ACA TAX REPORTING

 

 

 

 

DESCRIPTION:  ACA Tax Reporting is used to manage records of employee health care plans and to generate Affordable Care Act reports required by the IRS.

 

 

 

To access:  Click on the Human Resources module  then click the ACA Tax Reporting menu item.   

 

The following window will appear:

 

 

 

To modify information for an existing plan, click the Manage Healthcare Plans button.  Select the plan from the list of healthcare plans available.  Make your modifications.  Click the Done button.

 

If you need to add a new plan type, from the Manage Healthcare Plans window, click the New button.  Then enter the plan information.  Click the Done button.

 

Select an employee from the Employee List to modify their healthcare plan information.  To choose a different healthcare plan for the employee, select a new plan from the drop down list.  Click the Use Plan Defaults button.  The default plan information will automatically be entered.  You can make changes to customize the plan if needed.

 

To add a covered individual to the plan, click the Add button in the Covered Individuals section.  Enter the individual's personal information and use the check boxes to indicate which months they have coverage.  To remove a covered individual from a plan, select them in the list of Covered Individuals and click the Delete button.  When you are finished making changes to the employee's healthcare plan information, click the Save Changes button.

 

To print ACA reports or create the electronic file, click the Print or Generate E-File button.

 

The following window will appear:

 

 

 

From the drop down list, select the Year the report is for, then click the Load Employees button.  A list of all the employees who are eligible for ACA reporting will be displayed.  From the drop down list, select which Form you want to process, either print a form or create the E-file.  If you selected a form that is a print, you can choose whether to Print the instructions page by checking the box.  If you selected Print 1094 C form, you also have the option to make this 1094 C the Authoritative Transmittal by checking the box (refer to the IRS website for further information on this topic).

 

Next, check which employees you want to include.  You can either check them all or only check individual employees.  Then click the Process button to process the form you selected.  Each selected employee will be checked for errors in their healthcare plan, and if an error is found, then the form will stop processing and the error will be displayed.  All selected employees must not have any errors for the form to process.

 

If you selected a form to print, a Print Preview window will appear for you to view and print your form.

 

If you selected an E-file form, two files will be created - the Manifest Header file and the Form file.  You will need to enter your TCC Number you received from the IRS.  Select the folder where the files will be stored.  When the files have been created successfully, click OK.

 

Return to the ACA Tax Reporting window and click on the IRS ACA Login button.  Enter your ID.me information.  Click the Upload ACA Forms button.  Upload the Manifest file in the area under the Upload Manifest.  Click the Browse button to view a list of the files to be uploaded.  Next, upload the form under the Upload Form area.  Please note that there is no review of the data before transmitting or canceling once you click Transmit so make sure the data is correct in Pro Fund Accounting.  Once you click the Transmit button, if there are no formatting errors, the forms will be transmitted to the IRS and a receipt number will be displayed.  Please either print the page or copy the receipt number down as that is the only way you will be able to check if your transmission was accepted or rejected.  On the IRS Affordable Care Act Information Returns page, click on the Check Transmission button to view the status of all your transmissions.  From the drop down list, select the option to enter your TCC and Receipt ID.  Enter your TCC and Receipt ID of the transmission that you want to check the status.  Click Find to see the results of your lookup.  If the transmission was rejected, there will be a link to download a file that has the reason why the transmission was rejected.  If the transmission was accepted, then there is nothing left to do.  Please note that you cannot retransmit a file that has already been accepted.

 

Click on the X in the upper right corner of the window to close the window.