ACA Employer Maintenance (Setup Employer Option)

Calculate Full-Time Employee Count

Select to calculate the full-time employee (FTE) count. This calculation requires accurate ACA Hours Tracking table records. It also requires the Pay Groups section of the Pay Information tab, and Tax Year and Calculation Date fields in the Employer tab to determine which records to process and calendar month fields update.

This Action Bar item is available based on the following conditions:

• The Authoritative Transmittal field is selected

• The 98% Offer Method is not selected.

The calculation performs as follows:

The program checks hours worked by each employee per month. If an employee worked more than 130 in a month, one is added to the FTE Count. Worked hours less than 130 in a month are added to a total of hours worked. Each sum of hours worked per month is divided by 120. That result is added as FTE count. This is added to the already counted FTEs to collect as that month's Full-Time Employee Count in the Monthly Information tab.

Manual edits to the Total Full-Time Employee Count fields will be overwritten by this program calculation.

Calculate Total Employee Count

Select to calculate the total employee count. This updates the Total Employee Count column in the Monthly Information tab with the number of checks processed in a given month. This calculation requires accurate pay run numbers containing checks that include the 12th of each month in the months' pay run fields on the Employer Record's Pay Information tab. Check history records must also be accurate and not voided.

This Action Bar item is available based on the following conditions:

• The Authoritative Transmittal field selected.

The calculation performs as follows:

The program reviews records and counts accurate matches. These totals will fill the Total Employee Count month fields in the Monthly Information tab.

Manual edits to the Total Employee Count fields will be overwritten by this program calculation.

Tax Year

The calendar year for the 1095 information being submitted. The tax year and control number combine to identify a work file. Required.

Control Number

Code uniquely identifying a work file for the selected tax year. Required. Character/8

Calculation Method

Determines the calculation method to be used.

Select:

• Use Check History - Activates the Check History Date field. Refer to the field below.

• Use Deduction Benefits Date - This calculation method uses the employee's deduction record to create the 1095 record. This will deactivate the Check History Date field.

Check History Date

Indicates the check history date to be used when creating the work file. Required.

Select:

• C - Check Date

• S - Pay Start Date

• E - Pay End Date

Self Insured

Select this checkbox to indicate your organization is self-insured. If your organization's healthcare provider is providing the information for the 1095-B for covered individuals and your organization is just reporting on offers to employees, clear this box. This will default to selected. If this box is blank, printed 1095 records will not display covered individuals.

1095-B

Select this checkbox to indicate your organization is eligible for 1095-B status. Eligible organizations have fewer than 50 employees. This is

Use Benefits Module

Indicates whether the 1095 record should be created from the Employee Benefits System information. If your organization does not have the Employee Benefits system configured, this field does not display.

Employer Name

Name of your organization. This defaults from your organization's W2 Employer record and can be changed as needed. Required.

Federal ID Number

Employer Identification Number (EIN) assigned by the IRS. Use a dash to separate the first two digits from the remaining digits: for example, 99-9999999. This defaults from your organization's W2 Employer record and can be changed as needed. Required.

Street Address

Street address for your organization. This defaults from your organization's W2 Employer record and can be changed as needed. Required.

Street Address 2

Additional, specified street address for your organization. This includes apartment, suite, or building numbers.

City

City name for your organization's address. This defaults from your organization's W2 Employer record and can be changed as needed. Required.

State

State for your organization's address. This defaults from your organization's W2 Employer record and can be changed as needed. Required.

Country

Country for your organization's address. This defaults from your organization's W2 Employer record and can be changed as needed. Required.

Zip Code

Zip code for your organization's address. This defaults from your organization's W2 Employer record and can be changed as needed. Required.

Contact Name

Name of the primary contact for your organization for 1095 filing. Required by the IRS.

Phone

Phone number for the primary contact for your organization. Required by the IRS.

Authoritative Transmittal

Select this checkbox to indicate this work file is the transmittal that the IRS should consider including all information for your organization.

Member of Aggregated ALE Group

Select this checkbox to indicate your organization is a member of an Applicable Large Employer Group. If your organization and other organizations are offering coverage together, or you are part of a consortium, select this box. If you are a member of a consortium, you will also need to fill in the Aggregated ALE tab of the Employer record. Access the tab to report up to the 30 largest members of your group, including yourself.

Certifications of Eligibility

Select the checkboxes that apply to your organization regarding the 1095 record. These definitions are according to IRS documentation as of September 15, 2015, and your organization should check the most recent IRS documentation at www.irs.gov.

• A. Qualifying Offer Method - Select this checkbox if the employer is eligible to use and is using the Qualifying Offer Method to report the information on Form 1095 for one or more full-time employees. To be eligible to use the Qualifying Offer Method, the employer must certify that they made a Qualifying Offer to one or more of its full-time employees for all months during the year in which the employee was a full-time employee. Shared employer responsibility must be applicable for the employee. All qualified employees must have a code of 1A, or 1F-1I for this to apply.

• B. Reserved - No longer in use.

• C. Section 4980H Transition Relief - For a description of the relief, including which employers are eligible for the relief, refer to IRS documentation regarding Instructions for Forms 1094 and 1095. Select this checkbox if the employer is eligible for section 4980H Transition Relief under either:

  • 1. 2015 Section 4980H Transition Relief for ALEs with Fewer Than 100 Full-Time Employees, Including Full-Time Equivalent Employees (50-99 Transition Relief)

  • 2. 2015 Transition Relief for Calculation of Assessable Payments Under Section 4980H(a) for ALEs with 100 or More Full-Time Employees, Including Full-Time Equivalent Employees (100 or More Transition Relief) apply.

• D. 98% Offer Method - Select this checkbox if the employer is eligible for and is using the 98% Offer Method. To be eligible to use the 98% Offer Method, an employer must certify that it offered, for all months of the calendar year, affordable health coverage providing minimum value to at least 98% of its employees for whom it is filing a Form 1095 employee statement, and offered minimum essential coverage to those employee's dependents. The employer is not required to identify which of the employees for whom it is filing were full-time employees, but the employer is still required to file Forms 1095 on behalf of all of its full-time employees. (For this purpose, the health coverage is affordable if the employer meets one of the section 4980H affordability safe harbors.) If the employer is using this method, they do not need to provide the Full Time Employee Count.

DGE Name

Name of the Designated Government Entity (DGE) to which your organization belongs.

Federal ID Number

Employer Identification Number (EIN) assigned by the IRS for the DGE. Use a dash to separate the first two digits from the remaining digits: for example, 99-9999999.

Street Address

Street address for the DGE to which your organization belongs.

City

City for the address of the DGE.

State

State for the address of the DGE.

Country

Country for the address of the DGE.

Zip Code

Zip code for the address of the DGE.

Contact Name

Name of the primary contact for the DGE.

Phone

Phone number for the primary contact person for the DGE.

MEC Offer Indicator

Indicates that the employer offered minimum essential coverage to at least 95% of its full-time employees and their dependents for the months indicated, or the calendar year if the All 12 Months checkbox is selected.

Full-Time Employee Count

The number of full-time employees for your organization. This checkbox is not required if the 98% Offer Method checkbox on the Employer tab is selected.

Total Employee Count

The total number of employees, including full-time employees and non-full-time employees and employees in a Limited Non-Assessment Period, for each calendar month.

Aggregated Group

Select this checkbox to indicate your organization is a member of an Aggregated Applicable Large Employer Group. If this checkbox is selected for any month of the calendar year, you must fill in the Aggregated ALE Group tab. Refer to the description of the Aggregated ALE Group tab for more information.

Section 4980H Transition Relief

Drop-down list indicating the employer is eligible for Section 4980H Transition Relief for the selected months.

Select:

• A - 50 to 99 Relief

• B - 100 or More Relief

These codes are determined by the IRS. For detailed descriptions of the relief, including which employers are eligible for the relief status, refer to IRS documentation regarding Instructions for Forms 1094 and 1095 (www.irs.gov).

These drop-down lists are inactive.

Name of Other ALE Member

Name of the member organization for your Applicable Large Employer Group.

EIN

Employer identification number for the group member.