click Ready for Preview in the Employee Statement section to preview Forms 1095-C. 4 From the Preview page, select the appropriate Applicable Large Employer (ALE). 5 Click View Employees and Reports. 6 Click Export CSV of all Employees For Full Analysis to view the detailed register of data on the employee Forms 1095-C in a.csv format. Note: View Parts I, II (lines 14, 15, and 16) and Part III in full detail for all employees under this FEIN. The Preview status (Incomplete, Not Yet Accepted, Accepted, and Changes Since Accepted) is displayed in the first column. Copyright 2015 ADP, LLC Page 5 of 6
Trademarks The ADP logo, ADP, ADP Workforce Now, and Pay expert are registered trademarks of ADP, LLC. ADP A more human resource. is a service mark of ADP, LLC. Adobe is a registered trademark of Adobe Systems Incorporated. Microsoft, Windows, and Internet Explorer are registered trademarks of Microsoft Corporation. All other trademarks and service marks are the property of their respective owners. Copyright 2015 ADP, LLC. ADP Proprietary and Confidential - All Rights Reserved. ADP provides this publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Rev 1 Copyright 2015 ADP, LLC Page 6 of 6