ACA 1095 Reporting - PRO-WARE, LLC · as an .xls or .xlsx file type before importing into ACA 1095...

Importing Data

Importing Data - Overview

The Import Data option is located in the File menu.

The import option provides an alternative method of data input for your employees,

employee's dependents, and employers (if entering data for multi-employer plans using

the multi-user version). If using the Excel templates that are provided as downloads from

our website, the employee and dependent coverage information can also be imported

into ACA 1095 Reporting. ACA 1095 Reporting's import option supports Microsoft Excel

files with extensions of .xls (Excel version 1997 - 2003) and .xlsx (Excel version 2003

and above). If your file has an extension of .csv (comma separated values) or another of

the formats supported by MS Excel, you may have to open the file in Excel and save it

as an .xls or .xlsx file type before importing into ACA 1095 Reporting.

The import option allows you to import from 5 different source files.

1. The 1095-C Excel spreadsheet template that Pro-Ware provides as a download from

our website.

2. The 1095-B Excel spreadsheet template that we provided as a download from our

website.

3. An Excel spreadsheet that contains your employee's information only - one row for

each employee.

4. An Excel spreadsheet that contains your employee's dependents information only -

one row for each dependent.

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5. An Excel spreadsheet that contains the employer's information (if the employees are

under a multi-employer plan).

Note: The employer import option is only available in the ACA 1095 Reporting

Multiemployer version).

The templates for the 1095-C and 1095-B can be found on Pro-Ware's ACA product

page - http://www.proware-cpa.com/aca-features.html

If you selected 1095-C in the Client Information ( Report / Defaults Options section ),

then you will ONLY be able to select the 1095-C Excel template option. Likewise, if you

selected 1095-B in the Client Information, then you will ONLY be able to select the

1095-B Excel template option.

If you will be importing from the Excel templates provided by Pro-Ware, you must ensure

that you did not modify any of the existing columns or formatting that exist in the original

spreadsheet. You can add additional dependents columns at the end of the spreadsheet

if you had more than 15 dependents for any employees, but this should be done by

copying the fields for the 16th dependent (and any subsequent dependents) to allow for

additional dependents. If you change any of the formatting or add or delete or move any

other columns, the import will not work properly.

If you will be importing employee or dependent information from then you should have

one employee per row in the file containing your employee data. There should be one

dependent per row in your dependent file. You will need to have an Employee ID for

each employee and that Employee ID must also be included for each of his dependents.

In this way, the dependent data can be linked to the correct employee. If you do not

have an employee ID, you can use the social security number as a linking field.

Each of these will be descibed in the following sections.

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http://www.proware-cpa.com/aca-features.html

Importing from 1095-C Excel spreadsheet

If you entered data in the 1095-C Excel spreadsheet template and you do not have more

than 15 dependents for any employee, then mark this as the souce file and click the

Import button. You will then need to select the Excel file and the importing will proceed.

If you have more than 15 dependents for any employees, you will need to change the

maximum number of dependents field on the Import options screen.

The options to delete all of the existing employee and dependent data in the current file

can be selected. There is also an option to delete employee and dependent data from

the previous import that was performed. This can be useful if you are importing

employee data in batches.

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Importing from 1095-B Excel spreadsheet

If you entered data in the 1095-C Excel spreadsheet template and you do not have more

than 15 dependents for any employees, then mark this as the source file and click the

Import button. You will then need to select the Excel file and the importing will proceed.

If you have more than 15 dependents for any employees, you will need to change the

maximum number of dependents field on the Import options screen.

The options to delete all of the existing employee and dependent data in the current file

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can be selected. There is also an option to delete employee and dependent data from

the previous import that was performed. This can be useful if you are importing

employee data in batches.

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Importing Employees - 1 of 4

If you have your employee information in an Excel file and want to import it, then select

"Employee Information" as the source file.

When you select this option, depending on the Form type selected in the Client

Information screen (1095-B or 1095-C), you can also have offer of coverage codes for

the 1095-C or origin of policy codes for the 1095-B automatically assigned to your

employees during the import process. In the case of the coding for the 1095-C, you may

have to change the codes for the employees that had different offers of coverage for all

or part of the year. You may also need to change the months of coverage for employees

that were not covered for the entire year.

You may also elect to update the information for employees currently in the file by

checking the appropriate box. Additionally, you can elect to delete all employees

currently in the file or those that were imported during the previous import if importing

employees in batches.

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Before you can import your employee information, you will need to map the columns in

your Excel spreadsheet to the fields in the ACA 1095 Reporting database. This is done

by clicking the Map Fields button on the Import screen. The following screen is used to

map your columns in your Excel spreadsheet.

On the mapping fields screen, there is a list of the database fields that you can import

data into. Some of these are marked required and you MUST specify a column for these

fields.

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You can also enter default values for City, State, and Country and the default values will

be assigned to all employees.


After mapping the columns from your Excel spreadsheet, you can verify that you have

the correct columns assigned to each field by clicking the "Check Field Mapping" button.

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When you do this, you will need to select your Excel file and it will display the data on

the right side of the screen under "Field Contents" that it finds in those columns. You can

use the buttons at the top right of the screen to skip through each row in your

spreadsheet to verify the field mapping for the employee data contained in the

spreadsheet.

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Note that there is also an option to enter the number of Heading Rows (labels) to skip

that are in your Excel spreadsheet. If you enter 2, for example, the first 2 rows will not be

imported. Do not count rows that are blank as heading rows since these will be skipped

automatically if they are at the top of your spreadsheet.

When you have mapped your fields and selected your defaults, just click the Import

button to select the Excel file that contains your employee data.

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Importing Dependents - 1 of 2

Importing dependent data is very similiar to importing employees. You can change the

default covered months that will be assigned to dependents during the import by using

the options at the bottom of the Import screen.

You can elect to delete all employees currently in the file or those that were imported

during the previous import if importing employees in batches.

Click the Map Fields button to map your Excel columns to the fields in the ACA 1095

Reporting database.

After mapping your fields, click the Import button to select the Excel file containing your

dependent data.

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Importing Dependents - 2 of 2

You must map your Excel columns to the ACA data fields in order for the dependent

information to be added to your file properly.

NOTE - The only important thing to understand is that there MUST be a way to link the

dependents data with the employee and this is done by the Employee ID. The

employee ID entered for the employee must be also entered for each dependent row in

your spreadsheet.

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What to do after importing your data?

After importing your data, you will probably need to edit some of your employees that

may have started, changed or had their coverage terminated during the year. This can

be changed on the Employees screen. To make it easier to modify employee and or

dependent coverage information, some features have been added to the edot screen for

the employees. In the example that follows, we are going to change the coverage

information for a number of employees that had their coverage terminated.

Step 1 would be to make sure that the End Date is displayed in the grid on the

Employees screen. This is done by going to the Preferences screen, Employee Listing,

and ensuring that the End Date field is checked.

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Changing Coverage Information

Next, go to the Employee screen and click on the End Date heading to sort the

employee information by End Date in descending order (arrow pointed down). The

employee screen below shows the additional options available when you highlight

multiple employees. In the example below 2 employees have been selected that had

coverage terminated on 01/15/2016 and since they need to have their months of

coverage changed, we click the "Months of Coverage" button.

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Months of Coverage

In the screen below, the coverage will be changed for both the employees and their

dependents from January - December to January since the coverage was terminated

after January. This is done automatically by selecting the "Auto-assign" option based on

the 4980H codes. Click the Save button to save any changes made. This can save a

significant amount of time after importing data if the coverage needs to be changed for

new hires or terminated employees.

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ACA 1095 Reporting - PRO-WARE, LLC · as an .xls or .xlsx file type before importing into ACA 1095...

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