Note: The Adjust ACA Employee Offer of Coverage option can only be utilized if a calendar year is defined within the Affordable Care Act (ACA) Reporting Setup option with the Large Employer (or Small Employer Treated as Large) field selected.
From the Payroll or Human Resources screen, select the Maintenance menu and then Employees.
Note: If desired, to access the Employee File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Employees.
Select the Options menu and then Adjust ACA Employee Offer of Coverage.
At the Adjust ACA Employee Offer of Coverage screen, enter the calendar year for which to adjust the data in the Calendar Year field. Use the yyyy format or click the down-arrow button to select the desired year. Only the calendar years defined within the Affordable Care Act (ACA) Reporting Setup option with the Large Employer (or Small Employer Treated as Large) field selected can be entered into this field.
Enter the field within the Employee Offer of Coverage List on the ACA 1095s screen to complete or edit in the Line to Adjust field, or click the down-arrow button to select the correct one. To adjust the code to print in Line 14 of the 1095-C form, enter 14: Offer of Coverage. To adjust the amount to print in Line 15 of the 1095-C form, enter 15: Employee Required Contribution. To adjust the code to print in Line 16 of the 1095-C form, enter 16: Section 4980H Safe Harbor and Other Relief.
If applicable, select the Copy Previous Year field to copy the data in the selected field as entered in the Employee File from the prior calendar year for the employees. A checkmark will appear in the box if the field is selected.
Note: The Copy Previous Year field will only be enabled if there is a calendar year defined with the Large Employer (or Small Employer Treated as Large) field selected within the Affordable Care Act (ACA) Reporting Setup option that is prior to year currently selected.
If 15: Employee Required Contribution is specified in the Line to Adjust field, the 14: Offer of Coverage Codes List is enabled. In the 14: Offer of Coverage Codes List, select the Line 14 code(s) for which to adjust the amounts by clicking the box for the Selected column to the left of the desired record(s); then only the employees with the selected Line 14 code(s) are able to have the Line 15 amounts adjusted. A checkmark will appear in the box if a code is selected. At least one code must be selected.
To adjust only the employees who have a particular deduction set up on the Deductions screen in the Employee File, select the Adjust by Deduction field. A checkmark will appear in the box if the field is selected.
Note: This field is disabled if the Copy Previous Year field is selected.
If the Adjust by Deduction field is selected, the Deduction ID field is enabled. In the Deduction ID field, enter the ID for which deduction the employees must have in order to be adjusted. If the ID is not known, click the down-arrow button to select the correct one.
In the Employee Offer of Coverage List, select the month to adjust and then enter the code or amount for which to enter into the specified field in the Employee File for that month, or click the down-arrow button to select the correct one, if applicable. If the same code or amount applies to all 12 months of the calendar year for the employee, select the All 12 Months record instead and then enter the code or amount in the All 12 Months row. A checkmark will appear in the box if a month (or All 12 Months) is selected. If adjusting the amount for Line 15, the amount entered here can be up to 14 digits long (including the decimal point if applicable) and will be rounded to 2 decimal places; if there is no amount to report for the month, enter 0.00 in the field.
Tip: To clear out a code or amount in the specified field in the Employee File for a month (or All 12 Months), select the month (or All 12 Months) and then leave the field blank. If adjusting to clear out Line 14, the amounts in Line 15 will automatically also be cleared for the selected employees.
Note: The Employee Offer of Coverage List is disabled if the Copy Previous Year field is selected.
Click the Display button to select the employees for which to adjust the data.
The employees that can be adjusted appear in the Employee Selection List on the bottom of the screen. The information currently entered into the applicable fields on the ACA 1095s screen in the Employee File appear for each employee. Specify the employees for which to adjust by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Note: If the Adjust by Deduction field is selected, only the employees with the specified deduction appear here. If 14: Offer of Coverage is specified in the Line to Adjust field (and the Adjust by Deduction field is not selected), all employees appear here. If 15: Employee Required Contribution is specified in the Line to Adjust field (and the Adjust by Deduction field is not selected), only the employees with the selected Line 14 codes appear here. If 16: Section 4980H Safe Harbor and Other Relief is specified in the Line to Adjust field (and the Adjust by Deduction field is not selected), only the employees that have Line 14 or Line 16 completed (for any month) appear here.
Click the Execute button.
Note: If Line 14 was adjusted and code 1L, 1M, 1N, or 1T was entered in the line for the selected employees, the corresponding 17: Zip Code field (column) on the ACA 1095s screen in the Employee File will automatically be updated with the zip code from the Name and Address screen; or if Line 14 was adjusted and code 1O, 1P, 1Q, or 1U was entered in the line for the selected employees, the corresponding 17: Zip Code field (column) on the ACA 1095s screen in the Employee File will automatically be updated with the zip code from the System File. If the Copy Previous Year field was selected for the adjustment, the zip codes entered in the 17: Zip Code field (column) on the ACA 1095s screen in the Employee File will also be copied to the new year for the selected employees.
A message will appear in the status bar at the bottom of the screen once the option is complete.