SETTING UP ACA IN AVIONTÉ

WHAT YOU NEED TO KNOW

Are you offering a Healthcare plan?

What are your measurement periods? Initial & Standard?

Are you charging your customers? Invoice Line item ?

Or markup?

Who will be updating Employee’s ACA Eligibility? Who can view it?

WHAT YOU NEED TO DO (ADMIN TOOLS)

Set up your Company’s Health Care Info

Enter ACA Admin Fees (if applicable)

Update properties that allow Employee’s ACA Eligibility to be edited by appropriate users

Ensure ACA Eligibility is visible for all users that need to view or edit

Turn on & give access to the Enrollment Deadline Counter

Review & activate ACA related DRMs

Set up Transactions for Deductions & Contributions

Review Pay Transaction Properties

Set up Employee Benefit Plans

SUPPLIER SETUP

ACA_SupplierGroupingNumber

ACA_EEN_MEC

ACA_EEN_MEC_Date

GSACA_1094cLine22Options

GSACA_1095cLine14Value

GSACA_1095cLine15Value

GSACA_1095cLine16Value

GenerateSeparateGSXMLFile

GSACA_IsFeinRootSupplier

ACA_EEN_MVP

ACA_EEN_MVP_Date

GSACA_FeinIsSelfInsured

GSACA_1095cPlanStartMonthValue

BRANCH SETUP

ACA_EEN_MEC

ACA_EEN_MEC_Date

GSACA_1095cLine14Value

GSACA_1095cLine15Value

GSACA_1095cLine16Value

ACA_EEN_MVP

ACA_EEN_MVP_Date

GSACA_FeinIsSelfInsured

GSACA_1095cPlanStartMonthValue

GLOSSARY OF PROPERTIESProperty Acceptable Value Actions

ACA_SupplierGroupingNumber Numerical Will group the FEIN (Supplier) for 1094C Reporting

ACA_SupplierGroupingNumber_Date MM/YYYY Date indicator of when FEIN became a part of the Aggregated ALE Member Group

ACA_EEN_MEC True or FalseIndicator if MEC Plan is being offered to employees, can override on branch level - will not effect 1094 but will effect 1095c lines 14 & 16

ACA_EEN_MEC_Date MM/YYYYIndicates when the supplier began offering MEC to its employees, an override on branch level - will not effect 1094 but will effect 1095c lines 14 & 16

GSACA_1094CLine22Options A, B, C, D Marks appropriate boxes on line 22 of 1094C. Also effects coding for line 14 of 1095C

GSACA_1095CLine14Value code MM/YYYY (1A 01/2015)Ability to override on supplier, branch, or employee level to populate information for line 14 (Offer of coverage code). Also able to put in multiple entities with an “Enter” separation

GSACA_1095CLine15Value

Fixed Amount or Percentage

10% 01/2015

Ability to override on supplier, branch, or employee level to populate information for line 15 (Employee share of lowest cost monthly premium). Also able to put in multiple entities with an “Enter” separation

GSACA_1095CLine16ValueCode MM/YYYY (2A 01/2015)

Ability to override on supplier, branch, or employee level to populate information for line 16 (Section 4980H Safe Harbor Codes). Also able to put in multiple entities with an”Enter” separation

GenerateSeparateGSXMLFile True or False Determination of Suppliers that populate in Weekly Process dropdown

Those highlighted in yellow are Supplier only properties

GLOSSARY OF PROPERTIES

Property Acceptable Value Actions

GSACA_IsFIENRootSupplier True or FalseIf there are multiple suppliers, populates information in Part I of 1094c

ACA_EEN_MVP True or False Indicator if MVP plan is being offered to employees

ACA_EEN_MVP_Date MM/YYYYIndicates when the supplier began offering MVP to its employees

GSACA_FEINIsSelflnsured True or False

Indicates if FEIN is offering self-insured, effects the generation of the 1095c form, and population ofdata in Part III of 1095C

GSACA_1095CPlanStartMonth MMFirst month of the plan year - Populates on Part II of 1095c Plan Start Month

Those highlighted in yellow are Supplier only properties

SET UP YOUR COMPANY’S HEALTHCARE INFO: CONFIG OPTIONS

Enter Healthcareto filter list of related options

(ConfigOptionType)

EMPLOYER

SYSTEM

Update/Edit Values Here

Select ConfigOption By FKName

Employer_Healthcare Config Options

PropertyDefault

Value

Acceptable

ValuesRepresents Action

InitialMeasurementPeriod 12 3, 6, 9, 12 Months Used to determine the full-time or non-full-time status of a new employee

StandardMeasurementPeriod 12 3, 6, 9, 12 MonthsUsed to measure the full-time or non-full-time status of an existing employee

during that period

StandardMeasurementStartDate 1/1 Any month & date Month & DateRepresents when the standard measurement period begins; 1/1 unless a

grandfathered insurance plan is in place

AdminPeriod 90 Days

Sets the length of time the employer has to enroll any full-time employee, as

determined at the end of the Standard Measurement Period, into a healthcare

plan

AdvanceWarningTimeframe 30 DaysUsed with the Enrollment Deadline counter; days prior to enrollment due date

for employee to be included in counter

ModifiedStabilityStartDay 0 -31 to 31 Day of Month

Allows users to adjust start dates by increasing and decreasing the allowed

Admin Period.

• When this Config Option is set to a non-zero integer from -31 to 31 it will

make the effective insurance date fall on that day of the month; either

following or preceding the standard set Admin Period

StabilityPeriod 12 3, 6, 9, 12 Months

This represents the time in months that an employer cannot legally revoke

Healthcare coverage, once offered. This value will apply to any employee

following their Effective Insurance Date and if they are found to be ACA eligible

SET UP YOUR COMPANY’S HEALTHCARE INFO: EMPLOYER CONFIG OPTIONS

System_HealthCare Config Options

Property Default Value Action

PenaltyAnnualAmount 2000Sets the annual dollar amount of the penalty tax per qualifying full-time or full-

time equivalent employee.

Subsidy Annual Amount 3000

Sets the annual dollar amount of the subsidy tax an employer pays for those

employees who elect to use a health care plan other than the plan offered by the

employer

Group EE record by SSN False

Controls whether employees who have the same SSN will have their ACA hours

combined when they belong to suppliers with the same

ACA_SupplierGroupingNumber.

Initial Measurement Start on First FalseSets an employee’s Initial Measurement start date to the first of the following

month.

SET UP YOUR COMPANY’S HEALTHCARE INFO: SYSTEM CONFIG OPTIONS

HEALTHCARE TRANSACTIONS

Standard Healthcare Transaction Types

Healthcare Plan Other QualifiedInsurance elsewhere, through spouse or

parents health care plan.

Healthcare Plan Non-QualifiedEmployee has declined insurance and

opted to go to the exchange.

Healthcare Subsidy Employee may be eligible for a subsidy.

Healthcare Medicaid Employee is covered through Medicaid.

Healthcare Plan

Employee is covered through your offered

plan. There may be more than one plan to

choose from.

Deduction – Contribution: transactions for deductions OR deductions & contribution

ER Contribution: transactions that are Employer Contribution only

Is Adjustment Is Permanent Is ER Contribution Is Healthcare

Sec 125 = for cafeteria plansNone = non Pre-Tax deductions

Deduction Category: Health Care.

Deduction Category: Healthcare Standard Healthcare Transaction Types are

provided as a starting point, feel free to create

your own to reflect your Healthcare offerings

ACA TRANSACTION PAYCODESThe following Transaction Types / PayCodes should be included in the calculations of your ACA hours. If you do not already have Paid Leave transaction types, you will need to add them.

Reg OT DT

VAC/PTO Sick Time Paid FMLA Paid Military

Leave Bereavement Employer Paid

Disability Time On-Call Time

Hours of Service Transactions:Hours of paid leave, such as FMLA, Military and Workers Compensation count toward hours of service when determining employee ACA Eligibility. IncludeInACAHours property must be set to True for these transaction types.

UNITS TO HOURS: TRANSACTION PROPERTIES

Can be set to decimal or whole integers (Default = 1)

Will only apply to Time Entry transactions where the transaction property of IncludeinACAHours is set to True

Units to Hours Multiplier allows for the conversion of non-standard hours into hours which can be applied towards ACA eligibility. (i.e.: Salary, Piece Pay, etc.)

EXAMPLES: Salary: set value to 40 , record

1 unit of pay in Time Entry Piece Pay: set value to ‘x’ = 1

unit of pay = # of units per hour in Time Entry

WHO NEEDS TO EDIT ACA ELIGIBILITY?Update properties that allow Employee’s ACA Eligibility to be edited by appropriate users

User_UserSetting Config Option

Property Default Value Action

AllowEditACAEligibility FalseControls whether a user can edit the ACA Eligibility for an employee. If set to True, a dropdown becomes

available in the ACA Eligibility screen.

WHO NEEDS TO VIEW ACA ELIGIBILITY?Ensure ACA Eligibility is visible for all users that need to view or edit

Form:Employee Payroll

ACA Eligibility

ADMIN TOOLS SETUP CHECK LIST

Ensure all paid Pay Codes are “IncludeInACA”

Verify Healthcare Transactions

Grant ACA Eligibility permissions (Config Option & Form)

Supplier Property / Branch properties have been set

SCREENSHOT OF ACA SCREEN

TIPS:1. Verify your database version. If

you are on a version prior to 14.2, data will not populate until measurement period has been completed

2. “Is Employee ACA Eligible?” – If this is set to Yes, it will produce a 1095C

1. Any employee who was FT for at least one month needs to have a 1095

3. Break In Service will change eligibility back to “Undetermined”

ACA ELIGIBILITY TAB

ACA Eligibility Fields

Is employee ACA Eligible? The employee’s ACA eligibility status.

Current stability period end date

Displays the date when employee benefits may be revoked if no longer ACA eligible

Measurement Type Displays the measurement period the employee is in – Initial or Standard

Measurement start date Displays the measurement period start date (assignment start date or 1st of following month)

Hours measured to dateDisplays how many total ACA hours have been calculated as of the previous day for the current measurement period

Completed Employee Eligibility Measurements

Grid populates after one of the following is achieved:Completed Measurement Period (Initial or Standard) or Qualifying Break in Service

Will auto populate

Will auto populate

DEDUCTIONS SETUP

Deductions may begin one month prior to enrollment eligibility

For reporting purposes – the employee needs to have a full month of coverage .

Example: John starts coverage October 15th – will populate in 1095C as having coverage beginning in November

Transaction used must be a “IsHealthcare” setting

Verify sequencing is correct

Break-In-Service – will change the eligibility back to “Undetermined”

- If extending Cobra benefits, enter as a Cobra deduction in the same manner

SELF-INSURED DEPENDENTS

ONLY SELF-INSURED NEED TO TRACK DEPENDENTS

Dependents: FirstName LastName MM/DD/YYYY separated by a comma (no space)*If additional notes need to be tracked hit “Enter” to indicate the separation between dependent information and actual notes

CONTRIBUTIONS SETUP

To complete the Employee Benefit Plan setup, make sure to include a contribution.

Did they decline coverage?

Enter a $0 Contribution using:

Healthcare NonQualified Healthcare Other Qualified

1095 IMAGE

All ALEs over 100 FT employees MUST complete and send

- Provided to all employees by Jan 31st

- Must get consent if providing electronically. Consent needs to be separate from the W2

- Can be included with W2 Distribution

1095 PART I

Line items 1 – 6 will populate from the Employee Profile Line Items 7 – 13 populate from Supplier Setup

1095 PART II

Populates from Supplier Property: GSACA_1095cPlanStartMonthValue

Controlled by 3 areas:1. Supplier Property: ACA_EEN_MEC

2. ACA Eligibility is YES3. Employee has Deduction AND/OR Contribution in profile

1095 PART II (CONTINUED)

Controlled by the GSACA_1095CLine15Value property. Can be either a fixed amount of percentage. Can be in Supplier, branch, or Employee Extra. Employee Extra overrides all.

Populates from property GSACA_1095CLine16Value. Can be in Supplier, branch, or Employee Extra. Employee Extra overrides all. (Example: 10% 01/2015)

1095 PART 3

Populates from the Employee Deduction Notes – Dependent

information• Only if self-insured is this

information• GSACA_FEINIsSeflnsuredproperty needs to be set to True

1094 IMAGE

Transmittal to the IRS - Less than 25o employees due

on Feb. 28th

- More than 250 must file electronically by March 31st

1094 PART 1

Lines 1 – 8 Populated from Supplier Setup

Not Applicable. Left Blank

Auto populated by Greenshades OR

will populate based off of what

is on line 20 if NOT using Greenshades

This will be prepoulatedto be check boxed. No

action needed

1094 PART 2

Will populate number based off the number of 1095C forms that is related to the main Supplier (FEIN)

Will check “Yes” if multiple FEINS are identified amongst the control group. Related to property ACA_SupplierGroupingNumber

Controlled by Property GSACA_1094cLine22Options. Based off of what values are entered, will reflect with appropriate boxes checked

1094 PART IIIColumn A - influenced by property

ACA_EEN_MEC_Date & ACA_EEN_MEC_Date

Populates based off of Full-Time employee count

Populates based off of Employees who have an Active Assignment who

are not terminated in the 1st day of the 1st payroll week of the month

If line 21 is checked, column D is checked

Based off of the FT Employees for the control group (A = 50 – 99, B = 100+)

1094 PART IV Displays the other FEINS identified under

control group

WEEKLY PROCESS – ACA REPORTINGGREENSHADES – XML FILE GENERATION AND E-FILE

Generate Greenshades Feed and ACA Reporting XML:

Greenshades is accessed through your normal Avionte core application login.

1. From the Main Tree, select Weekly Process:

2. Click on the ‘Generate Green Shades’ shortcut button. The Greenshades window will load, and includes four sections:

WEEKLY PROCESS – ACA REPORTINGGREENSHADES – XML FILE GENERATION AND E-FILE

3. Choose the proper Company & Date information:

4. In the file type section, select the yearly and/or quarterly files that you wish to submit via Greenshades (2015 for EOY ACA Reporting)

5. In the file info section, choose your designated folder to store the XML file on your local machine. You are able to delete this folder once the year end process has been completed if you so choose.

6. From the shortcut menu, select the ‘Generate FEED & XML’ button. When the feed and XML file have been successfully

generated, the ‘File Generated’ message is loaded. This message informs you that your file has been generated and is ready to be sent to Greenshades the ACA EOY Reporting documents. The XML file has been sent to the location that you designated.

Property Definition

Staffing

Supplier

Company name by Federal ID

Year ID Select the current year. Historically, you will have as many

years as you have been with Avionté.

Quarter Select the quarter for which the XML should be created.

Historically, the four most recent quarters will be listed.

However, if this is your first year with Avionté, you will see

only the quarters which occurred within this calendar year.

WEEKLY PROCESS – ACA REPORTINGGREENSHADES – XML FILE GENERATION AND E-FILE

7. Click OK. Next you will launch Greenshades from the Green Shades window:

E-File with Greenshades

When you select ‘Launch Greenshades’, you will be leaving Avionte and entering into Greenshades. As you can see in the figure below, Greenshades opens within Avionte but it is a separate window. When you launch Greenshades, you will transfer the data to Greenshades.

1. From the Greenshades window, select the ‘Launch Green Shades’ shortcut button. The GreenshadesTax Filing Center window will be loaded.

WEEKLY PROCESS – ACA REPORTINGGREENSHADES – XML FILE GENERATION AND E-FILE

2. You may be asked for your Registration Key before entering Greenshades.

If you do not see a state in which you do business, there may be an issue with your registration keyoryou have not added this state to your list. If you need to add a state, contact Assisted Payroll Services at Avionte.

3 . If you have not been asked for your Registration Key, click ‘Settings’ in the Greenshades window

4 . In the pop up window, enter your Registration Key. Your Registration Key identifies your company as a client of Avionte and displays which state returns you have registered.

5. Select ‘Validate’ and verify your company. If the information is incorrect, contact Assisted Payroll Services at Avionte for assistance.

COMPLETED 1094C - GREENSHADES

Greenshades Guide in the Avionté Knowledge Base

COMPLETED 1095C - GREENSHADES

Greenshades Guide in the Avionté Knowledge Base

PRODUCT SPECIALISTSLUCAS ZWEIG – EASTERN CLIENTS / JOE HIBER – WESTERN CLIENTS

ACA Package - FeedWith this package you receive all of the data in a standard file format acceptable to send to 3rd

party print/mail services

ACA PackageWith this package you receive the ability to access and print your 1095 forms internally allowing more options and control over processing and form delivery

ACA Package Includes:• Standard XML Feed for printing and processing of 1095 forms through a vendor of

your choice• Report template to print forms internally• Standard Benefit Admin Report• Forms required for self-insured plans

Our team of Product Specialists are here to work with you and help you navigate what ACA reporting options are available for you.

Please contact Avionte to connect with Lucas or Joe to get the process started.

Lucas.zweig@Avionte.com

joe.hiber@Avionte.com

In partnership with

Contact Us

myHRcounsel, LLC

100 S. 5th St., Suite 800

Minneapolis, MN 55402

(612) 339-1421

myoung@myhrcounsel.com

Visit us on the web: www.myhrcounsel.com

Mark Young – President Benjamin M. Spector – Esq. Attorney At LawAndrew Nielsen – Manager of Compliance Services

APPENDIX

Affordable Care Act main article in Avionté Knowledge Base

AUDITING ACA STUFF

ACA Census AQ:

Track your employee’s ACA Eligibility status

Check for employees who are no longer ACA Eligible

Compare ACA eligibility status to hours & start dates

Employees’ Basic Info:• Employee ID• First Name• Middle Name• Last Name

• Street• City• State• Zipcode• Country• SSN• Employee Status• Employee Branch• Birth Date

• Gender

ACA relevant dates:• Original Hire Date• Recent Hire Date• First Check Date

Employee’s Benefit & Pay History• Total Wages• Total Hours• Deduction Amount• Benefit Amount

ACA Measurement Info:• Is ACA Eligible• Current Stability Period End Date• Measurement Start Date• Measurement End Date• Measured Type• Measurement Total Hours• Measured Eligibility

INCLUDED FIELDS:

8 THINGS ALE’S SHOULD KNOW ABOUT REPORTING AND HEALTH COVERAGE OFFERS

Here are eight things ALEs should know about the information returns they must file at the beginning of 2016.

1. Form 1095-C is used to report information about each employee who was a full-time employee of the ALE member for any month of the calendar year.

2. Form 1094-C must be used to report to the IRS summary information for each employer, and to transmit Forms 1095-C to the IRS.

3. ALEs file a separate Form 1095-C for each of its full-time employees, and a transmittal on Form 1094-C for all of the returnsfiled for a given calendar year.

4. Employers that offer employer-sponsored self-insured coverage use Form 1095-C to report information to the IRS and to employees about individuals who have minimum essential coverage under the employer plan.

5. The information reported on Form 1094-C and Form 1095-C is used in determining whether an employer owes a payment under the employer shared responsibility provisions.

6. Form 1095-C is used by the IRS and the employee in determining the eligibility of the employee for the premium tax credit.

7. An ALE may satisfy this requirement by filing a substitute form, but the substitute form must include all of the information required on Form 1094-C and Form 1095-C and satisfy all form and content requirements as specified by the IRS.

8. Forms 1094-C and 1095-C, or a substitute form must be filed regardless of whether the ALE member offers coverage, or the employee enrolls in any coverage offered.

For more information, see the instructions for Forms 1094-C and 1095-C or the Employer Information Reporting FAQs for Forms 1094-C and 1095-C on IRS.gov/aca.

Set up your Company’s Health Care Info

Enter ACA Admin Fees (if applicable)

Update properties that allow Employee’s ACA Eligibility to be edited by appropriate users

Ensure ACA Eligibility is visible for all users that need to view or edit

Turn on & give access to the Enrollment Deadline Counter

Review & activate ACA related DRMs

Set up Transactions for Deductions & Contributions

Review Pay Transaction Properties

Set up Employee Benefit Plans

Keep up with Employees & Reporting

ACA SETUP & READINESS