and Training October 29, 2015 Gary Gilmore Sr. Product Manager - PowerPoint PPT Presentation

Vista ACA Update and Training October 29, 2015

Gary Gilmore Sr. Product Manager – Vista Accounting gary.gilmore@viewpoint.com Mark Holcomb Neta George Product Owner – Vista Accounting Application Support – Vista Accounting mark.holcomb@viewpoint.com neta.george@viewpoint.com

SUBMITTING QUESTIONS • In the “Send to:” drop down select Neta (Host ) • Type questions in the text field • Click Send to submit your question • Questions will be answered at the end of the presentation

AGENDA • ACA General Info • Payroll & HR Setup • ACA Imports & Initialization • ACA Regulatory Reporting • Questions

ACA General Info

ACA GENERAL INFO DISCLAIMER Information and practices offered by Viewpoint regarding the use of Vista to meet ACA reporting requirements is based on our current understanding of IRS regulations and guidelines. This information should not be viewed as legal advice or opinion, and strongly encourage you to seek your own competent legal interpretation.

ACA GENERAL INFO HELPFUL LINKS US Dept. of Labor ACA - http://www.dol.gov/ebsa/healthreform/ IRS ACA Tax Provisions for Employers - https://www.irs.gov/Affordable-Care-Act/Employers IRS Instructions for 1094-C/1095-C - https://www.irs.gov/instructions/i109495c/ar01.html Vista Knowledge Base - https://viewpoint.rightanswers.com/portal/ss/index.jsp Viewpoint Learning Center – HR Training: http://learning.viewpoint.com/searchresults.aspx?q=HR%20Training&at=T&ty=ML.BASE.DV.SearchAnyWords Viewpoint Consulting Services - http://clearview.viewpoint.com/services/service-programs

ACA GENERAL INFO VISTA RELEASES Which Vista release is required to process and report ACA? • 6.11.0 (released 10/15) – HR/PR ACA history tracking, eligibility, and admin features – ACA Initialization – ACA 1095-C Import Template – HR ACA Eligibility Report • 6.10.# and 6.11.# (December 2015) – 1094-C/1095-C reporting and e-filing

ACA GENERAL INFO ACA COMPLIANCE Are you required to report under ACA? • Yes, if you qualify as an Applicable Large Employer (ALE) Do your benefits meet ACA requirements? • Minimum Essential Coverage (MEC) and Value/Affordability What data will you need to track for ACA? • Identify qualified ACA benefits and their cost • Employees eligible for coverage – status and weekly hours of service • Monthly offers of coverage to full-time employees • Monthly enrollment of covered employees and dependents (self-insured only)

ACA GENERAL INFO IRS REPORTING REQUIREMENTS If you qualify as an ALE in 2015, you must • Provide 1095-C to employees - January 31, 2016 • If paper filing, remit 1094-C and 1095-C copies to IRS – February 29, 2016 • If e-filing, remit file through IRS AIR program – March 31, 2016 All filers are encouraged to e-file, but required if 250 or more 1095-Cs. If e-filing, you must apply for TCC number (may take 2 to 4 weeks). Multi-employer/union plans and those offered by 3 rd party health coverage providers must issue 1095-B to all covered individuals.

Payroll & HR Setup

PAYROLL & HR SETUP ACA EMPLOYER DATA • Tracks company level ACA data by PR Company and Tax Year • Static information defaults from HQ Company • Monthly ALE Info can be initialized • ALE Group Members must be manually maintained Supports one 1094-C per PR Company and year

PAYROLL & HR SETUP ACA EMPLOYEE DATA • Tracks employee data by PR Company, Tax Year, and Employee # • Employees can be manually added, imported, or initialized • Info defaults from PR Employee • Part 2 allows you to quickly set Offer and Coverage values for all 12 months Used to print & file 1095-C for your employees

PAYROLL & HR SETUP EMPLOYEE MONTHLY OFFER OF COVERAGE • Tracks monthly offers of ACA coverage, employee share of cost, and safe harbor code • Can be manually entered, imported, or initialized from HR Only needed if not entering ‘All 12 Month’ values on Info tab Used to print and file 1095-C Part II

PAYROLL & HR SETUP COVERED INDIVIDUALS • Tracks monthly coverage for employee and dependents • Can be manually entered, imported, or initialized from HR Only needed if ACA coverage is self-insured Used to print and file 1095-C Part III

PAYROLL & HR SETUP PAYROLL EARNINGS • Identify all earnings used to track ‘hours of service’ for ACA Should include all hours eligible for pay Generally includes vacation and PTO Hours must be posted to measure ACA eligibility

PAYROLL & HR SETUP HR BENEFITS • Identify qualified ACA Health Plans • Minimum Essential Coverage (MEC) • Self-Insured Used for reporting and ACA initialization Check with your Health Coverage provider to determine MEC compliance

PAYROLL & HR SETUP HR BENEFIT OPTIONS • Define multiple options for each Benefit code • If Benefit is an ACA Health Plan, identify ACA Coverage option Used in ACA reporting and initialization ‘Self’ only coverage option used to establish lowest cost and affordability values

PAYROLL & HR SETUP HR ACA LOOK BACK GROUPS • Defines series of on-going ACA periods • Standard Measurement Period – Measure and qualify variable time employees for ACA • Administrative Period – Optional enrollment period Only needed if your offer of ACA coverage is dependent on close monitoring of hours • Stability Period – ACA coverage maintained throughout

PAYROLL & HR SETUP HR RESOURCE MASTER • Optional ACA values to identify – Employment Status – Look Back Group – Initial Measurement Periods ‘Initialize HR ACA Coverage Offer’ can be used to quickly generate ACA History for groups of employees Used in ACA reporting and 1095-C initialization

PAYROLL & HR SETUP HR RESOURCE ACA HISTORY • Track offers of ACA coverage and acceptance by HR Resource Date ranges and codes used by 1095-C initialization to populate Part II monthly values

PAYROLL & HR SETUP HR ACA ELIGIBILITY REPORT • Displays current ACA Employment Status, Measurement Period, and Average Hours per Week • Can be run for a range of HR Resources and Look Back Group Employees at or above 30 hour weekly threshold will be eligible for coverage during next stability period

PAYROLL & HR SETUP HR RESOURCE DEPENDENTS • Setup HR Resource Dependents • ACA requires DOB or SSN# Used in 1095-C initialization - only required if ACA coverage is self-insured

PAYROLL & HR SETUP HR RESOURCE BENEFITS & HISTORY • Assign ACA Benefits to HR Resource and Dependents • Tracks ACA Coverage History for employee and dependents Used in 1095-C initialization - only required if ACA coverage is self-insured

ACA Imports & Initialization

ACA IMPORTS & INITIALIZATION IM TEMPLATES • Import templates available for employee and dependent 1095-C data – PR1095Header – PR1095MonthCoverage – PR1095Covered • Must be processed in order See Clearview Knowledge Base for more info

ACA IMPORTS & INITIALIZATION ACA INITIALIZATION • Accessed from PR ACA Process > Tasks • Initializes ACA data from Payroll or HR • Full time based on monthly payroll hours ‘Overwrite Existing Data’ clears and replaces all data. If not checked process only adds new entries Include HR Resource Dependents and initialize all employees if ACA coverage is self-insured 1095- C ‘All 12 Months’ values used when HR ACA History unavailable

ACA Regulatory Reporting

ACA REGULATORY REPORTING ACA 1094-C/1095-C PRINT • Accessed from PR ACA Process > Tasks • Option to print original or corrected 1094-C & 1095-C forms Will be included with 2015 year-end release for Vista 6.10 and 6.11 Blank 1095-C forms w/envelopes available from Viewpoint Business Forms

ACA REGULATORY REPORTING ACA IRS 1094-C FORM • One 1094-C per PR Company and Tax Year • Serves as transmittal for 1095-Cs • Info pulled from annual PR ACA data Printed if paper filing on or before February 29 th 2016

ACA REGULATORY REPORTING ACA IRS 1095-C FORM • One 1095-C per full time employee • Print for all employees if ACA coverage is self-insured Provide to employees on or before January 31 st 2016 If paper filing, send printed copies to the IRS on or before February 29 th 2016

ACA REGULATORY REPORTING ACA ELECTRONIC FILING • Accessed from PR ACA Process > Tasks • Required if 250 or more 1095-Cs • Tracks e-file transmission history • Supports original and corrected filings Will be included with 2015 year-end release for Vista 6.10 and 6.11 Register for Transmitter Control Code (TCC) and complete communication test prior to filing – ACA Info Return (AIR) program

ACA PAYROLL CHECKLIST PAYROLL SETUP PR Earn Codes PR ACA Process – Employee tab (cont.)  Flag ACA hours  Complete Employee data w/in grid row  or double click to open PR ACA 1095-C PR ACA Process Employee form  Enter tax year to add ALE Member info (1094-C header) PR ACA 1095-C Employee  Complete ALE Monthly Member Info  Complete remaining data on Info tab  Complete ALE Group Members - if applicable  Complete Monthly Offer of Coverage tab  or import using PR1095MonthCoverage  Complete Covered Individuals tab (self-insured PR ACA Process - Employee tab  Enter Employee # to add only)  or Import using PR1095Header template  or import using PR1095Covered  or Initialize Employees (Tasks)