2018 ACA (Step 4 of 4)
You’re done setting up the ACA options in Timekeeping, Human Resources, and Payroll. You’re ready to import the employee’s ACA information into the ACA Reporting module, verify the employee’s ACA information is correct, and print Forms 1094/1095. If your organization needs to file ACA Forms 1094/1095 electronically, you’ll also need to complete Create Electronic File.
In this Topic Hide
Step 4: Set Up ACA Annual Reporting
Convert year-end ACA information
How do I enter the Federal ID Number?
Do I need to file electronically?
Is your employer a Designated Governmental Entity (DGE)?
How do I choose the Certifications of Eligibility?
Verify Employee Information to Check Status and Offer of Coverage
How do I check the employee status?
How do I verify the Offer of Coverage?
How do I verify self-insured employees?
Print Employee Forms 1094/1095
First, print Forms 1094/1095 to plain paper
Second, review the printed Forms 1094/1095
Learn how to convert and verify ACA information (18m43s) (0m5s, converting ACA year-end information; 0m58s, verifying converted information; 1m42s, running Checkout ACA Employees; 2m58s, fixing checkout errors; 4m14s, filing 1094/1095s by mail; 05m33s, using page 2 of 1094 Detail Report to view full time, part time, and total employee count (available in 2019.02 release); 6m45s, filing 1094/1095s electronically and fixing errors listed on the error log; 14m45s, what to do with a rejected electronic file vs an electronic file that's accepted with errors)
The ACA Reporting module does not share data with the rest of the Caselle applications. When you use the ACA Reporting module, you will need to import the information that you will use for ACA Reporting from Timekeeping, Human Resources, and Payroll into the ACA Reporting module.
Video
Learn how to convert and verify ACA information (18m43s) (0m5s, converting ACA year-end information)
Important! The changes that you make to the data in the ACA Reporting module will not be updated to the data source. You can make the changes in the ACA Reporting module and update the source application with the new information or you can update the source application and re-convert the ACA information.
Can I reconvert data for a specific employee? Yes, you can set up the Convert Year-end ACA Information routine to convert data for a single employee. Use the Selection Criteria to enter the employee’s name or number. Be aware that any changes that you have manually entered in Government Reporting will be replaced by reconverting ACA year-end information.
Do this...
1. Open Connect Payroll > Government Reporting > Convert Year-end ACA Information.
2. Use the Convert Employee Data for Tax Year menu to select the ACA reporting year.
3. Click GO (CTRL+G).
The ACA information for the selected year is available in the ACA Reporting module. This routine will print a report of the converted information.
Updated 2018Dec10
This is a visual check to make sure the ACA default information is saved correctly.
Videos
Learn how to convert and verify ACA information (18m43s) (0m58s, verifying converted information)
Have you converted W-2s or 1099s?
Yes, I have converted W-2s or 1099s. Chances are good that you’ve already entered the Federal ID Number. You’re good to go.
No, I have not converted W-2s or 1099s. You need to enter your organization’s Federal ID Number in the field titled Federal ID Number. Click here for instructions.
Your organization’s Federal ID Number will print on Forms 1094/1095. If you need to file Forms 1094/1095 electronically, you will not be able to use the eFiling portal without entering a Federal ID Number in the Organization table.
Do this...
1. Open Connect Payroll > Government Reporting > Organization.
2. Click to select the Federal tab.
3. Click to select the field titled Federal ID Number and then enter your organization’s Federal ID Number.
The ACA forms will print your organization’s Federal ID Number. The ACA Reporting module will use the Federal ID Number that is saved in the Organization table.
The number of full-time equivalent employees that are employed by the organization will determine if IRS requires you to file electronically.
Remember, you may not have as many full-time equivalent employees as regular employees so you may not need to file ACA Forms 1094/1095 electronically even if you did file W-2s and 1099s electronically.
How many full-time equivalent employees do you have in your organization?
I have less than 250 full-time equivalent employees. You do not need to file electronically. If you filed W-2s electronically, you’ve probably already set up the necessary fields. You’re good to go.
I have more than 250 full-time equivalent employees. The IRS wants you to file electronically. You will need to complete this section to enter the electronic filing information.
Filing ACA electronically? You’ll need to enter the Federal ID Number because the online portal will not accept the electronic ACA file without it. You’ll also need a TCC (Transmitter Control Code) from the IRS.
Have your purchased the Electronic Filing module?
Yes, we purchased the Electronic Filing module. You’re good to go.
No, we have not purchased the Electronic Filing module AND we are filing electronically. Contact your Client Relationship Manager (CRM) at (800) 243-8275.
No, we do not need to file electronically. Make sure you have ordered Forms 1094/1095 from www.irs.gov. You’ll need enough to print one copy for each employee and one copy for the IRS.
Is this a different Electronic Filing module from the Electronic Filing module that I use for W-2 and 1099 Reporting? No, this is the same Electronic Filing module. If you have purchased the Electronic Filing module for W-2 and 1099 Reporting, you are ready to electronically file the ACA.
Do you have a Transmitter Control Code (TCC)?
Yes, we have a TCC to file ACA electronically. Remember, you cannot use the same TCC that you used to file W-2s and 1099s electronically to file ACA Forms 1094/1095 electronically. To file ACA in 2018, you will need a new TCC from the IRS.
No, we do not have a TCC to file ACA electronically. Go to www.irs.gov to apply for a TCC. Applying for a TCC usually takes about 30 days.
Do this...
1. Open Connect Payroll > Government Reporting > Organization.
2. Click to select the Federal tab.
3. Click to select the Electronic Filing subtab.
4. Fill in all of the fields on the Electronic Filing subtab.
If you need help, contact customer support for assistance at (800) 243-8275 or email us at support@caselle.com.
5. Click Save (CTRL+S).
The electronic filing information is saved.
Updated 2018Dec10
A Designated Governmental Entity (DGE) is a “person or persons that are part of or related to the Governmental Unit that is the ALE Member and that is appropriately designated for purposes of these reporting requirements” (www.irs.gov/pub/irs-pdf/i109495c.pdf).
Is your employer a Designated Governmental Entity?
Yes, my employer is a DGE. You’ll need to fill in the name, address, ID number, and contact information for person or entity that will function as the DGE.
No, my employer is NOT a DGE. You can skip the section titled Designated Government Entity on the ACA Organization form.
Do this...
1. Open Connect Payroll > Government Reporting > Organization.
2. Click to select the Federal tab.
3. Click to select the ACA subtab.
4. Verify the Contact Name and Contact Telephone.
5. Find the section titled Designated Government Entity.
6. Click to select the field titled Name. Enter the name of the government entity that will receive ACA reporting.
7. Click to select the field titled Identification Number. Enter the identification number for government entity.
8. Enter the address for the government entity in the Address, City, State, Country, and Zip fields.
9. Click to select the field titled Contact Name. Enter the name of the person at the government entity who will function as the ACA Contact.
Remember to select the Contact Name field in the section titled Designated Government Entity instead of the field titled Contact Name at the top of the form.
10. Click to select the field titled Contact Telephone. Enter the telephone number for the ACA contact at the government entity.
The designated government entity’s name, address, and contact information is recorded. The reports will print this information on the ACA reports that show the designated government entity’s information.
You will need to talk to your tax accountant to determine the appropriate checkbox to select for your organization.
Run Checkout ACA Employees to search the ACA data to make sure the required information is ready for ACA reporting.
Videos
Learn how to convert and verify ACA information (18m43s) (at time marker 1m42s, running Checkout ACA Employees)
Do this...
1. Open Connect Payroll > Government Reporting > Checkout ACA Employees.
2. Select 2018 as the Tax Year.
2018 Tax Year in Checkout ACA Employees
3. Set up the checkbox titled Verify Employee Has Origin of Policy.
You do not need to select this checkbox if your organization is self-insured or your organization does not use origin of policy.
4. Select the checkbox titled Offer of Coverage.
5. Set up the checkbox titled Verify Employee Has Safe Harbor Code.
Checkout will search for employees who have not been assigned to a Safe Harbor Code. You should not select this checkbox if your organization does not use a Safe Harbor Code.
6. Select the checkbox titled Verify Dependent Has Date of Birth or Social Security Number.
If your organization is self-insured, select this checkbox.
7. Set up the checkbox titled Verify Dependent Has Coverage.
If your organization is self-insured, select this checkbox.
8. Click GO (CTRL+G).
The Checkout ACA Employees Report prints. You’ll want to review the report to see if any errors were reported.
Did the Checkout ACA Employees Report list any errors?
Yes, the Checkout ACA Employees Report had errors. You’ll want to fix the errors in the ACA Employees table (Government Reporting > Organization > ACA Employees) before you continue. Make a note of the fixed items so you can update the employee’s information in the source application (Human Resources, Payroll, or Timekeeping)
No, the Checkout ACA Employees Report was error-free. You’re ready for the next step: Verify Employee Information to Check Status and Offer Coverage.
Updated 2018Dec10
Complete this section for all eligible employees. For each eligible employee, check the employee status and offer of coverage.
In this section...
How do I check the employee status?
How do I verify the offer of coverage?
How do I verify self-insured employees?
Videos
If the organization has been using the Position Type field in Payroll (Modify Existing Employees > Position tab) to record the employee position type, use the full time employee count on Forms 1094-B and 1094-C to show the correct offer of coverage. The Status field in Government Reporting is converted based on all of the active positions and the amount of time worked by the employee.
Do this...
1. Open Connect Payroll > Government Reporting > ACA Employees.
What if I can't open ACA Employees? Start by checking the Identification Number that's saved on the benefit for alpha characters. The a valid identification number includes numbers and symbols, not alpha characters. The benefit identification number is saved in Connect Human Resources > Organization > Benefits. After you change the identification number, reconvert the ACA year-end information and you should be able to open ACA Employees.
2. Click to select the Offer and Coverage tab.
3. Review the status for each month.
The Status column shows the selection for each month of the year.
Is the employee’s status full-time or part-time?
Yes, the employee’s status is full-time or part-time. Great!
No, the employee’s status is not full-time or part-time. Use the Status drop-down menu to change the employee’s status to full or part-time for each month.
4. Find the Covered checkbox.
For self-insured employers, where the employee was offered coverage but the employee waived coverage, Government Reporting can't tell the difference between an enrolled employee or an employee that waived coverage. For those employees who are self-insured and employes who have waived coverage, you need to deselect the Covered checkbox. Clearing the checkbox means the employee will receive a 1095 Form, but the employee will not be included in the list of employees with health coverage.
Is the employer self-insured or did the employee waive coverage?
Yes, the employee is self-insured. Click to select the month or months the employee was self-insured and clear the checkmark from Covered checkbox.
Yes, the employee waived coverage. Click to select the month or months the employee waived coverage and clear the checkmark from Covered checkbox.
No, the employer was not self-insured and the employee did not waive coverage. Verify the Covered checkbox is selected for each month the employee was insured by the organization.
What if I make changes to the employee position in Government Reporting? The changes that you make in the Government Reporting application will only be saved in Government Reporting. None of the changes that you make in Government Reporting will be saved in the Payroll application.
When you have checked the status on each employee, you’re ready to verify the Offer of Coverage.
Updated 15Dec2017
Check each employee to verify the employee has received an offer of coverage for each month of the reporting year that the employee was eligible to receive an offer of coverage.
Tip! This step is easier to complete if you wait until you run the last payroll. Running the last payroll will also fill in the health insurance information for the month of December.
Do this...
1. Open Connect Payroll > Government Reporting > ACA Employees.
2. Use the field titled ACA Employees to enter the employee name or number. Press Enter.
3. Click to select the Offer and Coverage tab.
4. Review the column titled Offer of Coverage.
You should find an Offer of Coverage code listed for each month.
Does each month show an Offer of Coverage code?
Yes, there’s an Offer of Coverage code listed for each month. You’re ready to review the Offer of Coverage codes for the next employee.
No, one or more of the months does not show an Offer of Coverage code. Click to select the month that is missing the Offer of Coverage code and then use the Offer of Coverage field on the Month subtab to select a code.
5. Repeat these steps to review the Offer and Coverage for each employee.
You have reviewed the Offer and Coverage for each employee. Each employee has an Offer of Coverage code recorded for each month of the reporting year.
Updated 15Dec2017
If the employee is self-insured, you’ll need to verify the dependent has coverage. Health insurance must be set up on the dependents.
After you verify and check the employees’ information in the ACA Employees table, you’re ready to print Forms 1094/1095. Form 1094 is the transmittal report that includes your organization’s information, contact information, and the number of forms. Form 1095 is the form that the organization is required to submit on the employee’s behalf to show proof of coverage.
How many employees are employed by your organization?
We employ 49 employees or less AND we are self-insured. Use Forms 1094/1095-B.
We employ 49 employees or less AND we are NOT self-insured. No filing is required.
We employ more than 50 employees AND we are self-insured. Use Forms 1094/1095-C.
We employ more than 50 employees AND we are NOT self-insured. Use Forms 1094/1095-C.
Preparation
You will need Forms 1094/1095 paper. You can obtain the preprinted forms from www.irs.gov.
Videos
Learn how to convert and verify ACA information (18m43s) (at time marker 4m14s, filing 1094/1095s by mail)
Print Forms 1094/1095 to plain paper to make sure the correct information will print in the right place on the form.
Do this...
1. Open Connect Payroll > Government Reporting > 1094/1095s.
2. Load plain paper in the printer.
3. Use the Title menu to select 1094/1095s - 1095-C and 1094-C [Caselle Master].
4. Use the Tax Year menu to select the reporting year.
5. Click to select the checkbox titled Mark This As the Authoritative Transmittal.
6. Click to select the Forms tab.
7. Use the 1094 Form menu to select the 1094 form that you’ll be printing.
8. Use the 1095 Form menu to select the 1095 form that you’ll be printing.
Remember... If
your organization does not want to print Form 1095, you can choose to
print the 1095 information to a Substitute 1095-C. The Substitute 1095-C
should NOT be submitted to the IRS, it is for the employer’s records.
You can also distribute the Substitute 1095-C to employees.
If you use the Substitute 1095-C instead of printing Form 1095-C, you are
required to provide the entire Substitute 1095-C, including the Instructions
for Recipient, to each employee.
9. Click to select the field titled Print [ _ } Forms per Record, and then enter the number 1.
10. Click to select the checkbox titled Spool Forms.
11. Click Print (CTRL+P).
The Print Forms dialog box displays.
12. Click Yes.
The Print Setup (Forms) dialog box displays.
13. Clear the checkbox titled Close Program After Printing and then click OK.
Forms 1094/1095 print to plain paper. The last page of the report prints the number of forms and total count of employees. Form 1094-C prints the total number of forms on line 18. It also prints the count of employees on line 20.
Updated 2018Dec10
Place the first printed page for the printed 1094 on top of actual Form 1094.
Do the fields on the printed page print in the right place on Form 1094?
Yes, the fields print in the right place. That’s great news. Move on to the next step.
No, the fields do not print in the right place. You may need to adjust the printer alignment and reprint a page of the 1094s. If you need assistance with printer alignment, contact Caselle support at (800) 228-9851.
Now, place the first page for the printed 1095 on top of the actual Form 1095. You do not need to answer the next question if you are using the Substitute 1095-C instead of Form 1095-C.
Do the fields on the printed page print in the right place on Form 1095?
Yes, the fields print in the right place. That’s great news. Move on to the next step.
No, the fields do not print in the right place. You may need to adjust the printer alignment and reprint a page of the 1095s. If you need assistance with printer alignment, contact Caselle support at (801) 243-8275.
Now that the information prints in the correct place on the form, you’re ready to print the 1094/1095 information to the actual Forms 1094/1095.
Do this...
1. Open Connect Payroll > Government Reporting > 1094/1095s.
2. Load Forms 1094/1095 in the printer.
3. Use the same settings that you used to print Forms 1094/1095 to plain paper.
4. Click Print (CTRL+P).
The employee information prints to Forms 1094/1095. The printed Forms 1094/1095 is the information that you will give to the employee.
This section will show you how to create an electronic file for ACA Reporting. Not all organizations need to submit an electronic file and not all organizations have the same number of employees and full-time equivalent employees.
Videos
Learn how to convert and verify ACA information (18m43s) (at time marker 6m45s, filing 1094/1095s electronically and fixing errors listed on the error log)
Filing ACA electronically and filing ACA corrections (4m13s).
How many employees are in your organization?
We have less than 250 full-time equivalent employees. You are not required to file electronically.
We have more than 250 full-time equivalent employees. You are required to file electronically.
Preparation
You will need a TCC (Transmitter Control Code) from the IRS. If you filed W-2s or 1099s electronically, you cannot use the same TCC that you used to file W-2s and 1099s. To apply for a TCC to file ACA electronically, go to www.irs.gov and log into the eServices site to fill out the TCC application form for ACA.
You will need a Federal ID number saved in the Organization table (Government Reporting).
You will need to set up the ACA electronic filing information in the Organization table (Government Reporting).
You will need to purchase and install the Electronic Filing module in Caselle. Contact your Client Relationship Manager (CRM) to purchase the Electronic Filing module at (800) 243-8275.
Do this...
1. Open Connect Payroll > Government Reporting > Create Electronic ACA File.
2. Use the Tax Year menu to select the ACA reporting year.
3. Use the Form menu to select the same form that you used to print Forms 1094/1095.
4. Use the field titled File Path to enter the destination directory.
The field titled File Name displays the file path and file name. Caselle uses the instructions from the IRS to create the file name for the ACA electronic file.
5. Use the field titled Transmitter Control Code to enter your organization’s Transmitter Control Code (TCC).
6. Use the Transmission Type menu to select Original.
7. Use the Print menu to select No Report.
8. Click GO (CTRL+G).
Caselle creates the electronic file for the selected ACA Form 1094/1095 in the destination file. Next, you’ll need to use the Affordable Care Act Information Returns site to upload the eFile to send to the IRS.
You have completed the ACA Checklist. You’re done!
Updated 2018Dec10
What if my ACA electronic file is rejected?
What if my ACA electronic file is accepted with errors?