Steps
to Adjust ACA Employee Offer of CoverageNote: If desired, utilize the Adjust ACA Employee Offer of Coverage option to quickly complete or edit the data in the Employee Offer of Coverage List on this screen for a group of employees, or copy the data entered for a prior calendar year for a group of employees. Also, if applicable, the information for the coverage dates of the employees (in the Employee ACA Coverage Dates List), along with the information for the covered dependents (in the Dependents and ACA Coverage Dates List), can be imported using a file obtained from your third-party administrator.
Steps
to Adjust ACA Employee Offer of Coverage
Steps to Import ACA 1095s Covered
Individuals
From within the Employee File, click the ACA 1095s tab.
In the Calendar Year field, enter the 4-digit calendar year for which to enter the ACA information; initially, the most recent year defined within the Affordable Care Act (ACA) Reporting Setup option appears by default but can be changed. Use the yyyy format. If desired, click the down-arrow button to select the desired year or press the Ctrl+F keys to access the search feature. Only the calendar years defined within the Affordable Care Act (ACA) Reporting Setup option can be entered into this field.
For large employers, complete the Employee Offer of Coverage List with the appropriate information to report on the 1095-C form for the employee. The Employee Offer of Coverage List is only enabled if the specified 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.
In the 14: Offer of Coverage field (column) for each month, enter the applicable 2-character code to report for the month on Line 14 of the 1095-C form for the employee, or click the down-arrow button to select the correct one. If the same code applies to all 12 months of the calendar year for the employee, enter the code in the All 12 Months field (row) instead. For the current year, the codes that can be entered in Box 14 are 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, 1S, 1T, or 1U. For details on completing Line 14 on the 1095-C form, including the descriptions and explanations of the codes, refer to the IRS instructions at: https://www.irs.gov/pub/irs-pdf/i109495c.pdf.
Only if code 1B, 1C, 1D, 1E, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1T, or 1U is entered in Line 14 (the 14: Offer of Coverage field) for the month or in the All 12 Months field, the 15: Employee Required Contribution field (column) is enabled. Enter the appropriate amount to report for the month on Line 15 of the 1095-C form for the employee in the 15: Employee Required Contribution field (column). If the same amount applies to all 12 months of the calendar year for the employee, enter the amount in the All 12 Months field (row) instead. The amount can be up to 14 digits long (including the decimal point if applicable) and will be rounded to 2 decimal places. Enter 0.00 in the field if there is no amount to report for the month; do not leave the field blank. For details on completing Line 15 on the 1095-C form, refer to the IRS instructions at: https://www.irs.gov/pub/irs-pdf/i109495c.pdf.
In the 16: Section 4980H Safe Harbor and Other Relief field (column), enter the applicable 2-character code, if any, to report for the month on Line 16 of the 1095-C form for the employee, or click the down-arrow button to select the correct one. If the same code applies to all 12 months of the calendar year for the employee, enter the code in the All 12 Months field (row) instead. For the current year, the codes that can be entered in Box 16 are 2A, 2B, 2C, 2D, 2E, 2F, 2G, or 2H. For details on completing Line 16 on the 1095-C form, including the descriptions and explanations of the codes, refer to the IRS instructions at: https://www.irs.gov/pub/irs-pdf/i109495c.pdf.
Only if code 1L, 1M, 1N, 1O, 1P, 1Q, 1T, or 1U is entered in Line 14 (the 14: Offer of Coverage field) for the month or in the All 12 Months field, the 17: Zip Code field (column) is enabled. In the 17: Zip Code field (column), enter the appropriate zip code to report for the month for the employee. If the same zip code applies to all 12 months of the calendar year for the employee, enter the zip code in the All 12 Months field (row) instead. The zip code should be for the employee's residence if code 1L, 1M, 1N, or 1T was entered in Line 14, or for the employee's primary site of employment if code 1O, 1P, 1Q, or 1U was entered in Line 14. Depending on which code is in Line 14 for the employee, the appropriate zip code from either the Name and Address screen of the Employee File or the System File will appear by default, but can be changed if needed. If a zip code is manually entered into the field, the system will automatically add the dash if 9 digits are entered, using the format of ##### - ####.
Click the Save button.
For organizations that self-insure, if the employee is enrolled in the health insurance plan offered by your organization, complete the Employee ACA Coverage Dates List by entering the applicable dates in the blank line (indicated with an asterisk) at the bottom of the list. The Employee ACA Coverage Dates List is only enabled if the specified calendar year is defined within the Affordable Care Act (ACA) Reporting Setup option with Self-insured (Fully Self-funded) specified in the Plan Type field.
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. If needed, to remove a line of dates, click the Delete button to the left of the desired record; when prompted, click Yes to delete the record.
Tip: The dates entered in the Employee ACA Coverage Dates List will determine the months selected for the calendar year for the employee 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 employee is an ongoing employee who has been enrolled in the health insurance plan for a long period of time and is still enrolled, 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 employee 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 employee 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 individual’s coverage ended at a particular point; otherwise, leave the ACA Withdrawal Date field blank if the individual is still enrolled in the health coverage and will continue to be covered going into the next year.
Click the Save button.
For organizations that self-insure, complete the Dependents and ACA Coverage Dates List with the dependents that are enrolled under the employee in the health insurance plan (or if applicable, separately from the employee, which is not typical). The Dependents and ACA Coverage Dates List is only enabled if the specified calendar year is defined within the Affordable Care Act (ACA) Reporting Setup option with Self-insured (Fully Self-funded) specified in the Plan Type field. For each dependent enrolled in the health coverage, add the individual by completing the blank line (indicated with an asterisk) at the bottom of the Dependents and ACA Coverage Dates List.
Note: If your organization has licensed the Human Resources module, the dependents entered on the Dependents tab will appear here, and if the information is changed in one place, the changes are reflected in the other place as well. 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.
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.
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.
Tip: For purposes of the 1095 forms, the birth date is only utilized if the Federal ID field is blank.
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. If needed, to remove a line of dates, click the Delete button to the left of the desired record; when prompted, click Yes to delete the record.
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.
If applicable, repeat Step 5 until all the dependents and coverage dates have been entered.
Continue adding the remaining information for the employee if needed.