ACA Reporting with AscentisPart 1 of 3

Best Practices and Setup

Agenda

• Quick overview of the ACA and what Ascentis is doing for year end reporting

• ACA Client Portal… a great resource!

• Best practices and tips for easy and accurate 1095-Cs, Setup steps in Ascentis HR 9.5

• Q&A

ACA Reporting

Form Title Form Originator/Form Destination

Due Date/Method of Filing

1094-CTransmittal of Employer-Provided Health Insurance Offer and Coverage Returns

Employer files with Internal Revenue Service

Paper or Electronic, Same deadline as IRS copy of 1095-C

1095-CEmployer-Provided Health Insurance Offer and Coverage Return

Employer files with Employee; copy to IRS

For employee: Paper or Electronic By 2/1/2016

For IRS: <250 forms, paper, by Feb. 28;>250 forms, electronic only, by Mar. 31

Regulation Overview

• You must furnish a 1095-C to all employees who met the ACA definition of “Full Time” at any point in 2015

• The 1095-C can be furnished electronically to employees – as long as they ‘opt-in’ electronically (you can’t opt them in )

Ascentis & ACA Reporting

Regulation Overview

• Ascentis has partnered with the IRS, and is a member of ACA Information Returns (AIRS) Working Group

• Ascentis is an authorized transmitter (TCC) to file electronically on your behalf

Ascentis & ACA Reporting

• Setup steps

• Employee Opt-In

• Publish

– Produce & Review the 1095-Cs

– Publish the 1095-Cs electronically to your employees

– Ascentis mails the 1095-Cs to employees who did not opt-in

• File

– Produce & Review the 1094-C

– File with the IRS

ACA Reporting – Overview of Steps

Latest and greatest information on the ACA regulations and how Ascentis helps manage ACA compliance and reporting. This site includes information such as:

• ACA Best Practices

• Webinar recordings

• Links to relevant IRS and government ACA websites

• FAQ from Ascentis Support – updated weekly!

• And more!

http://www.ascentis.com/ACA/Ascentis-ACA-Welcome.asp

Password is: AscentisACA

Ascentis ACA Client Portal

We’re Lining Up the Resources for You

Don’t Procrastinate, Know the Regs

Highly recommend you start reading the draft 2015 Filing Instructions.

Understanding the ACA and the annual reporting requirements requires detailed knowledge of tax and legal issues. Ascentis recommends your organization seek out professional services from your insurance brokers, legal counsel or other professional advisors.

Line these folks up early… they will be swamped in January!

Know your EINs

• One 1095-C for each employee of each EIN

• You can file multiple 1094-Cs for a given EIN, but one must be designated as the Authoritative Transmittal and include the grand totals

• The Payroll Directory (Payroll Code if not using Ascentis Payroll) field is used to map employees to EIN

• Every employee must have a Payroll Directory (or Payroll Code)

• In the ACA Setup, you will map Payroll Directory to EIN

• Let’s take a look

ACA Reporting is driven by EIN

Know your EINs!

• The five scenarios with Ascentis HR:

ACA Reporting is driven by EIN

Know the ACA Status of Your Employees

ACA reporting is all about the status of the employee –and determining if they are full-time or part-time under the ACA definition. This “ACA Status” drives:

• Which employees get a 1095-C

• Offers of Coverage codes reported on the 1095-C, line 14.

Update Monthly for Variable Hour Employees

Know the ACA Status of Your Employees

Ascentis ACA Year-End Reporting Services will use the Employment Status field in Ascentis HR for ACA Status

• As you monitor your employee’s ACA eligibility status, on a monthly basis, update any changes in Ascentis HR Employment Status

• Make sure the effective dates are correct

• Let’s take a look

Update Monthly for Variable Hour Employees

Understand Your Plans & the ACA

ACA Reporting requires a few new details about your benefit plans. The Setup steps will ask you to identify the following for each of your Medical plans:

• is Self-Funded (as opposed to being full insured through an insurance carrier)

• is a Multiemployer Plan (Union or collective bargaining agreement)

• provides Minimum Essential Coverage under the ACA

• provides Minimum Value under the ACA

Your answers to these questions will be used to calculate the Employee Offer and Coverage codes on Lines 14 and 16 of Part II of the 1095-C.

Let’s take a look

Maintain Accurate Eligibility

Offer of Coverage codes are driven by Benefits Eligibility in Ascentis HR. Therefore:

• Verify that your Eligibility Rules in your benefit plans are correct

• Verify that your employee’s eligibility for your medical plans are correct

Ensure Accurate Enrollment

Common scenarios not to overlook:

• Employees that were active as of Jan. 1, 2015

• New hires for 2015 from date-of-hire

• Dependent(s), including social security number(s)

• Retirees who are still on your plan

• Owners, directors, partners... anyone who is enrolled in your plan

• The owner’s niece who she made you put on the plan because no one could tell her “No” (that never happens at my company!)

• COBRA: For current or former employees & dependents who have enrolled in COBRA coverage, make sure they are enrolled in Ascentis HR

• Union members if they are enrolled in your plan, or if you are required to contribute to their plan

For all of 2015!

Don’t Archive Terms for 2015

• Ascentis HR ignores archived employees

• Make sure anyone who was employed in 2015 is not archived