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This page was created on 26-Nov-2021 10:22 by kparrott

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Version Date Modified Size Author Changes ... Change note
43 08-Feb-2023 14:49 37 KB Lilia Urtan to previous
42 08-Feb-2023 14:34 37 KB Lilia Urtan to previous | to last
41 26-Nov-2021 10:22 37 KB Kevin Higgs to previous | to last

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AFFORDABLE CARE ACT...nobody
AFFORDABLE CARE ACT

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The intent of the Affordable Care Act (ACA) is to insure that large companies offer their full time employees coverage in a health care plan that meets the Minimum Essential Coverage (MEC) and is affordable. Employees must be offered minimum self-only coverage in the plan but it is not a requirement that the employee enrolls in the coverage.
The intent of the Affordable Care Act (ACA) is to insure that large companies offer their full time employees coverage in a health care plan that meets the Minimum Essential Coverage (MEC) and is affordable. Employees must be offered minimum self-only coverage in the plan, but it is not a requirement that the employee enrolls in the coverage.
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An optional period of no longer than 90 days beginning immediately following the end of a measurement period and ending immediately before the start of an associated stability period. An administrative period also includes the period between a new employee’s start date and the beginning of the initial measurement period, if the initial measurement period does not begin on the employee’s start date.
An optional period of no longer than 90 days, beginning immediately following the end of a measurement period, and ending immediately before the start of an associated stability period. An administrative period also includes the period between a new employee’s start date and the beginning of the initial measurement period, if the initial measurement period does not begin on the employee’s start date. \\
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130 hours of service in a calendar month is treated as the monthly equivalency of at least 30 hours of service per week. The 130 hours of service applies to both the lookback measurement method and the monthly measurement method.
130 hours of service in a calendar month is treated as the monthly equivalency of at least 30 hours of service per week. The 130 hours of service applies to both the lookback measurement method and the monthly measurement method.\\
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The term means, with respect to a calendar month, an employee who is employed and average of at least 30 hours of service per week.
The term means, with respect to a calendar month, an employee who is employed and averages at least 30 hours of service per week.\\
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The term means a new employee who the employer reasonably expects to be employed on average less than 30 hours of service per week or 130 hours per month during the initial measurement period.
The term means a new employee who the employer reasonably expects to be employed on average less than 30 hours of service per week, or less than 130 hours per month during the initial measurement period.\\
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A seasonal employee is one who is hired into a position for which the customary annual employment is six months or less.
An employee who is hired into a position for which the customary annual employment is six months or less.\\
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The term means an employee who performs work on a seasonal basis such as retail workers employed exclusively during holiday seasons.
An employee who performs work on a seasonal basis such as retail workers employed exclusively during holiday seasons.\\
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This term means an employee who has been employed for at least one complete measurement period.
An employee who has been employed for at least one complete measurement period.\\
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The term applies to an employee where it cannot be reasonably determined that the employee will be employed on average at least 30 hours per week during the initial measurement period.
The term applies to an employee where it cannot be reasonably determined that the employee will be employed on average at least 30 hours per week, during the initial measurement period.\\
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The term means a period selected by the employer of at least three consecutive months but not more than 12 consecutive months used as a part of the lookback measurement method. This definition is used to describe the first lookback measurement period for a new employee or an employee returning after a break in service.
The term means a period defined by the employer of at least three consecutive months but not more than 12 consecutive months used as a part of the lookback measurement method. This definition is used to describe the first lookback measurement period for a new employee or an employee returning after a break in service.
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The term means a period selected by the employer of at least three consecutive months but not more than 12 consecutive months used as a part of the lookback measurement method.
The term means a period defined by the employer of at least three consecutive months but not more than 12 consecutive months used as a part of the lookback measurement method.\\
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Under the Weekly Measurement rule, full-time employee status is determined on hours of service over four weekly periods and for certain months over five weekly periods. For a month with four weekly periods the employee must have at least 120 hours of service. For a month with five weekly periods, the employee must have at least 150 hours of service.
Under the Weekly Measurement rule, full-time employee status is determined based on hours of service over four weekly periods, and for certain months over five weekly periods. \\
For a month with four weekly periods the employee must have at least 120 hours of service. \\
For a month with five weekly periods, the employee must have at least 150 hours of service.
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* Beginning on the first day of the week that includes the first day of the calendar month, provided that the period over which hours are calculated does not include the week which in which the last day of the month falls (unless the week ends with the last day of the month in which case it is included).
* Users can select a specific day for the start of the week, in the Start Day of Week field in IBACA.
* Beginning on the first day of the week that includes the first day of the calendar month, provided that the period over which hours are calculated does not include the week which in which the last day of the month falls, unless the week ends with the last day of the month in which case it is included.
* Users can define a specific day for the start of the week, in the 'Start Day of Week' field on IBACA.
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;:a) A three full calendar month period beginning with the first full calendar month in which an employee is first eligible for an offer of coverage under the monthly measurement method.\\
;:a) A three full calendar month period beginning with the first full calendar month, in which an employee is first eligible for an offer of coverage, under the monthly measurement method.\\
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;:c) During the Initial Measurement Period for a new variable hour, seasonal, or part-time employee determined to be employed on average at least 30 hours of service a week, under the look back measurement method.\\
;:d) To the calendar month in which an employee’s start date occurs on a day other than the first day of the month.
;:c) During the Initial Measurement Period, for a new variable hourly, seasonal, or part-time employee, determined to be employed on average at least 30 hours of service a week, under the look back measurement method.\\
;:d) A calendar month in which an employee’s start date occurs on a day other than the first day of the month.
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A period selected by the employer that immediately follows, and is associated with, a standard measurement period or an initial measurement period and is used by the employer as a part of the lookback measurement method. The stability period may not be less than six months or greater than 12 months.
A period selected by the employer that immediately follows, and is associated with, a standard measurement period or an initial measurement period, and is used by the employer as a part of the lookback measurement method. The stability period cannot be less than six months or greater than 12 months.
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The term means each hour for which an employee is paid or is entitled to be paid for performance of duties or for a period of time during which no duties were performed due to vacation, holiday, illness, disability, layoff, jury duty, military duty, or leave of absence.The users must refer to the following ESDC web site for government information and publication.
The term means each hour for which an employee is paid, or is entitled to be paid, for performance of duties, or for a period of time during which no duties were performed due to vacation, holiday, illness, disability, layoff, jury duty, military duty, or a leave of absence. Users must refer to the following ESDC web site for government information and publication.
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[{InsertPage page='ACA_YEAR_END_CHANGES'}]
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The ACA Eligible toggle is set on for the medical plan type that will hold benefit plans that will be used for ACA minimum coverage purposes.
The ACA Self-Insured toggle is no longer used. That determination is made on individual plans.
The ACA Eligible toggle should be set to ON for the medical plan types that will hold benefit plans, that will be used for ACA minimum coverage purposes.\\
\\
__NOTE__: The ACA Self-Insured toggle is no longer used. That determination is made on individual plans. \\
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Medical plans will typically contain multiple coverages. If your plan is self-insured, then you would indicate that this particular plan is such on the [IBPN] screen plan details tab.
Medical plans typically contain multiple coverages. Self-insured plans are defined on [IBPN], 'Plan Details' tab by setting the 'ACA Self Insured' toggle to ON.
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If the medical plan type is identified as a self-insured plan type, then all benefit plans that are associated with the medical plan type must have the ACA Self Insured toggle set on in order to include all dependent sons and daughters in the ACA reporting.
If the medical plan type is defined as self-insured, then all benefit plans that are associated with the medical plan type must have the 'ACA Self Insured' toggle set to ON in order to include all dependent sons and daughters in the ACA reporting.
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On the Coverage Details tab, further information about the affordability and level of the coverage, for ACA purposes is required.
On the 'Coverage Details' tab, further information about the affordability and level of the coverage, for ACA purposes, is required.
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Only the basic self-only coverage should be identified as the minimum value coverage. If more than one coverage is selected, the ACA process will only use the coverage with the lowest cost premium. If there are multiple medical plans offered to employees, only one should be selected.
| ACA Min. Value Self|As the system has no way to determine if the plan meets Minimum Essential Coverage, as defined by the IRS Rules, you would only toggle on a self-only coverage if it meets that criterion.
| ACA Monthly EE Prem | This is the cost to the employee for this coverage. It may be the employee deduction rate from the Rates tab, or another value. Note that this value must represent a monthly rate.
| ACA Coverage | This is used for ACA reporting on the 1095C form. The options listed are for the type of coverage selected. The value will be shown as a code in Line 14 on the 1095C form and in VBACAE. (See list of Line 14 codes on page 23).
| ACA UserCalc | This option allows for a UserCalc to compute the ACA Monthly Employee Premium, rather than take it from the field above. This allows you to perform pro-rating or other computations as may be needed. \\The value from the UserCalc will be displayed in VBACAE and in the UBACA spreadsheet. The UserCalc Product is BE and is of a type Function. It will return a number value which will be used by UBACA as the ACA Monthly EE Premium rate (this will override any rate entered into the ACA Monthly EE Prem in IBPN).\\ \\Currently UserCalcs executed from within UBACA have access to these tables:\\*IBPT screen: BPT\\*IBPN screen: BPN BCG BCGD BCGC BCGR\\*IBEN screen: BEN BEND\\*IEID screen: EID\\*IEEI screen: EEM\\*IEAS screen: EAS EASD\\*IEST screen: EST\\*IDUN screen: DUN (not details)\\*IDGR screen: DGR (not details)
Only the basic self-only coverage should be defined as the minimum value coverage. If more than one coverage is selected, the ACA process will only use the coverage with the lowest cost premium. If there are multiple medical plans offered to employees, only one should be selected.
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__NOTE__: Coverage can be defined as a waived coverage. Set the ACA MONTHLY EE PREM to "-1" for the coverage to be reported as not enrolled. Waived coverage is the coverage that an employee selects in Open Enrollment when an offer is declined. This will not be reported as enrolled for ACA reporting. For this to show in RBEN add benefit components with zero amounts(i.e. B840 and/or B1040)%%
\\
| ACA Min. Value Self|As the system has no way to determine if the plan meets Minimum Essential Coverage, as defined by the IRS Rules, users would only set this toggle to ON if the plan is self-only.
| ACA Monthly EE Prem | This is the cost to the employee for this coverage. It may be the employee deduction rate from the Rates tab, or another value. __Note: this value must be defined as a monthly rate.__
| ACA Coverage | This is used for ACA reporting on the 1095C form. The options listed are for the type of coverage selected. The value will be shown as a code in Line 14 on the 1095C form and in VBACAE. Refer to the list of Line 14 codes.
| ACA UserCalc | This option allows a UserCalc to compute the ACA Monthly Employee Premium, rather than populate it from the ACA Monthly EE Prem field. This provides users with the flexibility to calculate pro-rations or other computations, as needed. \\The value from the UserCalc will be displayed in VBACAE, IBACAE and in the UBACA spreadsheet.
\\ The UserCalc Product is BE and is a Function type. It will return a number value which will be used by UBACA as the ACA Monthly EE Premium rate (this will override any rate entered into the ACA Monthly EE Prem in IBPN).
\\ \\UserCalcs executed from within UBACA have access to these tables:
||Form||Table
|IBPT|BPT
|IBPN|BPN, BCG, BCGD, BCGC and BCGR
|IBEN|BEN and BEND
|IEID|EID
|IEEI|EEM
|IEAS|EAS and EASD
|IEST|EST
|IDUN|DUN (not details)
|IDGR|DGR (not details)
\\
__NOTE__: Coverage can be defined as a waived coverage. Set the ACA MONTHLY EE PREM to "-1" for the coverage to be reported as not enrolled. Waived coverage is the coverage that an employee selects in Open Enrollment when an offer is declined. This will not be reported as enrolled for ACA reporting.
\\
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The IRS rules state that minimum affordable coverage must be offered to all full time employees; defined as employees who work a minimum of 130 hours during the month. The medical plan selected must be setup in the benefit schedule so that it is offered to all full time employees and must also include any part time employees who could exceed the 130 hours minimum.
The IRS rules state that minimum affordable coverage must be offered to all full time employees, defined as employees who work a minimum of 130 hours during the month. The medical plan selected must be setup on [IBSC] so it is offered to all full time employees, and any part time employees who could exceed the 130 hours minimum.
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The rule is that coverage must be offered to all full time employees although they do not have to actually be enrolled in that minimum coverage, or any coverage. In Personality, being offered a plan/coverage requires that it shows (from the schedule) in the list of benefit plans available for enrollment.
ACA Rules state that coverage must be 'offered' to all full time employees although they do not have to actually be enrolled in that minimum coverage, or any coverage. Personality defines whether a plan/coverage is offered from [IBSC] in the list of benefit plans available for enrollment. \\
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The IRS rules defines some Employee Categories to which different measurement and stability periods may be applied.
The IRS rules defines some Employee Categories that permit employers to apply different measurement and stability periods, provided that employees within each category are treated consistently.
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The regulations permit an employer to use measurement periods and stability periods that differ either in length or in their starting and ending dates for different categories of employees specified in the regulations, provided that the employees within each category are treated consistently. The categories specified in the proposed regulations are: \\
;:a. Salaried employees and hourly employees,\\
;:b. Employees whose primary places of employment are in different states,\\
;:c. Collectively bargained employees and non-collectively bargained employees,\\
The measurement and stability periods can differ, either in length or in their start and end dates, for different categories of employees defined in the regulations. The categories defined in the regulations are: \\
;:a. Salaried employees and hourly employees\\
;:b. Employees whose primary place(s) of employment are in different states\\
;:c. Collectively bargained employees and non-collectively bargained employees\\
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Categories are defined in IBACA together with options for managing each category, which includes the hours rule, a payroll rule, a wage rule and the measurement/look-back option. Also defined is an element for hours and an element for wages.
The Employee Categories are defined on IBACA, together with options for managing each category, including an hours rule, a payroll rule, a wage rule and the measurement/look-back option, an element for hours and an element for wages. \\ \\
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| ACA Category | Mandatory code that you will use to identify your ACA Category
| Description | Optional, description of the ACA Category
| Entity | Optional – only needed if you have multiple entities and different rules for them.
| State, Country | Optional – only needed if you are employing in multiple states and have different rules for them.
| Unit| Optional – only needed if you have different rules by unit and wish to identify them in this manner (not required)
| ACA Hours Rule | __Look-Back__ … If you choose Look-Back, you must fill in the fields below in the lookback section\\__Monthly Measurement__ … This option will compute the hours an employee works by only looking at the month entered in the UBACA form.\\__Weekly Measurement__ … This option will determine the hours worked by week within a month. The number of weeks in the measurement month may be 4 or 5, depending on the month selected in UBACA. Four weeks will use 120 hours for the minimum hours and five weeks will use 150, for determination of full time status.
| Start Day of Week | Options are to select a specific day as the start of the week (for use only with the Weekly Measurement method).
| Hours Element |The element selected here will contain all of the pay components that represent paid time taken.
| ACA Wage Rule | __Federal Poverty Level__ … This method uses the monthly federal poverty level entered into a user variable (IMVR) named FPL\\__Rate of Pay__ … This method will determine the wage rate, as specified in the ACA Payroll field, below.\\__Form W2 Wages__ … This method uses the month-to-date values from IPVT for the month selected in UBACA, for the element identified as the wages element.
| Wages Element | This element should represent W2 wages as reported in Box-1 in form W-2. This represents federal taxable earnings and federal supplemental taxable wages.
| ACA Payroll | __Hourly__ … The monthly wage is determined as follows, as per IRS rule:\\130 X the lowest hourly Pay Line (IPPH) wage rate during the calendar month identified in UBACA.\\__Salary__ … The monthly wage is determined by looking at the IEAS wage rate on the first day of the month identified in UBACA.
__IBACA Form Fields__
| ACA Category | Mandatory code to identify your ACA Category
| Description | Optional. Description of the ACA Category
| Entity | Optional. Required only if there are multiple entities and different rules for them.
| State, Country | Optional. required only if organizations are employing in multiple states and have different rules for them.
| Unit| Optional. Required only organizations have different rules by unit and want to report in this manner (not required).
| ACA Hours Rule | __Look-Back:__ When this value is chosen, the values on the IBACA 'Look Back' section must be completed.\\__Monthly Measurement:__ Computes the hours an employee works by only looking at the month entered on UBACA.\\__Weekly Measurement:__ Calculates the hours worked by week, within a month, to determine fulltime status. The number of weeks in the measurement month may be 4 or 5, depending on the month selected in UBACA. Four weeks will use 120 hours for the minimum hours and five weeks will use 150.
| Start Day of Week | For use only with the Weekly Measurement method. Defines a specific day as the start of the week.
| Hours Element * |Defines the Element that contains all pay components that represent paid time taken.
| ACA Wage Rule | __Federal Poverty Level:__ Uses the monthly federal poverty level, defined as the FPL user variable on (IMVR).\\__Rate of Pay:__ Determines the wage rate, as defined in the ACA Payroll field, below.\\__Form W2 Wages:__ Uses the month-to-date values from IPVT for the month defined on UBACA, and the Element identified as the wages element.
| Wages Element | This element should represent W2 wages as reported in Box 1 on the W2 form. This represents federal taxable earnings and federal supplemental taxable wages.
| ACA Payroll | __Hourly:__ The monthly wage is determined as follows, defined by IRS rules:\\130 x the lowest hourly Pay Line Detail (IPPH) wage rate, during the calendar month defined on UBACA, for transactions on the pay component identified in the Hours Element.\\__*Salary:__ The monthly wage is determined by the wage rate on [IEAS], on the first day of the month defined on UBACA.
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If using the Look-back method as your ACA Hours Rule setting, the following fields apply:\\
| Lookback Months | Must contain a number of months from 3 to 12.
| Measure Period Start | Optional field. This date will define the day in a month that the measurement period will start
| Admin Period | Optional field. May not be more than 90 days.
| Stability Period | Optional field. Defines the length of the stability period and must be between 6 and 12 months.
If using the Look-back method as your ACA Hours Rule setting, the following fields should be defined:\\
| Lookback Months | Must contain a number of __months__ from 3 to 12.
| Measure Period Start | Optional field. Defines the day in a month that the measurement period will start.
| Admin Period | Optional field. Cannot be more than 90 __days__.
| Stability Period | Optional field. Defines the length of the stability period and must be between 6 and 12 __months__.
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!Step 5 - Define User Variables [IMVR]
If the IBACA option for the ACA Wage Rule ‘Federal Poverty Level’ is used, a user variable must be set up using __FPL__ as the user variable code name. It is up to you to maintain this value each year as the Federal Poverty Level value changes. This is a date sensitive record and reflects the annual FPL rate.
!Step 6 – Define Groups [IDGR]
An ACA Category can be entered at the group level, and this is the recommended level to have it applied.
!Step 7 – Maintain Assignments [IEAS]
Certain settings for ACA processing may be overridden at employee levels, on the IEAS screen.\\
| ACA Category | Optional field. You may enter an ACA Category (IBACA) here which will be an override to the one inherited from the employee’s group.
| ACA Excluded | Optional field. You may enter a value here to override the line 14 value for this employee\\__No offer__ … This will result in a Line 14 code of 1H and no calculations will be performed.\\__Transition__ … This will result in a Line 14 code of 1I and no calculations will be performed.
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__Hours per Day and Week__
__*Hours per Day and Week__
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If the ACA Wage Rule in IBACA has the Rate of Pay selected, and the ACA Payroll is Salary, then there must be hours per week/day available for the calculation of a monthly wage to take place. Hours per Day and Week must be entered into at least one of the following screens.
On IBACA, if the ACA Wage Rule is defined as 'Rate of Pay' and the ACA Payroll is defined as Salary, then there must be hours per week/day available for the calculation of a monthly wage to occur. Hours per Day and Week must be entered on at least one of the following forms:
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!Step 8 – Self-Insured Provisions and Dependents
If your plan is self-insured, then you must also provide and store information related to dependents. An employee’s dependents are identified on the [IECT] Contacts screen and must be identified with a role of Dependent (other roles may also be used, if applicable).
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If a dependent is covered by an enrolled health plan, this will be shown on the Benefit Recipients data. You can see this data through [IBRP] (by Plan) or through [IBRA] (by dependent) screens. These two screens present the same data, just viewed differently.
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Note that the percentage must be filled in for UBACA to pick up these records and note that the dependent is covered.
!Step 5 - Define User Variables [IMVR]
On IBACA, if the ACA Wage Rule is defined as ‘Federal Poverty Level’ (FPL), an FPL user variable must be set up. \\
__NOTE__: It is up to each organization to maintain this value each year as the Federal Poverty Level value changes and is not hard coded in Personality. This is a date sensitive record and reflects the annual FPL rate.
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!Step 9 – Defining values for the 1095C/1094C Forms and File
Starting with the 20151030 Release, an IDIF definition is provided as a template for you to fill in constant values that are needed to successfully complete the 1095C form and 1094C form/file.
\\ The 'Affordability' user variable is created automatically by the UBACA software, if it does not already exist. Organizations MUST also update this value annually.
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A system-provided template definition is available in IDIF called HL$ACA-1094C.
!Step 6 – Define Groups [IDGR]
The ACA Category is defined at the group level. This is the recommended level to apply it.
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__It is recommended that you copy this template definition and a create copy (or copies) of your own, so that it is not overwritten in subsequent patch updates.__
!Step 7 – Maintain Assignments [IEAS]
Certain settings for ACA reporting can be overridden at the Employee level, as defined on the IEAS form: \\
| ACA Category | Optional field. Users can define an ACA Category (IBACA) which will override any value on the Employee’s group level.
| ACA Excluded | Optional field. Users can define a value which will override the Line 14 value for a specific employee.\\__No offer:__ Results in a Line 14 code of 1H and no calculations will be performed.\\
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This IDIF definition contains 41 values that may need to be modified to values that are for your own organization. These values are used in the production of the 1095C form that is destined for the employee, and the 1094C form and file that must be submitted to the IRS.
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The record number/field number are inconsequential in this definition. What is important is the name of the field that the system is looking for and the constant value you provide.
[{Table
||Variable Name (from IRS)||Usage
|TCC| Transmitter Control Code \\Enter the TCC the IRS assigned when the transmitter applied to eFile.
|TestScenariold | The TestScenarioId is only applicable to transmissions submitted to AATS and identifies which test scenario the Form 1094-C represents.
|CorrectedUniqueSubmissionId | CorrectedUniqueSubmissionId is the unique submission identifier of the submission being corrected.
| CorrectedSubmissionPayerTIN| The CorrectedSubmissionPayerTIN is the employer EIN from the submission being corrected.
| BusinessNameControlTxt | The name control of the ALE Member.
| TINRequestTypeCd | A code to identify the TIN Request Type of the ALE Member. Values allowed are\\* INDIVIDUAL_TIN\\* BUSINESS_TIN\\* UNKNOWN
| EmployerEIN |The Employer Identification Number assigned by the IRS to the large employer that is filing the Form 1094-C and associated Forms 1095-C.
!Step 8 – Self-Insured Provisions and Dependents
If a plan is self-insured, organizations must provide and store information related to the employee's dependents. Dependents are defined on [IECT] when the 'Dependent' column is set to YES. Beneficiary and Emergency Contacts are also defined on this form, if applicable.
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|ContactPersonFirstNm| The name of the contact person that the IRS can contact if they have questions about the submission.
| ContactPersonMiddleNm | The name of the contact person that the IRS can contact if they have questions about the submission.
| ContactPersonLastNm | The name of the contact person that the IRS can contact if they have questions about the submission.
| ContactSuffixNm | The name of the contact person that the IRS can contact if they have questions about the submission.
| ContactPhoneNum | The phone number of the contact person that the IRS can contact if they have questions about the submission.
| **The following fields pertained to the Designated Government Entity (DGE) employer identification (This whole DGE section is optional)
If a dependent is covered by an enrolled health plan, it will be shown on the Benefit Recipients data, either through the [IBRP] (by Plan) or through [IBRA] (by dependent) forms. These two forms hold the same data, but the information is presented differently.
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| DGEBusinessNameLine1Txt | Maximum length 75 characters. This is the Designated Government Entity business name.
| DGEBusinessNameLine2Txt | Maximum length 75 characters. (optional)
| DGEBusinessNameControlTxt | Name Control of the Designated Government Entity.
__Note:__ The Benefit percentage must be defined for UBACA to pick up these records and note that the dependent is covered.
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| DGETINRequestTypeCd | A code to identify the TIN Request Type of the Designated Government Entity. Values allowed are\\* INDIVIDUAL_TIN\\* BUSINESS_TIN\\* UNKNOWN
!Step 9 – Defining Values for the 1095C/1094C Forms and File
The Annual ACA patch will create an IDIF definition for the current reporting year, which is provided as a template for organizations to fill in the constant values that are needed to successfully complete the 1095C forms and the 1094C form/file.
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| DGEEmployerEIN | Employer Identification Number assigned by the IRS to the Designated Government Entity.
| DGEAddressLine1Txt | The first line containing the street address of the Designated Government Entity. Maximum length is 35 characters
| DGEAddressLine2Txt | The second line containing the street address of the Designated Government Entity. Maximum length is 35 characters
| DGECityNm | The city of the street address of the Designated Government Entity. Maximum length is 22 characters.
| DGEUSStateCd | Two-character code for the state of the street address of the Designated Government Entity.
| DGEUSZIPCd | Five-digit ZIP code of the street address of the Designated Government Entity.
%%Warning __IMPORTANT NOTE:__ It is recommended that each organization make a copy of their IDIF from the current year Form Code, to preserve these values on this release and any subsequent patch updates.
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| DGEUSZIPExtensionCd | Four-digit ZIP Extension of the street address of the Designated Government Entity.
This IDIF definition contains 47 values that may need to be modified to values that are for your organization. These values are used in the production of the 1095C form (Employee Copy) and the 1094C form and file that must be submitted to the IRS.
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| DGEPersonFirstNm | The name of the contact person for the Designated Government Entity that IRS can contact if they have questions about the submission.
| DGEPersonMiddleNm | The name of the contact person for the Designated Government Entity that IRS can contact if they have questions about the submission.
| DGEPersonLastNm | The name of the contact person for the Designated Government Entity that IRS can contact if they have questions about the submission.
| DGESuffixNm | The name of the contact person for the Designated Government Entity that IRS can contact if they have questions about the submission.
| DGEContactPhoneNum | The phone number of the contact person for the Designated Government Entity that IRS can contact if they have questions about the submission.
The Rec # and Field # fields are inconsequential in this definition. What is important is the name of the field that the system is looking for and the constant value that is provided.
||Variable Name (from IRS)||Usage ||1094C Form/File Location
| ALEMemberSetUp|To identify how ALE Members (Employers) are set up in Personality. \\IDEN - ALE Member set up as Entity in IDEN. This is the default. \\IDDP - ALE Member set up as Department in IDDP. \\IDLN - ALE Member set up as Location in IDLN\\IDGR - ALE Member set up as Group in IDGR|Applicable Large Employer Member (Employer) Information
|TCC| Transmitter Control Code. Enter the TCC the IRS assigned your organization when your application for eFile was approved.|1094C file only
|TestScenariold | The TestScenarioId is only applicable to transmissions submitted to AATS and identifies which test scenario the Form 1094-C represents.|Used by High Line for Software ID validation.
|TINRequestTypeCd | A code to identify the TIN Request Type of the ALE Member. Values allowed are\\* INDIVIDUAL_TIN\\* BUSINESS_TIN\\* UNKNOWN|1094C file only
|EmployerEIN |The Employer Identification Number assigned by the IRS to the large employer that is filing the 1094C form and associated 1095C forms.|1094C Box 2
|ALEName|Employer Name override|1094C and 1095C
|ALEAddress1|Employer Address 1 Override
|ALEAddress2|Employer Address 2 Override
|ALECityTown|Employer City/Town Override
|ALEState|Employer State Override
|ALECountry|Employer Country Override
|ALEZip|Employer Zip Code Override
|ContactPersonFirstNm| The first name of the contact person that the IRS should contact if they have questions about the submission.|1094C Box 7
|ContactPersonMiddleNm | The middle name of the contact person that the IRS should contact if they have questions about the submission.|1094C Box 7
|ContactPersonLastNm | The last name of the contact person that the IRS should contact if they have questions about the submission.|1094C Box 7
|ContactSuffixNm | The suffix of the contact person that the IRS should contact if they have questions about the submission.|1094C Box 7
|ContactPhoneNum | The phone number of the contact person that the IRS should contact if they have questions about the submission.|1095C: This phone # will appear on the top left of the 1095C form and on the 1094C form, Box 8. \\ \\
__ **The following fields pertain to the Designated Government Entity (DGE) employer identification. This whole DGE section is optional.__ \\ \\
| DGEBusinessNameLine1Txt | This is the Designated Government Entity business name. Maximum length is 75 characters.|1094C Box 9
| DGEBusinessNameLine2Txt | Optional. Maximum length is 75 characters.|1094C Box 9
| DGETINRequestTypeCd | A code to identify the TIN Request Type of the Designated Government Entity. Values allowed are\\* INDIVIDUAL_TIN\\* BUSINESS_TIN\\* UNKNOWN|1094C file only
| DGEEmployerEIN | Employer Identification Number assigned by the IRS to the Designated Government Entity.|1094C Box 10
| DGEAddressLine1Txt | The first line containing the street address of the Designated Government Entity. Maximum length is 35 characters|1094C Box 11
| DGEAddressLine2Txt | The second line containing the street address of the Designated Government Entity. Maximum length is 35 characters|1094C Box 11
| DGECityNm | The City of the street address of the Designated Government Entity. Maximum length is 22 characters.|1094C Box 12
| DGEUSStateCd | Two-character code for the State of the street address of the Designated Government Entity.|1094C Box 13
| DGEUSZIPCd | Five-digit ZIP code of the street address of the Designated Government Entity.|1094C Box 14
| DGEUSZIPExtensionCd | Four-digit ZIP Extension of the street address of the Designated Government Entity.|1094C Box 14
| DGEPersonFirstNm | The name of the contact person for the Designated Government Entity that IRS should contact if they have questions about the submission.|1094C Box 15
| DGEPersonMiddleNm | The name of the contact person for the Designated Government Entity that IRS should contact if they have questions about the submission.|1094C Box 15
| DGEPersonLastNm | The name of the contact person for the Designated Government Entity that IRS should contact if they have questions about the submission.|1094C Box 15
| DGESuffixNm | The name of the contact person for the Designated Government Entity that IRS should contact if they have questions about the submission.|1094C Box 15
| DGEContactPhoneNum | The phone number of the contact person for the Designated Government Entity that IRS should contact if they have questions about the submission.|1094C Box 16
| AuthoritativeTransmittalInd | Indicates if this is the authoritative transmittal for the ALE Member. Include 'AuthoritativeTransmittalInd' with the enumeration "0" for false and "1" for true.|1094C Box 19
| TotalNumOf1095Filed|If you are overriding the number of records found on VBACAE, such as the number of employment records, enter the count of 1095 forms. Otherwise, the system will derive this value by counting the records in VBACAE (unique employees).|1094C Box 20
| AggregatedGroupMemberCd | Indicates if the employer is a member of an Aggregated ALE Group or not. Select:\\1 for YES\\2 for NO|1094C Box 21
| QualifyingOfferMethodInd | Indicates if the employer is eligible to use, and are using, the Qualifying Offer Method. Select:\\ 1 for True\\0 for False|1094C Box 22A
| QlfyOfferMethodTrnstReliefInd | Indicates if the employer is eligible to use, and are using, the Qualifying Offer Method Transition Relief. Select:\\ 1 for True\\0 for False|1094C Box 22B
| NinetyEightPctOfferMethodInd | Indicates if the employer is eligible to use, and are using, the 98% Offer Method. Select:\\ 1 for True\\0 for False|1094C Box 22A
| JuratSignaturePIN |A PIN that provides attestation (signature) for the filer to the information contained in the 1094C Form and the associated 1095C Forms.|1094C file only
| PlanStartMonth|Fill in this value if your organization would like to have Plan Start Month printed on your 1095C forms. This is an optional field for TY 2016 filing.|1095C Plan Start Month
| PriorYearDataInd|Select: \\0 for current filing year\\1 for prior filing year|1094C file only
| Receipt ID|The Receipt ID of the transmission the replacement transmissions are submitted for. This is obtained from the IRS website after the file is submitted, and is used for submitting all subsequent corrections.|1094C file only
| TransForeignEntityInd| 1 identifies the transmitter as a foreign Entity. Do not include XML tags if the transmitter is not a foreign Entity.|1094C file only
| VendorCd|Identifies if the software was developed by a vendor (V) or in-house (I).|V
| VendorPersonFirstNm|Vendor Contact Person First Name|Brian
| VendorPersonMiddleNm|Vendor Contact Person Middle Name|
| VendorPersonLastNm|Vendor Contact Person Last Name|Diamond
| VendorSuffixNm|Vendor Contact Suffix
| VendorContactPhoneNum|Vendor Contact Phone Number|9059408777
| SoftwareID|The software ID assigned to the software when the software was registered and approved by the IRS|2019 Software ID 19A0009607 is included in the ACA patch.
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| AuthoritativeTransmittalInd | Indicate if this is the authoritative transmittal for the ALE Member. Include AuthoritativeTransmittalInd with the enumeration "0" for false and "1" for true.
| AggregatedGroupMemberCd | AggregatedGroupMemberInd is for the ALE Member to indicate if they are a member of an Aggregated ALE Group or not.\\ 1 if YES\\ 2 if NO
\\
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| QualifyingOfferMethodInd | The large employer should indicate "0" for false and "1" for true if they are eligible to use and are using the Qualifying Offer Method.
| QlfyOfferMethodTrnstReliefInd | The large employer should indicate "0" for false and "1" for true if they are eligible to use and are using the Qualifying Offer Method Transition Relief.
| Section4980HReliefInd | The large employer should indicate "0" for false and "1" for true if they are eligible to use and are using the Section 4980H Transition Relief.
| NinetyEightPctOfferMethodInd | The employer should indicate "0" for false and "1" for true if they are eligible to use and are using the 98% Offer Method
| JuratSignaturePIN |JuratSignaturePIN is a PIN that provides attestation (signature) for the filer to the information contained in the Form 1094-C and associated Forms 1095-C.
| SigPersonTitleTxt| This is the Title held by the owner of the JuratSignaturePIN.
| PersonNameControlTxt | The PersonNameControlTxt is a string that conforms to the pattern described in the XML Schema.
__Authoritative Transmittal for ALE Members Filing Multiple Forms 1094C__ \\
A 1094C form must be filed when an ALE Member files one or more 1095C forms. An ALE Member can choose to file multiple 1094C forms, each accompanied by 1095C forms for a portion of its employees, provided that a 1095C form is filed for each employee for whom the ALE Member is required to file. \\
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}]
----
!!ACA EXECUTION
!UBACA – Affordable Care Act Report
This report is run on a monthly basis and will report on employee data for the year/month as defined in the Year (YYYY) and Month (MM) fields.
If an ALE Member files more than one 1094C form, one (and only one) 1094C form filed by the ALE Member must be identified on Line 19, Part I as the Authoritative Transmittal, and, on the Authoritative Transmittal, the ALE Member must report certain aggregate data for all full-time employees and all employees, as applicable. \\ \\
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If IBACA has ACA categories that are using the ACA Hours Rule Look-Back, then the time accumulated from the months that have been defined as the Look Back period will be used to create the average hours for the hours worked for the month specified.
__IDIF set up and RB1094C process for multiple entity 1094C filing__
#Set the IDIF Authoritative Transmittal to '0' and run RB1094C for all entities. Record the Line 18 (total number of 1095C forms with this transmittal) values for each entity.
#Add all Line 18 values, for all the entities, to get the total number of 1095C forms.
#Make a copy or modify your IDIF for the Entity that the 1094C Authoritative transmittal will be submitted for all entities on Line 19 of the 1094C forms.
#Set Authoritative Transmittal to '1' and the TotalNumOf1095Filed with the total number of 1095Cs for all entities.
#Ensure that the entity with Authoritative Transmittal defined as '1' has the proper employer name, address and EIN, and re-run RB1094C for this entity.
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UBACA will only process employees whose assignment employment status is associated to the Status Types Active, Pending, Leave or Unpaid Leave.
__NOTE:__ The Entity reporting Line 19 will report the total number of 1095Cs on Line 20 and will have Part I, Part II and Part III filled out. It will also have the AuthoritativeTransmittalInd tag on the xml file. Any other Entities will only have Part I completed on the 1094C form and will not have the tag on the xml file. \\ \\
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|If the option Generate for 1095C is set to YES, then all employees in the selected Entity will be included in the report, __filters are ignored__, and the results are saved to the database for reporting at year-end. If you have previously processed a month with this flag set to YES, then subsequent runs with the flag to NO will just report the data (again) and will not re-compute the data.\\ \\The only intent of this toggle is to provide a performance aid in the scenario where you need to run the UBACA report for multiple groups of people, but want to only show subsets of employees. Once there is a record for any employee with the “Final” toggle turned on, UBACA does not go through the data for that month, but rather simply reports on the data that is in the database.\\ \\You __do not__ need to run UBACA with this toggle on in order to produce 1095C/1094C output.
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This report will generate a Microsoft Excel spreadsheet. If the option ‘Print Cover Page’ = Yes, then exception messages can be viewed in the spread sheet. Exception messages are always viewable in DMEX/VMEXF/VMEX/RMEX.
__Employer Information Sources from Personality__
There are three sources of Applicable Large Employer Member (Employer) Information that can be set up on IDIF using the ALEMemberSetUp field by entering the Constant Value field with:
* IDEN - ALE Member set up as Entity on IDEN. This is the default.
* IDDP - ALE Member set up as Department on IDDP
* IDLN - ALE Member set up as Location on IDLN
* IDGR - ALE Member set up as Group on IDGR
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__Report Parameters & Filters__
||Report Parameters||
|Entity |You must enter one entity. UBACA only runs for one Entity at a time.(Mandatory)
|Year | Enter the year that you want to report on
|Month | Enter the month that you want to report on
|Use Eligibilty Date| Default (empty) is No. If you set this to Yes, then the eligibility start/end dates will be used to determine when an employee is covered by a plan, rather than the effective and expiry dates. This may suit your set up better, but not that there is no constraint or guarantee that eligibility dates are contiguous, without gaps or without overlap. If you select this parameter, then only those records with the eligibility dates filled in will be reviewed.
|Generate for 1095C | No/Yes. If set to YES, all report filters are ignored and all employees will be processed by UBACA. If set to NO, then report filters can be used to select subsets of employees. If you have previously processed a month with YES, then running with NO will simply report on the data previously saved. You can always replace the saved data by running again with YES. See the detail above on the intent of this toggle.\\Recommendation: Leave it as NO unless you have a requirement to provide UBACA reports for different subsets of employees
|Print Cover Page | This parameter has been removed. It’s original intent was to suppress the cover page from the report, but since it has been moved to a different tab, there is no need to do this anymore.
||Report Filters||
The results from UBACA will be displayed in a MS Excel (XLSX) spreadsheet. This allows for users to sort or otherwise manipulate or analyze data in the records.
__NOTE:__ The default set up is IDEN. If IDDP is used, filter by Department when RB1095C is run. If IDLN is used, filter by Location when RB1095C is run. If IDGR is used, filter by Group when RB1095C is run.
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There are three tabs at the bottom of the spreadsheet:\\The __PARAMETERS__ tab will show the report parameters that were selected in UBACA
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The __RUN LOG__ tab will show the execution trace and other diagnostic message
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The __REPORT__ tab will show the data in the report in the same manner as this example
\\ \\
Some key fields are:
----
!!ACA EXECUTION
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|Full Time| The determination as to whether the employee is full time or part time is made based on the Hours worked in the Hours field. If the hours are less than 130, then for the purpose of the ACA report, the employee is Part Time, e.g. there will be a No in this field.
|Hours| If the IBACA ACA Hours Rule is Monthly measurement then these are the hours worked in the month being executed. If the rule is Look-Back, then this number will represent the average hours worked during the look-back period defined in the Lookback Months field.
|Wage Rate| This derived from a source based on the ACA Wage Rule.
|Enrolled Plan/Covg | This is the medical benefit plan and coverage the employee is actually enrolled in
|Line 14 Code| This is the line 14 code relating to the employee this month (see the list on page 23)
|Line 16 Code | This is the line 16 code relating to the employee this month (see the list on page 24)
|Covered Plan/Covg| This is derived from the ACA Monthly EE Prem field in the ACA coverage.
|Coverage Rate | This is derived from the ACA Monthly EE Prem field in the ACA coverage.
|Affordability | The Yes/No option in this column is selected by the result of a calculation done by UBACA. If 9.5% of the Wage Rate is less than the Cost, then the plan is not affordable and a No is entered in this field.
If the plan is self-insured and the employee has dependent children, this information will be shown on the report. Up to 4 dependents can be shown on the report. All dependents are stored in the database and will be reported on the 1095C report, and are shown on the VBACAE screen.
[{InsertPage page=’UBACA’}]
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!VBACAE – View ACA Monthly Data by EE
The [VBACAE] is an employee screen where the results of UBACA computations can be viewed. The UBACA report and 1094C/1095C reports get their data by reading this information.
!IBACAE – Define ACA Monthly Data by EE
This function will allow users to update the data generated by the [UBACA] function. This function is intended to allow for minor changes to the data generated for purposes of 'tweaking' individual data situations and is NOT intended to be a data entry form. As a result, only limited edits on the data are provided and users who modify the data generated by UBACA should do so at their own risk.
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The Year and Month are derived from the Year (YYYY) and Month (MM) fields in UBACA.
%%Warning __Important Note:__ If the UBACA is run for the same employee, for the same month and year, it will wipe out all changes made manually on this form.
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The ACA Category is read from the employee’s Group screen or assignment if an override has been entered there.
The 1095C and 1094C reports read from this data and do no further computation, so what you see in the VBACAE/IBACAE screens represent what will be output.
|%%warning Important Note: There are no edits in this screen beyond the basics required for database integrity. You have the opportunity to enter any values that you wish, including the linking of employee contacts who may not be associated to the ACA-identified health plan.
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Enrolled in Plan/Coverage will show the current enrollment of the employee in the medical plan and coverage (if any).
!IEEI – Employment Information
A date will be added to ACA Stability Date field on IEEI only when the ACA Category in IBACA is using the Look Back method. The ACA Stability Date is derived by UBACA and inserted into this field. This is the start date of the Stability Period which will extend forward for the number of months defined in IBACA.
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Line 14 box may contain one of the following codes, and will be printed in the 1095C accordingly:
During this period UBACA will not recalculate hours worked or a wage rate to determine if the employee is FT or PT or whether the medical coverage is ‘Affordable.’ The employee’s ACA status is fixed as of this date and will extend to the end of the Stability Period when a new measurement period will determine the next stability date and ACA status. During a new employee’s UBACA processing, there will be no stability date entered until the last month of the Look Back period has been reached.
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!IEPW2/WEPW2/WMPW2 - Maintain Employee W-2 Consent
Employees can receive an electronic W2 and 1095C form from Self Service. These forms allow employees to provide consent, or withdraw their consent, to printing their W2 and 1095C forms using Self Service. Employers can manage the consent for employees to receive electronic W2 and 1095C forms. \\ \\
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*1A. Qualifying Offer: Minimum essential coverage providing minimum value offered to full-time employee with employee contribution for self-only coverage equal to or less than 9.5% mainland single federal poverty line and at least minimum essential coverage offered to spouse and dependent(s).
*1B. Minimum essential coverage providing minimum value offered to employee only.
*1C. Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependent(s) (not spouse).
*1D. Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to spouse (not dependent(s)).
*1E. Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependent(s) and spouse.
*1F. Minimum essential coverage NOT providing minimum value offered to employee, or employee and spouse or dependent(s), or employee, spouse and dependents.
*1G. Offer of coverage to employee who was not a full-time employee for any month of the calendar year and who enrolled in self-insured coverage for one or more months of the calendar year.
*1H. No offer of coverage (employee not offered any health coverage or employee offered coverage that is not minimum essential coverage). This is set on IEAS.
*1I. Qualifying Offer Transition Relief 2015: Employee (and spouse or dependents) received no offer of coverage, received an offer that is not a qualifying offer, or received a qualifying offer for less than 12 months. This is set on IEAS.
Code 1F, above, is not currently set by the UBACA function and would need to be set manually in IBACAE.
\\ \\ \\
Line 16 box may contain one of the following codes, and will be printed in the 1095C accordingly:
*2A. Employee not employed during the month.
*2B. Employee not a full-time employee
*2C. Employee enrolled in coverage offered.
*2D. Employee in a section 4980H(b) Limited Non-Assessment Period. Enter code 2D for any month during which an employee is in a Limited Non-Assessment Period for section 4980H(b).
*2E. Multiemployer interim rule relief. Enter code 2E for any month for which the multiemployer interim guidance applies for that employee.
*2F. Section 4980H affordability Form W-2 safe harbor.
*2G. Section 4980H affordability federal poverty line safe harbor.
*2H. Section 4980H affordability rate of pay safe harbor.
2D and 2E, above, are not currently set by the UBACA function and would need to be set manually in IBACAE.
!RE1095C – Print my Form 1095-C
The RE1095C report allows an employee to print their 1095C form through self service.\\For more information on the set up requirements and layout of RE1095C, see RB1095C/RB1095SM – Producing the 1095C Form section.
||Parameter||Description
|Year (YYYY)| Identifies the year the 1095C form is produced for.
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The ACA Period is populated by UBACA only when a look-back measurement period is selected for the employee. The options are:
*Administration Period
*Initial Period
**For new hires, starting on the fourth full calendar month to the end of the Lookback month
*Non Assessment Period
**For new hires, their first partial month and the first three full calendar months
*Stability Period
**A full time employee is put into a stability period and will remain so for a year, based upon the date that is stamped in IEEI. To remove them from a stability period, clear out this date. When an employee is in a stability period, no computations are made with regard to hours worked or wage – as the previous month’s values will be used.
*Standard measurement Period
!RB1095C/RB1095SM – Producing the 1095C Form
These functions and reports will create the 1095C form, except for employees with electronic consent in the following releases of Personality:\\
* NextGen - 5.04 + 5.05
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Covered by Plan/Coverage will display the ACA Minimum Value Self benefit plan and coverage.
There are two different functions to produce a 1095C form.
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Coverage Rate is the coverage premium rate from IBPN.
* RB1095C will produce the form on blank 8½“ X11“ paper, and may be printed double sided (duplex)
* RB1095SM will produce the form single sided on an 11” X 14” self-mailer form MW1095C (from RR Donnelley) or equivalent.
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Wage Rate is derived from the source indicated in IBACA.
The 1095C form for employees is produced on blank paper using the RB1095C/RB1095SM programs. These programs read the data from VBACAE and produces one page per employee (additional pages as required for overflow of dependents).
\\ \\
__RB1095C/RB1095SM Report Parameters__
||Parameter||Description
|Entity | Defines the Entity the 1095C forms are produced for.
|Year | Defines the year the 1095C forms are produced for
|As of Date | This parameter is used to retrieve the current Assignment and Group information for an employee, as of the date defined.
|Final (check toggle)|Is set to Y, the 'Final' toggle in VBACAE/IBACAE will be checked. The default value is N.
|Corrected| If this value is set to “Yes”, the 1095C form will be printed with a check mark in the CORRECTED field.
|Interface Code | The name of the IDIF definition that is used to create the 1094C form/file. The HL supplied IDIF is HL$ACA-1094C. Details for this interface code can be found in IDIF – Defining values for the 1095C/1094C Forms and File section.
|Hide SSN | When set to “Y”, Social Security Numbers are obfuscated with leading “X”’s
|Blank Out L16(14=1A)|When set to "Y", the Line 16 value will be blanked out when Line 14 is set to 1A. The default value is "N".
|Override Line 16|When set to “Y”, Line 16 will still be populated even if the Minimum Essential Coverage Offer (MEC) is less than 95% of the full-time employees in the system and the MEC indicator ‘No’ box is toggled on the 1094c form Part III.
|Skip Part Time EE|When set to “Y”, 1095C will not include employees who were not full-time employees in any month of the year and were not enrolled in an ACA benefit plan.
|Sort By| How the 1095C forms should be sorted. The available options are:\\Pay Destination + Department Code + Last Name\\Pay Destination + Last Name\\Auth Area + Last Name\\Last Name. This is the default if none of the above options are chosen.
\\
__RB1095C/RB1095SM Report Filters__\\
* These filters can be used to produce a subset of 1095C forms for specific employees or groups of employees.
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Hours will hold the average hours for the month or for the lookback period.
__NOTE__:\\
**If ALEMemberSetUp is set up with IDLN, then the 'Location' filter should be defined.
**If ALEMemberSetUp is set up with IDDP, then the 'Department' filter should be defined.
**If ALEMemberSetUp is set up with IDGR, then the 'Group' filter should be defined
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FT will be toggled on if UBACA determines that the employee is Full Time, e.g. has worked an average of more than 130 hours per month.
* The RB1095C process will produce a PDF file that contains a 1095C form for each employee. This can be printed on blank paper, with the instructions printed on the back (if printing duplex).
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The lower section of this screen will show any dependents if the plan is designated as ACA Self Insured in IBPN and there are dependents entered in IECT as Dependents in the Contact Type field and the dependents are associated with the Medical plan in IBRA at a coverage rate greater than 0 (or null).
* If applicable, a continuation page for Part III Covered Individuals will be printed following the 1095C form.
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Note: When UBACA is run for with the 1095C option as Yes, it can be run again for the same month/year with the 1095C option as No. This will generate a spreadsheet using the data from the first 1095C run that was saved to the table, and will not re-calculate the data.
!RB1094C – Producing the 1094C Form and File
The RB1094C program reports on the data found on VBACAE and produces the Employer’s 1094C form, as well as the 1094C file for submission to the IRS. \\ \\
There are two methods of transmission of the 1094C file:
* A2A: Application to Application
* UI: User Interface
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Also: when UBACA is run for months that are in an employee’s Stability Period, no data is recalculated by UBACA, current data for the month will be copied from the data generated when the stability period was first initiated. 
For TY 2017 filing, only UI is supported. \\ \\
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!Determining Line 14 and Line 16 Codes
The UBACA program, upon reviewing your employee data, will determine the Line14 and Line16 Codes for use in the 1094C/1095C forms and file. The codes below reflect the order that they are determined
[{Table
NOTE:
* Each organization must apply for, and receive, a Transmitter Control Code (TCC) to eFile your ACA submission.
* Do not modify the .xml file manually as this will corrupt the checksum.
* Organizations must also submit a test form to the IRS for approval of the file format.
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||SITUATION|| Line 14 Code || Line 16 Code
| a) IEAS Excluded flag is set to any value. | Value comes from IEAS (IH or 1I)| blank
| b) Employee is terminated prior to the first of the month and they are not in an employment status of COBRA or Retiree type. | 1H | 2A
| c) Employee is hired this month and is therefore in the initial measurement period. | 1H | 2D
| d) Employee (Cobra/Retiree) is enrolled in a benefit plan | Value comes from IBPN coverage(1A, 1B, 1C, 1D, 1E, 1G, 1H) | Determined below
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| e) Employee (not Cobra/Retiree) is enrolled in a IBPN coverage defined with 1E, but wage rule is set to Federal Poverty Line (FPL) | 1A | Determined below
| f) Employee (not Cobra/Retiree) is enrolled in a IBPN coverage, is not full time, and the policy is a Self-Insured policy | 1G | Determined below
| g) Employee (not Cobra/Retiree) is not offered any plan from the IBSC | 1H | Determined below
__Important Note:__ It is recommended that you make a copy of the IDIF interface definition from the HL$ACA-1094C for your own site, so as to preserve your values on this and subsequent updates.
\\ \\
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| h) Employee (not Cobra/Retiree) is enrolled in a benefit plan | Value comes from IBPN coverage(1A, 1B, 1C, 1D, 1E, 1G, 1H) | Determined below
| i) Employee is in a Non Assessment Period, Initial Period or Administration Period | Previously determined | 2D
| j) Employee is enrolled in any benefit plan (not only the minimum value self-only offer) | Previously determined | 2C
| k) Employee (not Cobra/Retiree) is not full time and not enrolled in the minimum coverage offered (may be other coverage) | Previously determined | 2B
| l) Employee is offered coverage deemed affordable according to the Form W2 Wages rule, but is not enrolled in any plan | Previously determined | 2F
| m) Employee is offered coverage deemed affordable according to the Federal Poverty Line rule, but is not enrolled in any plan | Previously determined | 2G
__RB1094C Report Parameters__
||Parameter||Description
|Entity|Defines the Entity the 1094C report/file is produced for
|Year|Defines the reporting year for the 1094C report/file
|As of Date| Start date for the reporting period. This will also determine date-sensitive information such as employee addresses.
|Signature Date|This date populates the Signature Date on the file
|Blank Out L16(14=1A)|When set to "Y", the Line 16 value will be blanked out when Line 14 is set to 1A. The default value is "N".
|Skip Part Time EE|When set to “Y”, 1095C will not include employees who were not full-time employees in any month of the year and were not enrolled in an ACA benefit plan.
|Correct Form|Defines which ACA form is being corrected. Options are: None, 1094C or 1095C
|Transmission Type|Defines the tranmission type. Options are: C-Correction, O-Original, R-Replacement
|Replacement Type|Defines the replacement type. Options are: Submission Replacement, Transmission Replacement
|Test File Code|Defines the file code type. Options are: P-Production, T-AATS
|Interface Code |Defines the name of the IDIF definition that is used to create the 1094C form/file. The HL supplied IDIF is HL$ACA1094C-yyyy. Details for this interface code can be found in the IDIF – Defining values for the 1095C/1094C Forms and File section.
|Directory Name |Defines the directory where the 1094C file will be stored. The file name has a fixed name format.
|Sort By|Defines how the employees will be sorted in the 1094C file
|Exception Level|Defines the level of detail to be printed
\\
__RB 1094C Report Filters__\\
* Use these filters to restrict the employees that are included in the 1094C report/file \\
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| n) Employee is offered coverage deemed affordable according to the Rate of pay rule, but is not enrolled in any plan | Previously determined | 2H
| o) Employee is not enrolled in a plan, and were terminated within the month and are not full time. Line 16 code is set to 2B | 1H | 2B
* Any error messages will be output into the run log, which can be viewed on DMEX, VMEX, VMEXF or running RMEX.
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| p) Employee was terminated prior to this month and is not enrolled in a plan. Line 16 code is set to 2A | 1H | 2A
}]
* The 1094C File is named using the following naming convention:\\
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!IBACAE – Define ACA Monthly Data by EE
There may be situations where the data generated by UBACA does not exactly match the needs for the employee. The Jan 11 release of the ACA software provides the means for you to edit the generated data.
;: 1094C_Request_XXXXX_20151018T18103200Z.xml\\
Where XXXXX is your Transmitter Control Code (TCC) and 20151018T18103200 will be replaced with the date/time that the file is created.
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The 1095C and 1094C reports read from this data and do no further computation, so what you see in the VBACAE/IBACAE screens represent what will be output.
|Important Note: There are no edits in this screen beyond the basics required for database integrity. You have the opportunity to enter any values that you wish, including the linking of employee contacts who may not be associated to the ACA-identified health plan.
* The manifest file is created using the naming convention and the full 1094C report is produced.
\\ \\
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!IEEI – Employment Information
A date will be added to ACA Stability Date field on IEEI only when the ACA Category in IBACA is using the lookback method. The ACA Stability Date is derived by UBACA and inserted into this field. It is the start date of the Stability Period which will extend forward for the number of months indicated in IBACA.
!!!ACA Prior Tax Year Updates
__2019__\\
* AIR TCCs for Transmitters and Issuers that are in Production status will remain in Production status. No additional testing is needed for Tax Year 2019.
* Software Developers need to update their ACA Application for TCC each year to obtain a new software identification number for the new tax year
*Software Developers who passed testing for any tax year ending after December 31, 2014 do not need to test for the current tax year. Software IDs are scheduled to move to Production one week from the date the software IDs are assigned.
** When the 2019 software packages are added, Responsible Officials will need to re-sign the ACA Application for TCC.
** AIR Transmissions (both live and test) will reject If the ACA Application for TCC is not signed and in Completed status.
** Allow 48 hours before transmitting to Production after passing any required testing.
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During this period UBACA will not recalculate hours worked or a wage rate to determine if the employee is FT or PT or whether the medical coverage is ‘Affordable.’ The employee’s ACA status is fixed as of this date and will extend to the end of the Stability Period when a new measurement period will determine the next stability date and ACA status. During a new employee’s UBACA processing, there will be no stability date entered until the last month of the look back period has been reached.
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!RB1095x –Producing the 1095C Form
There are two different functions to produce a 1095C form.
__2018__ \\
To generate tax year 2018 returns in AATS until 10/24/2019 and Production until 12/31/2019, use:
* Manifest file from tax year 2018 schema package
* Form data file from tax year 2018 schema package
* PaymentYr value “2018”
* Software ID for 2018 (2018 software IDs start with 18XXXXXXXX)
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RB1095C will produce the form on blank 8½“ X11“ paper, and may be printed double sided (duplex)
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RB1095SM will produce the form single sided on an 11” X 14” self-mailer form MW1095C (from RR Donnelley) or equivalent.
__2017__ \\
To generate tax year 2017 returns in AATS until 10/24/2019 and Production until 12/31/2019, use:
* Manifest file from the tax year 2017 schema package
* Form data file from the tax year 2017 schema package
* PaymentYr value: “2017”
* PriorYearDataInd value: “1”
* Software Id for 2017 (2017 software IDs start with 17XXXXXXXX)
* Use the Interface Format for 2017
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The 1095C form for employees is produced on blank paper using the RB1095C/RB1095SM program. This program reads the data from the VBACAE form and produces one page per employee (additional pages as required for overflow of dependents).
__2016__ \\
To generate tax year 2016 returns in AATS until 10/24/2019 and Production until 12/31/2019, use:
* Manifest file from tax year 2017 schema package for Production
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__Report Parameters & Filters__
||Report Parameters||
|Entity | Identify the entity you are producing 1095C forms for
|Year | Identify the year that you are producing 1095C forms for
|As of Date | This parameter is used to retrieve the current Assignment and Group information for an employee, as of the date provided.
|Corrected| If you set this value to “Yes” then the 1095C form will be printed with the check mark on the CORRECTED field.
|Interface Code | The name of the IDIF definition that is used to create the 1094C form/file. The HL supplied IDIF is HL$ACA-1094C. Details for this interface code can be found in this document on Page 15 in section IDIF – Defining values for the 1095C/1094C Forms and File
|Hide SSN | If set to “Y” then Social Security Numbers are obfuscated with leading “X”’s
|Sort By | How you want the 1095C forms to be sorted. You have these options://;Pay Destination + Department Code + Last Name//;Pay Destination + Last Name//;Auth Area + Last Name//;Last Name (this is the default if none of the above options are chosen)
To generate tax year 2016 returns in Production, use:
* Form data file from tax year 2016 schema package
* PaymentYr value “2016”
* PriorYearDataInd value “1”
* Software Id for 2016 (2016 software Ids start with 16XXXXXXXX)
* Use the Interface Format for 2016
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||Report Filters|You may use these filters to produce a subset of 1095C forms for specific employees or groups of employees.
!!Submitting Test Files
The IRS requires that High Line, as part of the Software ID approval process, submit a series of test files with specific scenarios of data. These test files have been approved for 2019 and the 2019 Software ID is included in the ACA year end patch. \\ \\
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The RB1095C will produce a PDF file that contains a 1095C form for each employee. This may be printed on blank paper, and print the instructions on the back (if printing duplex). The RB1095SM will produce a PDF file that contains a 1095C form for each employee and may be printed on the MW1095C form from RR Donnelley. This is a self-mailer form and includes the instructions pre-printed on the back.
The IRS also requires employers to submit a test file, to confirm the transmission linkage. This file must __contain no real employee data such as SSNs.__\\ \\
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If necessary, a continuation page for Part III Covered Individuals will be printed following the 1095C form.
Only Clients who will be doing the ACA file transmission for the first time under their own TCC number are required to submit a test file for 2019. \\ \\
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!RB1094C –Producing the 1094C Form and File
The RB1094C program reports on the data found in the VBACAE screen and produces the employer’s 1094C form, as well as the 1094C file for submission to the IRS.
High Line provides a transmission test file for clients using Personality ACA reporting for the first time in 2019. \\ \\
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__NOTE: You may apply for, and receive, a Transmitter Control Code (TCC) to eFile your ACA submission. You must also submit a test form to the IRS for approval of the file format.__
\\ \\ \\
__XML file for Test Scenario 7__\\
* Manifest_1094C_Request_BBJ4V_20180120T125609822Z.xml
* 1094C_Request_BBJ4V_20180120T125609822Z.xml
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__Report Parameters & Filters__
||Report Parameters||
|Entity | The entity code you are producing the 1094C report/file for
|Year | The reporting year you are producing the 1094C report/file for
|As of Date | This date is used to retrieve employee assignment and group demographic information.
|Corrected 1094C| If set to YES, the data on the 1094C file is indicated as a correction
|Corrected 1095C | If set to YES, the 1095C Correction indicator is turned on in the 1094C file
|Interface Code | The name of the IDIF definition that is used to create the 1094C form/file. The HL supplied IDIF is HL$ACA-1094C. Details for this interface code can be found in this document on Page 15 in section IDIF – Defining values for the 1095C/1094C Forms and File
|Directory Name | The name of the database server-centric directory where the 1094C file will be created. The file name has a fixed name format .
||Report Filters|You can use these filters to restrict the employees that are included in the 1094C report/file
NOTE: Organizations need to replace our TCC (BBJ4V) with their own TCC for both:
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The 1094C File is named using the following naming convention\\
* The .xml file name __UniqueTransmissionId__
* In the Manifest file __DocumentSystemFileNm__
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;: 1094C_Request_XXXXX_20151018T18103200Z.xml\\
Where XXXXX is your Transmitter Control Code (TCC) and 20151018T18103200 will be replaced with the date/time that your file is created.
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The full 1094C report is produced
\\ \\ \\
This page (revision-43) was last changed on 08-Feb-2023 14:49 by Lilia UrtanTop