Step 4: Set Up ACA Annual Reporting

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.

 

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Step 4: Set Up ACA Annual Reporting

Watch a video

Convert year-end ACA information

Set up 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?

Run ACA Checkout

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

Third, print Forms 1094/1095 to Forms 1094/1095

Create Electronic File

Related topics

Watch a video

 

Convert year-end ACA information

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

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

Set up ACA information

This is a visual check to make sure the ACA default information is saved correctly.

Videos

Have you converted W-2s or 1099s?

 

How do I enter the Federal ID Number?

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.

 

Do I need to file electronically?

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?

 

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?

 

 

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)?

 

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

Is your employer a Designated Governmental Entity (DGE)?

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?

 

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.

 

How do I choose the Certifications of Eligibility?

You will need to talk to your tax accountant to determine the appropriate checkbox to select for your organization.

 

Run ACA Checkout

Run Checkout ACA Employees to search the ACA data to make sure the required information is ready for ACA reporting.

Videos

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?

Updated 2018Dec10

Verify Employee Information to Check Status and Offer of Coverage

Complete this section for all eligible employees. For each eligible employee, check the employee status and offer of coverage.

In this section...

 

Videos

How do I check the employee status?

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?

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?

 

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

How do I verify the Offer of Coverage?

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?

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

How do I verify self-insured employees?

If the employee is self-insured, you’ll need to verify the dependent has coverage. Health insurance must be set up on the dependents.

 

Print Employee Forms 1094/1095

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?

Preparation

Videos

First, print Forms 1094/1095 to plain paper

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

Second, review the printed Forms 1094/1095

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?

 

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?

 

Third, print Forms 1094/1095 to Forms 1094/1095

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.

 

Create Electronic File

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

How many employees are in your organization?

 

Preparation

 

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

Related topics

What if my ACA electronic file is rejected?

What if my ACA electronic file is accepted with errors?