Approving and Tracking Form 1094-C

Transcription

1 Approving and Tracking Form 1094-C Handout Manual Need support after training? To exchange tips and best practices with fellow users, get on The Bridge an online community built exclusively for ADP clients. V ACA12 Copyright 2016 ADP, LLC

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3 Slide 1 - Introduction Welcome to Approving and Tracking Form 1094-C. Click Next to continue. Copyright 2016 ADP, LLC. All rights reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. Any repurposing, reposting, or other use of this content (including but not limited to YouTube or any other social media) is expressly prohibited. Approving and Tracking Form 1094-C Page 1 of 52

4 Slide 2 - What you will learn My name is Angela and I'm an ADP representative. Here's what you'll learn about in this training. Let's get started. Page 2 of 52

5 Form 1094-C goes with Forms 1095-C when you file them electronically, and must be filed if an employer files one or more Forms 1095-C. It is sent only to the IRS, not the employee. Form 1094-C provides the IRS information related to whether the employer is subject to the Section 4980H(a) penalty and summary information. IRS Page 3 of 52

6 Slide 4 - ACA Annual Reporting Phases In the Overview of the Annual Reporting Tasks you learned that during phase 3, you approve Forms 1095-C so that they can be printed and distributed to your employees. You can approve Form 1094-C at the same time so that your filing can be transmitted to the IRS. In this training, we will focus on how to approve Form 1094-C and track the status of your transmission. Phase 3: Transmit Form 1094 C and Forms 1095 C to the IRS Page 4 of 52

7 Slide 5 - Choosing Your ADP Solution Let s access the Annual Health Care Reports dashboard. To do so, first refer to this table to determine the appropriate path for your ADP solution. You ll use this path after you complete your training. Then Log In to ADP Workforce Now At Page 5 of 52

8 Slide 6 - The Annual Health Care Reports Dashboard This is the Annual Health Care Reports dashboard. You learned previously that before approving your forms, you must review and address forms that need attention to avoid them being sent to the Internal Revenue Service with errors. In this example, the dashboard indicates that there is one Form 1094-C that needs attention, and 1 that is ready for you to approve. If you do not approve your forms, ADP will automatically approve them on the auto approval date so that they can be transmitted by the IRS deadline. Review the ADP communications for the most current dates. Click Next. Page 6 of 52

9 Slide 7 - Explore: Form 1094-C, Need Attention Let's explore a Form 1094-C that needs attention. Read the scenario and then click Next. Page 7 of 52

10 Slide 8 - Explore: Form 1094-C, Need Attention (cont.) Click the 1094-C Need Attention tile. Page 8 of 52

11 Slide 9 - Explore: Form 1094-C, Need Attention (cont.) In this example, ABC Towing is the only entity with forms that need attention. Click the ABC Towing card. Page 9 of 52

12 Slide 10 - Explore: Form 1094-C, Need Attention (cont.) This is a preview of ABC Towing's Form 1094-C. Notice the red Incomplete icon. You ll see the Incomplete icon when a portion of the form is missing data or has data with errors. Point to the icon to determine whether the form is missing data or has data with errors. In this example, the employer's point of contact is missing. You'll need to update the contact information in ADP Workforce Now. Approximately 24 hours after you make the corrections, you ll see that this page is updated. Refer to the Managing Information in Essential ACA job aid if you need help making changes in ADP Workforce Now. Click Next to answer a question about this topic. Page 10 of 52

13 Slide 11 - Knowledge Check Page 11 of 52

14 Slide 12 - Explore: Form 1094-C, Ready for Approval Now, let's explore a Form 1094-C that is ready for approval. Read the scenario and then click Next. Page 12 of 52

15 Slide 13 - Explore: Form 1094-C, Ready for Approval (cont.) In the Employer Transmittal, 1094-C section, click the Ready for Approval tile. Page 13 of 52

16 Slide 14 - Explore: Form 1094-C, Ready for Approval (cont.) In this example, ABC Towing is the only entity with forms that are ready for approval. Click the ABC Towing card. Page 14 of 52

17 Slide 15 - Explore: Form 1094-C, Ready for Approval (cont.) This is ABC Towing's Form 1094-C. As a best practice, download and review the 1094-C Validation Report. This report shows which employees are included in each of the monthly counts, such as line 18. Click Next. Page 15 of 52

18 Slide 16 - Explore: Form 1094-C, Ready for Approval (cont.) Notice the message that is displayed at the top of the page. This message is to warn you that when the 95 percent threshold for offering minimum essential coverage, or MEC, is not met for any given month, the Affordability Safe Harbors on line 16 will not apply to all Forms 1095-C for those months. Refer to the ACA Annual Reporting Overview for a refresher on minimum essential coverage. Let's review column A to see if ABC Towing offered MEC to at least 95 percent of its full-time employees, and their dependents. Scroll down. Page 16 of 52

19 Slide 17 - Explore: Form 1094-C, Ready for Approval (cont.) In this example, ABC Towing met the 95 percent threshold for every month except January. This means that line 16 on Form 1095-C will be blank for the month of January for all employees that waived affordable coverage. Click Next. Page 17 of 52

20 Slide 18 - Slide 18 Review this important tip. To ensure that your coding for column A is correct, review the ACA Compliance section in Plan Setup. Page 18 of 52

21 Slide 19 - Explore: Form 1094-C, Ready for Approval (cont.) Let's review the MEC monthly details for ABC Towing. Click View and Download Percentage Results. Page 19 of 52

22 Slide 20 - Explore: Form 1094-C, Ready for Approval (cont.) The MEC Monthly View window is displayed. Here, you can see that in January, ABC Towing offered MEC to percent of its employees and did not offer MEC to 132 employees. You can click Download Full CSV to generate the MEC Monthly View report. After you download this report, create filters to help you review the MEC values by employee and by month across the tax filing year. Click the Close button. Page 20 of 52

23 Slide 21 - Explore: Form 1094-C, Ready for Approval (cont.) Let's continue to review ABC Towing's Form 1094-C. Notice line 22 at the top of this page. ADP automatically selects the Section 4980H Transition Relief check box for all companies who have a non-calendar year plan. This option affects the transition relief indicators displayed in column E. Click the Help icon next to column E, Section 4980H Transition Relief Indicator to learn more about it. Text Captions Page 21 of 52

24 Slide 22 - Explore: Form 1094-C, Ready for Approval (cont.) Additional information about Part 3, column E, is displayed. Take a moment to review the two types of transition relief. When you're ready, click the X to close. Page 22 of 52

25 Slide 23 - Explore: Form 1094-C, Ready for Approval (cont.) If your company does not want to take advantage of transition relief, or if you want to change the transition relief indicators for column E, then you'll need to edit this form. Let's try that now. Click the Section 4980 H Transition Relief link. Page 23 of 52

26 Slide 24 - Explore: Form 1094-C, Ready for Approval (cont.) The Line 22 Box C Configuration window is displayed. First, let's see how you can remove the transition relief indicators from the form. Notice, the Section 4980H Transition Relief check box is cleared. Simply click Save, and the transition relief indicators are removed after Form 1094-C recalculates. Click Next to continue. Page 24 of 52

27 Slide 25 - Explore: Form 1094-C, Ready for Approval (cont.) Now, let's see how you edit the transition relief indicators. Click the Section 4980H Transition Relief check box. Page 25 of 52

28 Slide 26 - Explore: Form 1094-C, Ready for Approval (cont.) The Section 4980H Transition Relief Indicator fields are displayed. Let's edit the form to reflect a transition relief indicator for the month of January. In the January field, click the down arrow. Page 26 of 52

29 Slide 27 - Explore: Form 1094-C, Ready for Approval (cont.) Select B. Page 27 of 52

30 Slide 28 - Explore: Form 1094-C, Ready for Approval (cont.) Click Save. Page 28 of 52

31 Slide 29 - Explore: Form 1094-C, Ready for Approval (cont.) A message is displayed indicating that transition relief changes will be reflected on Form 1094-C after it is recalculated. Click Yes. Page 29 of 52

32 Slide 30 - Explore: Form 1094-C, Ready for Approval (cont.) While Form 1094-C is being recalculated, the Approval button is no longer displayed on the bottom of this page. Once the form is recalculated, it will be available for approval. Click Next. Page 30 of 52

33 Slide 31 - Practice: Editing Transition Relief You are now ready to complete a practice on your own. Read the scenario and click Try It when you re ready. Page 31 of 52

34 Slide 32 - Explore: Approving Form 1094-C Now, let's explore how to approve Form 1094-C. Review the scenario, and then click Next. Page 32 of 52

35 Slide 33 - Explore: Approving Form 1094-C (cont.) We are back on ABC Towing's Form 1094-C. As a best practice, download and save a PDF copy of Form 1094-C before you approve it. You can download the form by clicking the download icon in the upper right corner. Scroll down. Page 33 of 52

36 Slide 34 - Explore: Approving Form 1094-C (cont.) Before you approve Form 1094-C, you must read the acknowledgments, and then agree to the terms. Select I Have Read and Agree to the Acknowledgments. Page 34 of 52

37 Slide 35 - Explore: Approving Form 1094-C (cont.) And then, click Approve. Page 35 of 52

38 Slide 36 - Explore: Approving Form 1094-C (cont.) A message is displayed asking you to confirm that you want to approve Form 1094-C. Remember that you cannot reverse the approval once you approve the form. In this case, you are ready to approve, so click Yes. Page 36 of 52

39 Slide 37 - Explore: Approving Form 1094-C (cont.) Form 1094-C has been approved. Click Close. Page 37 of 52

40 Slide 38 - Explore: Approving Form 1094-C (cont.) The ALE has been removed from the Approve Forms 1094-C page. Click Back to Annual Health Care Reports Dashboard. Page 38 of 52

41 Slide 39 - Explore: Approving Form 1094-C (cont.) Form 1094-C is being prepared for transmission to the IRS, and can now be tracked in Status of Employer statements. Before you learn how to track Form 1094-C, take a couple minutes to work through a scenario by yourself. Click Next to continue. Page 39 of 52

42 Slide 40 - Practice: Approving Form 1094-C Read the scenario and click Try It when you re ready. Page 40 of 52

43 Slide 41 - Explore: Tracking Form 1094-C Now, let's explore how to track Form 1094-C. Review the scenario, and then click Next. Page 41 of 52

44 Slide 42 - Explore: Tracking Form 1094-C (cont.) You are back on the Annual Health Care Reports dashboard. In the Employer Transmittal, 1094-C section, click the Status of Employer Statements tile. Page 42 of 52

45 Slide 43 - Explore: Tracking Form 1094-C (cont.) This page includes a timeline to help you track the status and transmission history of your filing. In this example, the status of Form 1094-C is Approved, and Forms 1095-C and 1094-C are being prepared for electronic transmission to the IRS. Click Next. Text Captions Page 43 of 52

46 Slide 44 - Explore: Tracking Form 1094-C (cont.) In this example, the ALE's data for ACA Annual Reporting has been transmitted to the IRS electronically. You can click on the Transmitted to IRS icon to view the transmission history. Let's try that now. Click the Transmitted to IRS icon. Page 44 of 52

47 Slide 45 - Explore: Tracking Form 1094-C (cont.) The Transmission History for ABC Towing is displayed. It is important that you frequently review this page to confirm that the IRS accepted your transmission since this is your only notification. Point to each column to learn more about it, and then click Next. Page 45 of 52

48 Slide 46 - Tracking Your Filing You can keep a record of your filing by documenting the IRS receipt ID on the Transmission History page. Additionally, download and save a copy of Form 1094-C and the ACA 1095C Print Transmission Status Detail Report for each applicable large employer. Click Next to answer three questions about this topic. Page 46 of 52

49 Slide 47 - Knowledge Check Page 47 of 52

50 Slide 48 - Slide 48 Page 48 of 52

51 Slide 49 - Knowledge Check Page 49 of 52

52 Slide 50 - What You've Learned You are back on the Annual Health Care Reports dashboard. You ve just learned how to approve and track Form 1094-C. Page 50 of 52

53 Slide 51 - Additional Resources For more information about approving and tracking Form 1094-C, refer to these valuable resources. Page 51 of 52

54 Slide 52 - Point to Remember Here's a brief summary of what you learned today. To record your completion, click Exit. Page 52 of 52