SmartFusion Modules > Human Resources > Insurance And Benefits > Maintenance > ACA Maintenance > Employee ACA Maintenance

Last Update: 
6.143 
- Fixed an issue where the record number was not getting incremented correctly when a new employee was added.
6.101
- Added the ability to delete employees from the ACA work files after they have been generated.
6.45
  - Added the ability to add employees to the ACA work files after work files have been generated, but only before the files have been submitted to the IRS.

6.20
  - Modified functionality of refresh demographics to recreate covered individuals as well as show the employee so customers can modify that information as needed.

Introduction

This form allows users to review ACA generated work files data and modify the data if inconsistencies are found. This data is used to print 109X-B and 109X-C forms and generate XML files to submit to the ACA website.

Explanation

All ACA generated work files data can be viewed here. Pick a year and submission number to begin. This form will also allow users to add any customers that were not picked up by the generate process. This would only have occurred if an insurance and benefit customer's data has been modified after the generate was performed. A user can only add/modify data that has NOT been submitted to the IRS.

Search Pane

Last name - Employee last name.
First name - Employee first name.
Employee id - Payroll employee id. If set to zero, this filter is NOT activated.
SSN - Employee social security number.
Year - Tax year, by default this is set to the previous year.
Submission number - The number of times the work file batch of employees for the year that has been submitted. Zero is the default and means there has been no submissions to the IRS to date.

Detail Pane

Submission file name - The submission XML file name.
Submission receipt number - The submission receipt number provided by the IRS.
Employee id - The payroll employee id number
LastName/First/Middle - Followed by Last Name, first name, and middle
SSN - Employee social security number.
Refresh Demographics - This button will rewrite the work file data to match the employee name, address, and date of birth information based on payroll employee data. This will also recreate covered individual insurance and benefit information for the employee for the reporting year and workfile data.

Employee Coverage Grid - This section is specifically for 1095-C employee data. This section is only modifiable if the work files generated was for 1094-C/1095-C. Otherwise, there is no data to show. The user is granted full access to modify the values based on month if adjustments are necessary. Each record refers to a line in the 1095-C form.

Line 14 - Offer of coverage.
Line 15 - Employee share of lowest cost.
Line 16 - Safe Harbor.

Covered Individuals Grid - This section is for displaying the employee and dependent information by showing insurance coverage by month. The user can check and uncheck off applicable months. Note: The IRS forms only want all months checked if one is covered for all months. The data displayed in this grid will show all months and all individual months checked by default. This is okay, printing the IRS forms will still interpret the data correctly.

Reference

Submitting IRS 1094/1095 B and C XML Files