Steps to Add an EmployeeNote: The Dependents screen is only available in the Employee File if the school district has the Human Resources module; however, dependents (and dependent coverage dates, if applicable) can also be entered on the ACA 1095s screen for organizations that self-insure. If the dependent information is changed in one place, the changes are reflected in the other place as well.
From within the Employee File, click the Dependents tab.
To add a dependent to the employee, complete the Dependents and ACA Coverage Dates section by entering the following:
In the blank line (indicated with an asterisk) at the bottom of the Dependents and ACA Coverage Dates List, enter the first name for the dependent in the First Name field. The first name can be up to 30 characters long.
Enter the middle name or the middle initial for the dependent in the Middle Name field, if desired. The middle name can be up to 30 characters long.
Enter the last name for the dependent in the Last Name field. The last name can be up to 40 characters long.
If applicable, enter the suffix (such as Jr. or Sr.) for the dependent in the Suffix field, or click the down-arrow button to select the correct one.
If desired, enter the relationship between the employee and the dependent (such as Child, Daughter, Husband, Son, or Wife) in the Relationship field, or click the down-arrow button to select the correct one.
If desired, in the Gender field, enter the sex (Female or Male) of the dependent, or click the down-arrow button to select the correct one.
If desired, enter the dependent’s social security number in the Federal ID field. The system will automatically add the dashes.
Note: The Federal ID field may not appear or may be locked if your user rights to the Federal ID field were overridden within the User Security option to have no access or read only access.
If desired, enter the dependent’s date of birth in the Birth Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If the dependent is a full-time student, select the Student field. A checkmark will appear in the box if the field is selected.
If the benefits for the dependent do not ever expire, select the Benefits Never Expire field. A checkmark will appear in the box if the field is selected.
The age (in years) of the dependent is automatically calculated and displayed in the Age field. The age is calculated based on the current date of the computer, and cannot be changed.
If needed, click the plus sign (+) in the box to the left of the dependent's name to expand the record; then complete the ACA coverage dates for the dependent by entering the applicable dates in the blank line (indicated with an asterisk) at the bottom of the list.
Note: A new line (row) does not have to be entered for each year in which the individual is covered. If applicable, edit an existing line (row) that had been entered for a prior reporting year if an individual’s coverage ended this year by completing the ACA Withdrawal Date field.
Tip: The dates entered in the Dependents and ACA Coverage Dates List will determine the months selected for the calendar year for the dependents on Part III in columns (d) or (e) on the 1095-C forms (for large employers) or on Part IV in columns (d) or (e) on the 1095-B forms (for small employers). If this is the first year issuing the 1095 forms from within the School Accounting System, enter the dates as pertaining to only the current calendar year being reported and do not worry about entering the actual enrollment date from a prior year (for example, if the dependent is enrolled in the health insurance plan under the employee and has been enrolled for a long period of time, enter 01/01/yyyy for the current calendar year being reported in the ACA Enrollment Date field and then leave the ACA Withdrawal Date field blank).
In the ACA Enrollment Date field (column), enter the date in which the dependent enrolled in the health coverage. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
In the ACA Withdrawal Date field (column), enter the date in which the dependent withdrew from the health coverage, if applicable. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
Tip: The ACA Withdrawal Date field should only be completed if the dependent's coverage ended at a particular point; otherwise, leave the ACA Withdrawal Date field blank if the dependent is still enrolled in the health coverage and will continue to be covered going into the next year.
Click the Save button.
Tip: If needed, to remove a dependent, click the Delete button to the left of the desired record; when prompted, click Yes to delete the record. If needed, to remove a line of ACA coverage dates, click the Delete button to the left of the desired record; when prompted, click Yes to delete the record.
All the benefits for which the employee has listed on the Benefits tab (screen) appear in the Dependent Benefits section (if needed, change the filters to modify the benefits displayed here). If desired, complete the Dependent Benefits section to track the benefits of the employee for which the dependent is enrolled (covered). For each benefit for which the dependent is enrolled, complete the following:
Select the box for the Active field to stipulate the dependent is enrolled in the benefit. A checkmark will appear in the box if the field is selected.
The Benefit Description, Benefit Level Description, Dependent Age Limit, Student Age Limit, Enrollment Date, and Withdrawal Date fields appear for the benefit showing the information as defined in the Benefits File or on the Benefits screen (tab) in the Employee File for this employee. The information cannot be changed on this screen.
Note: The Dependent Age Limit and Student Age Limit fields are displayed for informational purposes only, as the system does not prevent a benefit from being selected for a dependent even if the dependent is beyond the maximum age shown here, or if the dependent is not a student (for the Student Age Limit field only). However, the system does calculate when a benefit will expire for a dependent (calculates the Dependent Benefit Expiration Date) based on their age, whether or not they are a student, whether or not the benefits expire for the dependent, and the age limits set for the benefit for these two fields; the Dependent Benefit Expiration Date is found within the Select Email Criteria option and available on the Dependent Benefit Expiration Date Report.
If desired, enter the date the dependent enrolled in the benefit, or the date the benefit enrollment became effective for the dependent, in the Dependent Enrollment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date the dependent withdrew from enrollment of the benefit, or the date the benefit coverage ended for the dependent, in the Dependent Withdrawal Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Click the Save button.
If applicable, repeat Steps 2-3 until all the dependents have been added for the specified employee.
Continue adding the remaining information for the employee if needed.