Managed ACA Reporting and Filing Tool User Guide

Transcription

1 Managed ACA Reporting and Filing Tool User Guide V2.0 December 1, 2015 Table of Contents Managed ACA Reporting and Filing Tool User Guide...1 RAFT Download from RAFT Installation Steps...3 Opening RAFT and Enabling Macros...4 Logging into RAFT...5 RAFT Landing Page Navigation...6 RAFT Main Tab Navigation...8 RAFT Data Upload Process...10 PAGE 1

2 RAFT Download from After you have added all of the employer identification numbers NGE will file for and each has a completed intake form assigned to it, you will proceed with downloading the Reporting and Filing Tool and data templates on the RAFT and Template Download page. Click the Download the RAFT ACA Tool button to download the executable file to install the tool to your computer. Once the executable has downloaded, open it to run the installation process (installation instructions on next page). Click RAFT Data Templates and Guide zip file to download all of the data templates and user guides in a single file. Click any individual data template to download only that template. PAGE 2

3 RAFT Installation Steps After downloading the RAFT executable file, open the file and click Run to begin installation. Follow the prompts to install the tool to your computer. After installation is complete close the installation window and you will see the RAFT icon on your desktop. PAGE 3

4 Opening RAFT and Enabling Macros Open the RAFT tool by double clicking the icon that is on your desktop after the installation process is complete. Upon open you must enable macros. To do this, click Options in the Security Warning underneath the Excel banner, then click Enable this Content and OK. PAGE 4

5 Logging into RAFT After enabling macros you will be prompted to enter a Username and Password. This is the same as your Username and Password you registered with on Once you have logged in you will see the welcome screen with basic steps for utilizing the tool to upload and validate your data templates. Once you are ready to upload your data templates go to the Main tab of the RAFT tool. PAGE 5

6 RAFT Landing Page Navigation As you use the RAFT tool, help messages will appear throughout the process of using the tool. On the Landing Page you can Disable the pop-up notifications that occur throughout your use of the tool once you are familiar with the process and no longer want to have those messages occur. Not all pop-up messages will be disabled as some are required notifications. Clicking the Help Resources link will direct you to the Help section of Utilize the tabs at the bottom of the page to navigate to the various pages of the RAFT tool. Main contains the action buttons to load data templates, initiate the data validation process, save data to your local database, calculate Line 14 and 16 codes, view a summary of data loaded by month and confirm when all of your data has been loaded for the year and is ready to be submitted to the IRS. Unvalidated Data all data from your templates is initially loaded to this tab for verification. After verification, any data with errors will remain on this tab. PAGE 6

7 Validated Data after processing data from your loaded template, all data that passes the validation process will be moved to this tab. It must be saved to your local database from this tab to be saved, or it must be reloaded. Invalid Codes any month that a Line 14 or 16 code cannot be calculated for will be on this tab. From here, you can manually assign the code or leave it and recalculate it again with future data files. All data on this tab is automatically pushed to NGE after codes have been overridden. Valid Codes any month that a Line 14 or 16 code could be calculated for will be on this tab. From here you can manually assign a code if needed. All data on this tab is automatically pushed to NGE after codes are calculated and/or overridden. Landing Page refer back to the Landing Page anytime you want to view the process steps, disable the pop-up notifications or be taken to the Help page. PAGE 7

8 RAFT Main Tab Navigation 1. Year -- the filing year; will default to the correct year based on the service year you are registered for. 2. Month -- the Month will default to the month prior to the current month, since that would be the last month you could load data for when using the monthly template. If loading data for a different month choose the appropriate month from the drop-down. If using the catch-up templates leave this as the default month. 3. Catch-up Templates -- if you will be loading a catch-up template instead of a monthly template this box must be checked. If you will be loading a monthly template after loading a catch-up template, uncheck this box. When the box is checked you will only see the templates that are available to load in the catch-up format. 4. Load File -- select the appropriate template for which you are loading data. If Catch-up Templates is checked you will only see the templates that utilize a Catch-up template for selection. Once you click a template a File Selection box will appear to choose the appropriate file to be loaded from your computer. 5. Process Data performs the data validation process to a loaded data file. This is where the system will confirm that all required fields are populated, data fields are in the correct format, and that all data you are providing can be processed and received by Next Generation Enrollment. PAGE 8

9 RAFT Main Tab Navigation, cont. 6. Save to Database -- saves your validated data to your local database on your computer. It will then be ready for use in calculating the Line 14 and 16 codes and to be pushed to Next Generation Enrollment. 7. Calc Codes & Submit to NGE -- utilizes the data within your local database to calculate the appropriate Line 14 and Line 16 codes, and submits the codes and your data to Next Generation Enrollment via the secure web service. 8. Confirm Calendar Year Data is Complete -- this button will be clicked only after all of your calendar year data has been validated, saved to your database and the Line 14 and 16 codes are calculated. This certifies that your information is ready for processing with the IRS, and initiates the final verification steps for your data to be transmitted to the IRS and for the 1095 forms to be generated and printed. 9. Status -- this section displays the version of the RAFT tool you are utilizing (which can assist with troubleshooting), and the file you have selected to process when loading your data templates. 10. Progress -- as the RAFT tool validates your data and saves it to the database the progress bar will track the completion of the task. 11. Stats -- as data templates are loaded the total number of records validated and saved to your local database for each appropriate template. PAGE 9

10 RAFT Data Upload Process 1. Set the appropriate month for which you are loading a monthly data template, or if you are loading a Catch-up template make sure the Catch-up Template check box is checked. 2. Select the appropriate template you will be loading into the RAFT Tool. If loading a Catch-up template, make sure the Catch-up template box is checked. 3. After your file has loaded into the Validated Data tab, you will return to the Main tab to click Process Data. This will verify your data and display the error on any record that does not pass the validation steps. 4. Once your data has passed validation you will click Save to Database to save the data to your local computer. If you do not click this button, any data validated on the Validated Data tab will be lost after the tool has been closed or a new data file is loaded. 5. Once your data templates have been loaded for the month (Employee Census, Coverage and COBRA templates must be loaded for the codes to calculate for the month) click the Calc Codes & Submit to NGE to complete the calculation of the Line 14 and 16 codes and push the codes and your data to NGE. 6. Once all of your data for the calendar year has been loaded, verified and the codes are calculated you will click the Confirm Calendar Year Data is Complete button to certify you are ready for your data to go to the IRS. Upon clicking this button you will be prompted to confirm, and then you will receive an with the final steps for validation of your data. PAGE 10

11 RAFT Data Upload Process Step 3 After clicking your data file to be loaded in Step 1, your data will appear in the Unvalidated Data tab. Return to the Main tab to click Process Data to begin the verification process. After clicking Process Data you will be prompted to begin the verification process, with the system displaying the total number of records to be validated. While the RAFT is validating your data you should not click within the tool or cancel the process. The time it takes to validate your data will depend on the number of records you have loaded. The progress bar will adjust to show the completion rate of the validation process. PAGE 11

12 RAFT Data Upload Process Step 3, cont. Once the validation process is complete, all validated data will be moved to the Validated Data tab. If you had no errors in processing you can return to the Main Tab to save the data to your database. If you had errors in the validation process you can view them on the Unvalidated Data tab. Any data that has errors will remain on the Unvalidated Data tab after the validation process. The error will appear in a column at the end of the data fields, indicating which column contains the error and the reason for the error. You can update the error by: Loading a new data template for only the invalid rows with corrections to the errors. PAGE 12

13 RAFT Data Upload Process Step 3, cont. Loading a new data template for all rows from your original data load with corrections to the errors. Fixing the errors directly in the Unvalidated Data column. After taking one of the three steps to update the data you will click Process Data again to revalidate. Records that are fixed will append to the end of any data within the Validated Data tab. If a record has more than one error, and only one error is corrected on the revalidation, it will remain on the Unvalidated Error tab with the new error displayed. The system can only display a single error at a time, so once one is fixed any additional errors will then appear in the next validation process. Ensure that if the error in the data originates within your source system that the source system is updated so any future data loads will not contain the same error. PAGE 13

14 RAFT Data Upload Process Step 5 Once your data has been loaded for the month and you click the Calc Codes & Submit to NGE button the system will calculate the Line 14 and 16 codes for your data. It will display all months for which the code could be calculated on the Valid Codes tab with the applicable month. Any months the code could not be calculated for will be on the Invalid Codes tab. If you need to Override a calculated code, click the Override Codes button. PAGE 14

15 RAFT Data Upload Process Step 5, cont. Any employee that has a month in which a code cannot be calculated for will be in the Invalid Codes tab. A code may not calculate due to invalid or incomplete data, the employee data not being provided for the appropriate month of calculation, or that it is a unique outlier situation that our system did not recognize. If you have an employee with a month that could not be calculated you can: Reload data templates to provide any missing data. Leave the individuals with a blank code for the month and recalculate their code with the next month s data, which could contain a retroactive data field that will calculate the correct code. Manually assign the code for the month. To manually assign the code for the month, click the Override Codes button and the Override Codes box will appear. Select the appropriate month and the Line 14 and Line 16 code appropriate for that month, then click Save. After saving the code the row will be moved to the Valid Codes tab and will be saved and submitted to Next Generation Enrollment. PAGE 15

16 RAFT Data Upload Process Step 6 After all of your calendar year data has been provided, your codes have been calculated for each month and any invalid codes are assigned you are ready to confirm your data for submission to the IRS. To do this, click Confirm Calendar Year Data is Complete. Upon clicking this button you will receive a verification message to confirm you have completed the listed steps. Click OK to verify you are ready to certify your data for submission to the IRS. Upon clicking OK you will receive an with the final steps to verify your data and begin the process of submitting your data to the IRS and for the printing of the 1095 forms. PAGE 16