ACA-1095 Reporting Help Pro-Ware, LLC

Transcription

1 ACA-1095 Reporting Help

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3 Contents 3 Table of Contents Foreword 0 Part I Introduction 6 1 Overview 6 2 Welcome Screen 6 3 What's New 6 4 Home Screen 7 Toolbar... 7 File Manager... (Multi-Client Only) 8 Open (Multi-Client... Only) 9 New (Multi-Client... Only) 9 Client Info... 9 Defaults... 9 Employees... 9 Reports e-file Button Validation Status Backup Restore Reset Update Help Exit Part II File Manager (Multi-Client Only) 14 1 Opening a File 14 2 Adding Files 14 3 Removing Files 14 4 Managing Folders 15 5 Refreshing the File List 15 6 AutoFit 15 7 Locating Data Files 15 8 Save As (Duplicating a File) 15 9 Renaming a File Show File Location ing a File Printing the File List 16 Part III File Menu 17 1 File Manager (Multi-Client Only) 17 2 New (Multi-Client Only) 17 3

4 4 ACA-1095 Reporting Help 3 Open (Multi-Client Only) 18 4 Open Recent (Multi-Client Only) 18 5 Save As... (Multi-Client Only) 18 6 Client Information 18 7 Employees 19 8 Employers (Multi-Client Only) 21 9 Defaults Backup Restore Import Data Version Transfer (Multi-Client Only) Close Window Exit 23 Part IV Edit Menu 24 1 Editing Options 24 2 Preferences 24 Part V Reports Menu 27 1 Reports 27 2 Validation 28 3 Status 28 Part VI Housekeeping Menu 30 1 Reset for New Year 30 2 Select Prior Year File 30 3 Test e-file 30 4 Find & Replace 31 5 Fix 31 Part VII Help Menu 32 1 About ACA 1095 Reporting 32 2 Help 32 3 Learning Resources 32 4 Feedback 32 5 Secure Support Request 33 6 Activate 33 7 Check for Updates 33 8 Calculator 33

5 Contents Index

6 6 1 ACA-1095 Reporting Help Introduction This documentation is designed to guide you through the ACA 1095 Reporting program, also referred to as ACA 1095, and make learning the program as easy as possible. Directions for making full use of the program are included in this Help documentation. Under the regulations regarding the Affordable Care Act, all companies that provide self-insured health insurance to their employees and all businesses with over 50 employees are required to complete the 1095-C or 1095-B filing requirements. The returns and transmittal forms must either be printed and mailed to the IRS by the last day of February or e-filed to the IRS by the last day of March starting in In addition, the employee copy of the form must be mailed or ed to the employee on or before January 31. The transmittal (1094-C or 1094-B, respectively) can be printed and filed with the 1095-C or 1095-B for the IRS. The transmittal forms contain company and other information as required by the IRS. This information is automatically printed based on the applicable client information entered. Forms for each employee contain information regarding the employee, the provided coverage, and any dependents covered under the employees policy. Submitting these forms in 2015 (for information regarding the 2014 tax year for covered individuals was optional for 2015, but is mandatory beginning on the applicable dates in The forms are submitted every year following the rules regarding the dates above. Companies with 250 or more employers must file the forms electronically with the IRS. Electronic filing is optional for those companies with less than 250 employees. The final regulations for the 1094-B and 1095-B can be found under Section The final regulations for the 1094-C and 1095-C can be found under Section Overview ACA 1095 Reporting is designed to maintain an employee database to be used in printing the IRS Forms 1094-C, 1095-C, 1094-B, and 1095-B for each insured employee and dependents covered by the employer. Employee data can be entered manually or imported via a spreadsheet. Insurance, safe-harbor and SHOP Identifier codes can be input for any applicable month during the year for each employee. Employee share of lowest cost of monthly premiums can be input. Dependent information can be entered or imported, including all months covered for each dependent. IRS Forms 1095-B and 1095-C as well as transmittal forms can be printed to be mailed to the IRS or efiled by the applicable due dates. Required employee forms can also be printed and distributed to each employee or ed if desired. 1.2 Welcome Screen After starting ACA 1095 Reporting for the first time, a "Welcome Screen" appears with a brief overview of the program and its intended purpose. You can check the box in the lower portion of the screen to not display this screen when starting the program. 1.3 What's New After installing ACA 1095 for the first time or after installing significant updates, the What's New screen will appear. This screen gives you information regarding any significant changes made to the program. This may include tax law changes or updates to forms and instructions made by the IRS that are pertinent to the program. Should you need to print these changes, you can click the "Copy to Clipboard" button and paste the "What's New" contents into MS Notepad, MS Word, or other text editor you have at your disposal and print them or save them to your desktop.

7 Introduction 7 It is recommended that you read through these changes periodically to remain informed of changes made to the program or to the reporting instructions that may impact your use of the ACA 1095 Reporting. 1.4 Home Screen The Home Screen for ACA 1095 Reporting displays the company name and file including the location of the file on your hard drive or network drive. The date the data file was last modified is also displayed as well as the latest update to the program. The year end (or tax year) for your file and the form (1095-B or 1095-C) that your company is required to file is also displayed. The file statistics are displayed in a grid. The statistics display the number of employees and dependents, new hires, employees with termination dates int he current year and information regarding the number of employees that were previously imported. The due dates for the applicable forms and electronic filing are displayed in the grid labeled "Due Dates" There is a link to view the summary of forms printed for the employees. This summary displays employees that have the selected forms printed. The forms that can be selected for the employees are the "Employee Copy", "Employer Copy" or "IRS Copy" (or XML data generated which is necessary for electronic filing). There is also a link to display the coding summary for all months for all employees. This can be used as a tool to determine if the coding or share cost amounts for one or more employees is inconsistent with the codes or share costs that the company uses. In addition there are several toolbar icons for some of the most commonly used functions int he program. These options are also available via the drop-down menu at the top of the screen. The drop-down menu contains all features in ACA 1095 Reporting and can always be accessed from the Home Screen. The company information is displayed including the file location, last modified date and version date of the program. The file statistics are also displayed for your company showing the total employees and dependents, terminated employees, and new hires. View Summary of Forms Printed - This link provides details for all IRS forms that have been printed for the employees in the file. You can select to view statistics for forms that were printed for the employer, the employee, the IRS or forms generated for electronic filing. There is also an option to clear the date information for for forms that have been printed for the employees. Use this option with caution as it removes the archived time and date when forms were last printed for each employee. View Summary of Coverage Codes - This link provides statistics for coding information for lines 14, 15 and 16 of the 1095-C form or line 8 of the 1095-B form for all employees for any month during the year. The various codes used can be selected and the employees assigned those codes can then be viewed. This gives you the ability to identify employees that are coded incorrectly or that may have the wrong amount for line 15 of the 1095-C form. The employee list for each code or share cost amount can also be printed if desired Toolbar The icons representing the toolbar options are among the most commonly used features in the ACA 1095 Reporting. These options can also be accessed via the main menu. The following toolbar icon options are:

8 8 ACA-1095 Reporting Help Client Info - Access and change any of the company preferences. Defaults - Change any defaults for new employees entered or imported. Employees - Add or edit any employee or dependent data. Reports - Access and print all reports including IRS Tax Forms. Validation - This option will validate the data that has been entered or imported for the employees. Status - Displays the status of form printing and/or electronic filing that have been completed and displays any errors returned by the IRS. Backup - Make a backup of your data file. Restore - Restore a previously made backup. Reset - Reset the company file for the next year. Update - Check for and apply the latest update for ACA 1095 Reporting. Help - Access the system help, provide feedback, or view other helpful resources. Exit - Close the program File Manager (Multi-Client Only) The File Manager provides an easy way for you to select and sort data files. You can add and remove files from the listing, add and remove entire folders to the listing, create new client files, and delete existing client files from disk. In addition, you can duplicate a client file by using the "Save As" feature, rename client files, a backed-up client file, and even print a entire listing of your client files. This is the place where all file maintenance is done so becoming familiar with the various options in the File Manager will immediately make you more productive. The following items can be found in the File Manager: Open - Open a file in the list or browse to a specific location to select a file to open. Add - Create a new file or select an existing file to add to the listing. Remove - Remove or delete files from the listing. Folders - Select various data folders to add client files to the listing. Refresh - Refresh the File Listing based on the data folders selected. AutoFit - Automatically sizes the columns to fit data. Locate - Locate data files to be added to the file listing. Save As - Duplicate the selected data file and save it with a different name. Rename - Change the name of an existing data file. Show - Show the specific location of a data file in Windows Explorer or a Finder window. - Archive the selected file to be attached in an . Print - Print a file listing report for all files listed in the File Manager

9 Introduction Open (Multi-Client Only) Click this box to display the "Open File" dialog box. From this screen, navigate to the location of your ACA 1095 Reporting data file and select the file from among the list of files displayed. Once the file is selected, the company information will be displayed on the Home Screen New (Multi-Client Only) Clicking this button will display the "Create New File" dialog box. Type in the desired name of the file you would like to create and then click "Save" to create the new file. The Client Information screen is displayed where the pertinent data for the company is entered. This information can be changed or added at any time subsequent to creating the file. Once finished, clicking the "Done" button displays a message that will ask if you want to select the data file at this time Client Info Add or edit any client information here. See Client Information for a detailed explanation of the information entered for the company Defaults This option allows you to create default settings that you can apply to multiple employees at once. You can create a default setting to apply by first clicking the "Defaults" icon in the toolbar and then clicking the "+" button in the lower left to add a new default to apply. Note, you can also highlight one or more employees from the Employee screen (also accessed from the toolbar) and clicking the "+" button to add a default. Once you create and add the defaults to apply, they can be saved with a unique name and applied to other employees or groups that are selected from the Employee Add/Edit screen. This option can be especially useful if you have imported employee data and need to add codes for offer and coverage. For instance, you can select multiple employees to assign an offer and coverage code of 2A with an employee share of the lowest cost monthly premium of $100 and Applicable Section 4980H Safe Harbor code of 2C. Add that default by clicking the Defaults icon on the toolbar and then click the "+" button to add that default. Select the appropriate codes and amounts and click "Save" to save those defaults. Then select the employee or multiple employees, click "Edit" and then click "Load from Defaults...". Select the applicable items by placing a check in the box next to the defaults to apply. In this case, check the box next to "Offer & Coverage" and then click "Save" to save the changes Employees This button displays the Employee screen where you can add new employees, edit existing employees or add dependents. To add a new employee, click the "Add" button or the "+" button in the lower left corner of the screen. To edit an existing employee, add dependents to an existing employee or modify dependent coverage information, highlight the employee in the grid and then click the "Edit" button. Modifying Offer & Coverage Codes and Amounts There are two ways to accomplish adding new codes for an employee or changing existing codes. Method One - While in the Edit mode, click the Start Month and End Month, choose the applicable Offer Code from the drop-down list, the Share Cost amount, and the applicable 4980H Code form the drop-down list. Then click the "+" button to add another date range. Choose the second range, applicable codes and amounts and click "Save" to save the changes for the employee.

10 10 ACA-1095 Reporting Help Method Two - (Form View) - Click the gear icon and choose the option to "Edit in Form View". This option displays the Form View screen which displays all of the months and let you choose the individual months to apply the Offer & Coverage Codes and amounts. In addition, there are arrows below each month's information for the employee which allow you to apply the same Offer & Coverage codes and amounts either forward or backward. This can be useful if codes for an employee changed in the middle of the year. Select the code for the month that the code changed and then click the arrow pointing to the right to change all of the months codes until the end of the year. You can also choose a code for any month and click the left arrow. Click the arrow in the middle pointing both left and right to make the changes for the entire year. Adding or modifying covered individual (dependent) data The first item in the Individuals list is always the employee. To change the employee months of coverage information, click the gear and then click "Edit". Choose the months that the individual was covered during the year or "All 12 Months" if the employee was covered the entire year. Click "Save" to save any changes for the employee. To add new dependents, click the "Edit" button and then click the "+" at the bottom of the "Individuals" grid. This will display the dependent screen where you can enter the name, SSN (or date of birth is SSN is not known) and the months that the individual was covered for the year. Click "Save" to save the dependent information Reports This option will display all available reports for ACA 1095 Reporting. Choose any of the following to print: Employee Reports - Choose the default sort order and other options by clicking the "Configure Settings" button. IRS Tax Form 1095-C - Choose the printing options for the IRS Form including whether to print the transmittal report for filing with the IRS. IRS Tax Form 1095-B - Choose the printing options for the IRS Form including whether to print the transmittal report for filing with the IRS. Click the Configure Settings to change default or saved settings for each report. Each report can be printed, previewed on-screen, or printed to file in.pdf format e-file Button This option starts the electronic filing wizard. E-File Configuration The configuration screen for electronic filing displays drop-down lists that allow you to choose the employees to include when e-filing, how you want the employees sorted and whether to choose a new, original return or to file a correction or replacement. If electing to file a correction return you can choose the options for filing corrections by clicking the "Correction Options" button.

11 Introduction 11 You can also select the folder where the PDF copy of the return will be stored. You store the settings for future e-filing by clicking the "Save" button once you have made your selections. You can reset the e-file settings to the default program settings at any time by clicking the "Reset Settings" button. Once the initial settings are selected, clicking the "e-file" button will start the e-file process. Step 1 - Activate / Purchase e-file Option After clicking "Next", you will be able to purchase the e-file activation from Pro-Ware's website. If you have already purchased the activation for e-file, you can enter the activation code in the space provided. The activation codes are based on the employer EIN so you must make sure that is correct before purchasing the e-file activation. Step 2 - Review Client Information During the e-file process, both the 1094 and 1095 forms are produced. The 1094-B or Part I of the 1094C contains the basic employer information found on the General screen of the Client Information. This information must be correct before you can submit your data to the IRS. Step 3 - Review 1094-C Information If filing the 1094-C, Parts II, III, and IV of the 1094-C transmittal form contains additional information about the employer. This information can be changed at any time including during the e-file process. The information that will be submitted to the IRS is displayed for review on several screens. If you need to change this information it can be directly edited here. Once you have reviewed and verified the information, click the "Next" button to continue. Step 4 - Review e-file Transmitter Settings This screen allows you to select whether to use Pro-Ware as the transmitter for your electronic file submissions or to use an alternative transmitter. If selecting an alternative transmitter, you will be prompted to enter the company information including the Transmitter Control Code (TCC) that was applied for and issued by the IRS. If you are not using Pro-Ware as the transmitter for e-filing, you must have previously submitted a test scenario to establish communication with the IRS. If you have not accomplished this step, you must submit a test scenario via the IRS user interface website. This can also be accomplished in ACA 1095 Reporting by selecting the Test e-file option int he Housekeeping menu. Step 5 - Review Correction / Replacement Options For this step, you first must choose whether you are submitting a new, original return, correction or replacement return. If you are submitting an e-file correction or replacement, you will be given options that allow you to select whether to submit 1094 transmittal correction information or 1095 employee correction information. When submitting corrections for employees, you can select which employees to submit for correction. Step 6 - Data Validation This step will validate the data to be submitted to the IRS. There are two types of messages that you may receive regarding the employer and employee information contained in your data file. If an "Error" is listed, it must be fixed before you can submit your data via e-file or you return could be rejected by the IRS. "warning" messages do not have to be fixed but may indicate items that you want to review before

12 12 ACA-1095 Reporting Help submitting you data to the IRS. Step 7 - Finalize the Forms for Electronic Filing This step finalizes the forms for electronic filing. If you are submitting XML files via the IRS user interface website, you can select the location of the XML file. If using Pro-Ware as the transmitter of your e-file data, you will also receive a receipt ID which can be used to identify this particular transmission. You can check the status of this transmission at any time by clicking the Status button and selecting the appropriate receipt ID Validation This option will display all of the errors and warnings that are contained in the file. Errors All errors must be corrected before printing final copies of forms to be mailed to the employees or the IRS. This also applies to electronic filing. If the errors are not corrected, you will not be able to create the files necessary to e-file company or employee data to the IRS. Typical errors you may have in your file are missing employee data (SSN, address, city, state, zip, etc.) or company data. Failure to correct errors could result in an electronic file submission being rejected. Warnings Warnings do not have to be corrected but are displayed in order for you to review the employee data to make sure it is correct before printing forms or e-filing Status This option will display the status of any previously filed forms including forms that were electronically filed. You can choose the year for which the filing was done, the form type that was printed or e-filed, and the current status. If you filed employee data electronically using Pro-Ware as a transmitter, you can click the button "Refresh From Web" to update the status of the file from the IRS. The details can be printed and any employee's EIN status displayed. The status of any XML generated forms that were electronically filed using the IRS user interface can be manually updated by clicking the "Change Status" button and providing the Receipt ID received when submitting the data to the IRS website Backup This option will make a backup of the data file. By default the backup file is saved to the "BACKUPS" folder located in your data file location however, it can be saved in any location desired. Use the folder icon to navigate to a different location if you want the backup save to another drive and folder Restore This option will restore a previously made backup of the data file. To restore a previously saved backup, select the desired backup listed in the grid and then click the "restore" button. Note, restoring a previously made backup will overwrite your existing data file Reset This option will prepare your employee and dependent data file for the new year. In addition, it will remove all employees that have been terminated during the current year and place them in a terminated employee file. A prior year file will also be created which will allow you to print reports or view data

13 Introduction 13 contained in the prior year file. Before you can reset your data file to a new year, you must check the box acknowledging the following: Verify all employees who have worked at least one month in the current year have been entered. Verify all of the coverage codes for each employee have been entered. Verify all reports have been printed that are required for the current year. Once you have checked each box, you will be able to click the Reset button Update This option will check to see if there are later updates to the program via the Pro-Ware website. If found, the program will prompt to update now or at a later time Help This option displays the Help system in your default web browser. Navigate to topics using the table of contents, index, or searching by keyword Exit Clicking this button will close the program.

14 14 2 ACA-1095 Reporting Help File Manager (Multi-Client Only) The File Manager provides an easy way for you to select and sort data files. You can add and remove files from the listing, add and remove entire folders to the listing, create new client files, and delete existing client files from disk. In addition, you can duplicate a client file by using the "Save As" feature, rename client files, a backed-up client file, and even print a entire listing of your client files. This is the place where all file maintenance is done so becoming familiar with the various options in the File Manager will immediately make you more productive. The following items can be found in the File Manager: Open - Open a file in the list or browse to a specific location to select a file to open. Add - Create a new file or select an existing file to add to the listing. Remove - Remove or delete files from the listing. Folders - Select various data folders to add client files to the listing. Refresh - Refresh the File Listing based on the data folders selected. Locate - Locate data files to be added to the file listing. Save As - Duplicate the selected data file and save it witgh a different name. Rename - Change the name of an existing data file. Show - Show the specific location of a data file in Windows Explorer or a Finder window. - Archive the selected file to be attached in an . Print - Print a file listing report for all files listed in the File Manager 2.1 Opening a File There are two ways to open a file in ACA 1095 Reporting Multi-Client. The first is to highlight the in the list and then click the Open button and select the "Open Selected File" option (double-clicking the file in the list accomplishes the same task). If the file is not currently in your file list, you can select the second option which allows you to browse for the file you want to open. Once it is located, highlight the file in the dialog box and click "Open" to select the file. 2.2 Adding Files To create and add a file to the file listing, click the "Add" button and then select the option to "Add a New File...". This option will create a new client file and add it automatically to the file list. To add an existing file to the list, choose that option by clicking on the "Add" button and selecting it from the list. A dialog box will appear that lets you navigate to any location and select a file to be added to the list. 2.3 Removing Files To remove a file from the list, simply highlight the file to be removed and click the "Remove" icon and select the "Remove Selected File" option.

15 File Manager (Multi-Client Only) 15 To delete a file from disk, highlight the file in the list and select that option by clicking the "Remove" button. To remove missing data files from the list, select that option when clicking the "Remove" button. This option only removes files that have been deleted or moved to another location. It does not delete the files from disk however, only removes them from the list. To clear the entire listing, select the "Remove All Files From List" option. Files can always be added back by clicking the "Refresh" or "Add" options. 2.4 Managing Folders This option allows you to add a single or multiple data file locations to your file list. By default, your default data folder will be shown at the top of this list and is added automatically. You can add other locations as default data folders as well and the file listing will automatically update based on any folders you select here. You can also remove folders from this list if you no longer need the data files in your file list. To add a folder, click the "+" button in the lower-left of the screen, navigate to the desired folder and click "Select" to add the folder to the list. To remove a folder, highlight it in the list and click the "-" button in the lower-left of the screen. Answer "Yes" to remove it from the list. 2.5 Refreshing the File List This button will update the file list with the most recent data found for the data files already in the list and add any files found in the list of folders that aren't already in the list. 2.6 AutoFit Click this button to automatically adjust the column width to accommodate the data in the columns displayed. 2.7 Locating Data Files To locate folders where ACA 1095 Reporting Multi-Client data files exist, click the "Locate" button. By default, your default data location will be searched. If you would like to search a different location, click the "Change" button and navigate to the folder or drive that you would like to search for data files. If data files are found, you can click the "View List of Files" button in the lower-right of the screen to show the files found. 2.8 Save As (Duplicating a File) To duplicate a data file (or save it with a different name) highlight the file in the list and click the "Save As" button. A dialog box will appear which will allow you to save the file under a different name. Once you type in the name of your new file, ACA 1095 Reporting Multi-Client will create an exact copy of the file with the new name you choose. 2.9 Renaming a File To rename a file, highlight the file in the list by clicking once on it and then click the "Rename" button. A dialog box appears which allows you to enter the new name of the file.

16 16 ACA-1095 Reporting Help 2.10 Show File Location This option allows you to highlight a file in the list and open the folder where the file resides. If you are using a Microsoft Windows operating system, the folder will be opened using Windows Explorer. If you are Mac OS, the folder location is shown in a Finder window ing a File To attach and a ACA 1095 Reporting file, highlight the file in the list and click the " " button. If you have not yet entered your settings, you will be prompted to enter them first. For more information on entering settings, see the section entitled " Settings" under ACA 1095 Reporting Multi-Client Options/Preferences. After you have entered your settings or if you have entered them previously, a dialog box appears that asks you if you want to password-protect the attached file. Here you are given three password choices: 1. Set the password to the client's social security number - ACA 1095 Reporting Multi-Client will ask you to confirm the password. 2. Set a different password - ACA 1095 Reporting Multi-Client asks you to enter the new password and confirm before proceeding. 3. Send the file as is without any password protection (not recommended) Once you have made the password selection, ACA 1095 Reporting Multi-Client displays an screen where you can select the server (if you have multiple mail servers set up in ACA 1095 Reporting Multi-Client), edit the To/From and subject fields, and type a message to accompany the ACA 1095 Reporting data file you are sending Printing the File List To print a listing of your data files, click the "Print" button. You can choose to sort the files based on either the path or the applicant name by clicking on the sort drop-down menu. You can print the report directly to your printer by clicking the "Print..." button or preview the report onscreen by clicking "Preview". You can also choose the name and location of the.pdf file that is created or append the report to an existing file by clicking the "PDF" drop-down menu and choosing that respective option.

17 File Menu 3 17 File Menu The following options are available from the File menu: Client Information - Selecting this option will display all configuration options for the company. Backup - This option will make a backup of the data file. Restore - This option will restore a previously made backup of the data file. Import Data - This option allows you to import employee and dependent data, Close Window - This option closes the program. Exit - This option closes the program. 3.1 File Manager (Multi-Client Only) The File Manager provides an easy way for you to select and sort data files. You can add and remove files from the listing, add and remove entire folders to the listing, create new client files, and delete existing client files from disk. In addition, you can duplicate a client file by using the "Save As" feature, rename client files, a backed-up client file, and even print a entire listing of your client files. This is the place where all file maintenance is done so becoming familiar with the various options in the File Manager will immediately make you more productive. The following items can be found in the File Manager: Open - Open a file in the list or browse to a specific location to select a file to open. Add - Create a new file or select an existing file to add to the listing. Remove - Remove or delete files from the listing. Folders - Select various data folders to add client files to the listing. Refresh - Refresh the File Listing based on the data folders selected. Locate - Locate data files to be added to the file listing. Save As - Duplicate the selected data file and save it witgh a different name. Rename - Change the name of an existing data file. Show - Show the specific location of a data file in Windows Explorer or a Finder window. - Archive the selected file to be attached in an . Print - Print a file listing report for all files listed in the File Manager 3.2 New (Multi-Client Only) Clicking this button will display the "Create New File" dialog box. Type in the desired name of the file you would like to create and then click "Save" to create the new file. The Client Information screen is displayed where the pertinent data for the company is entered. This information can be changed or added at any time subsequent to creating the file. Once finished, clicking the "Done" button displays a message that will ask if you want to select the data file at this time.

18 ACA-1095 Reporting Help Open (Multi-Client Only) Click this box to display the "Open File" dialog box. From this screen, navigate to the location of your ACA 1095 Reporting data file and select the file from among the list of files displayed. Once the file is selected, the company information will be displayed on the Home Screen. 3.4 Open Recent (Multi-Client Only) Choosing this option displays a list of the most recently selected files. 3.5 Save As... (Multi-Client Only) This option will allow you to save the existing file under a new file name. 3.6 Client Information The Client Information contains all configuration options for your company. There are five different sections for company information, each containing specific default options and value for your company. This information can normally be entered or changed at any time. At the bottom of each screen is a direct reference for the IRS Form and part that the information is reported. Certain screens may be enabled or disabled based on the form that your firm is required to submit to the IRS (Form 1095-C or 1095-B). Should you need the IRS instructions for either the 1094/1095-B or 1094/1095-C instructions, there are links provided in the lower left of the screen in blue to the PDF instructions on the IRS website. In addition, there is a link in the lower right of the screen in blue for the "How To" PDF which provides additional information for completing the Client Information. Each of the sections of the Client Information are described below in detail: General Section This section contains the company (employer) name, the applicable reporting year for the company, the Employer Identification Number (EIN), the address, contact information, and any notes you may want to enter for your company. Employee Defaults Section Choose the applicable form and default codes to be used when entering new employees C Designated Government Entity Section If the employer is a Designated Governmental Entity (DGE), enter the information in this section C ALE Member Information Section Choose this section to enter the Parts II, III, and IV information to be printed or filed with the IRS Form 1094-C transmittal. Note, this section is not applicable if the Applicable Form 1095-B is selected in the General Section B Issuer or Coverage Provider Section Choose this section to enter the issuer or other coverage provider. Additional issuers can also be entered by clicking the "Manage Additional Issuers" button. Note, this section is not applicable if the Applicable Form 1095-C is selected in the General Section.

19 File Menu 19 Report Options Section Use this section to choose the default report memo that you would like print on the employee listing reports. Employee ID's can also be assigned by clicking the "Replace Employee ID" button. Screen Prompts Section This section will allow you to change the prompt for the user defined field, if desired. E-File Transmitter Section This section will allow you to select the option to file using Pro-Ware's transmitter service or optionally generate the necessary XML files for submission to the IRS using the IRS user interface. If choosing to generate the XML files for manual submission, you will need to enter all pertinent company information including a Transmitter Control Code (TCC) which has been applied for and issued by the IRS. Notes Section Enter any pertinent company notes in this section. 3.7 Employees This option displays the Employee screen where you can add new employees, edit existing employees or add dependents. To add a new employee, click the "Add" button or the "+" button in the lower left corner of the screen. To edit an existing employee, add dependents to an existing employee or modify dependent coverage information, highlight the employee in the grid and then click the "Edit" button. Modifying Offer & Coverage Codes and Amounts There are two ways to accomplish adding new codes for an employee or changing existing codes. Method One - While in the Edit mode, click the Start Month and End Month, choose the applicable Offer Code from the drop-down list, the Share Cost amount, and the applicable 4980H Code form the drop-down list. Then click the "+" button to add another date range. Choose the second range, applicable codes and amounts and click "Save" to save the changes for the employee. Method Two - (Form View) - Click the gear icon and choose the option to "Edit in Form View". This option displays the Form View screen which displays all of the months and let you choose the individual months to apply the Offer & Coverage Codes and amounts. In addition, there are arrows below each month's information for the employee which allow you to apply the same Offer & Coverage codes and amounts either forward or backward. This can be useful if codes for an employee changed in the middle of the year. Select the code for the month that the code changed and then click the arrow pointing to the right to change all of the months codes until the end of the year. You can also choose a code for any month and click the left arrow. Click the arrow in the middle pointing both left and right to make the changes for the entire year. Adding or modifying covered individual (dependent) data The first item in the Individuals list is always the employee. To change the employee months of coverage information, click the gear and then click "Edit". Choose the months that the individual was covered during the year or "All 12 Months" if the employee was covered the entire year. Click "Save" to save any changes for the employee. To add new dependents, click the "Edit" button and then click the "+" at the bottom of the "Individuals" grid. This will display the dependent screen where you can enter the name, SSN (or date of birth is SSN

20 20 ACA-1095 Reporting Help is not known) and the months that the individual was covered for the year. Click "Save" to save the dependent information. Filtering Employees You can turn filtering on or off by clicking the Filter On or Filter Off buttons at the top of the Employee Listing screen. You can filter the employees by the following items below: Previous Return - Show employees that were included in a previous year's filing. Last Import - Show employees included in or excluded from the previous import. First Name - Include employees with first names equal to, not equal to or containing a specified value. Last Name - Include employees with last names equal to, not equal to or containing a specified value. Employee ID - Include employees with employee ID's equal to, not equal to or containing a specified value. SSN - - Include employees with SSN equal to, not equal to or containing a specified value. Start Date - Include employees that started on, after or before the date specified. End Date - Include employees with an end date on, after or before the date specified. User Defined - Include employees with the value in their user defined field equal to, not equal to or containing a specified value. Form Printed - Include employees that had form copies printed or not printed. Offer Code - Include employees that contain specified offer codes for any months of the year. Share Cost - Include employees that equal, are greater than or less than a specified amount for any months of the year. 4980H Code - Include employees that contain specified 4980H codes for any months of the year. Self-insured - Include employees that were provided or not provided self-insured coverage. Once a filter is set, the Employee Listing will display the number of employees displayed out of the total contained in the file. Once the filter is set it is saved and can be turned off by clicking on the "Filter On" and "Filter Off" buttons respectively. Editing Multiple Employees At Once To change information for multiple employees at once, select the employees by highlighting them and then click the "Edit Selected" button. Change any of the following for the selected employees: City State Zip Code Country

21 File Menu 21 Employment Start Date Employment End Date Exclude From Printing Verification Verification Notes Plan Start Month Offer & Coverage Self-insured To enable the item(s) to change, check the box next to the respective item to change and enter the value that you want saved to the employees' records. Click the "Save" button to confirm and save the changes. If you have previously set defaults for employee editing, you can click the "Fill From Defaults" button and choose a previously saved default to apply to the selected employees. The months of coverage can also be changed for selected employees by clicking the "Months of Coverage" button while multiple employees are selected. Employees and dependents can have their months of coverage assigned automatically by checking the box for employees and dependents and then specifying the months of coverage to assign coverage. 3.8 Employers (Multi-Client Only) Select this option add additional employers if filing 1095-B forms to employees that belong to a multiemployer plan. Employees can be assigned to the various employers from this screen if desired. Reports displaying the employer listing can also be printed. To add an employer, click the "+" button int he lower right corner and enter the company name, EIN, address, city state, zip code and country code. To remove an employer previously entered, click the "-" button. An additional warning will be displayed if there are currently employees assigned to employer. To edit a previously entered employer select the employer that you want to edit from the list, click the configuration wheel and select the "Edit" option. To assign employees to any employers listed click the configuration wheel and select the "Assign Employees to Employers" option. This will display a list of employees which can then be selected to assign to an employer. Select the employer to assign to the employees from the drop-down list and then click the employees to assign. Multiple employees can be selected in conjunction with the mouse by holding down the Shift key or the Alt + Ctrl keys. Once the employees are highlighted. Assign the employees by clicking the "Assign" button. Employees can also be removed from a previously assigned employer by clicking the "Remove" button after selecting the employees. Clicking "Done" will return you to the "Add Employer" screen. To print a list of employers, click the configuration wheel and select the print option to print an employer listing.

22 ACA-1095 Reporting Help Defaults This option allows you to create default settings that you can apply to multiple employees at once. You can create a default setting to apply by first clicking the "Defaults" icon in the toolbar and then clicking the "+" button in the lower left to add a new default to apply. Note, you can also highlight one or more employees from the Employee screen (also accessed from the toolbar) and clicking the "+" button to add a default. Once you create and add the defaults to apply, they can be saved with a unique name and applied to other employees or groups that are selected from the Employee Add/Edit screen. This option can be especially useful if you have imported employee data and need to add codes for offer and coverage. For instance, you can select multiple employees to assign an offer and coverage code of 2A with an employee share of the lowest cost monthly premium of $100 and Applicable Section 4980H Safe Harbor code of 2C. Add that default by clicking the Defaults icon on the toolbar and then click the "+" button to add that default. Select the appropriate codes and amounts and click "Save" to save those defaults. Then select the employee or multiple employees, click "Edit" and then click "Load from Defaults...". Select the applicable items by placing a check in the box next to the defaults to apply. In this case, check the box next to "Offer & Coverage" and then click "Save" to save the changes Backup This option will make a backup of the data file. By default the backup file is saved to the "BACKUPS" folder located in your data file location however, it can be saved in any location desired. Use the folder icon to navigate to a different location if you want the backup save to another drive and folder Restore This option will restore a previously made backup of the data file. To restore a previously saved backup, select the desired backup listed in the grid and then click the "restore" button. Note, restoring a previously made backup will overwrite your existing data file Import Data This option allows you to import employee and dependent data, either from the spreadsheet designed specifically by Pro-Ware for ACA 1095 Reporting or from a free spreadsheet that has employee and/or dependent data. ACA 1095 Reporting supports Microsoft Excel versions with extensions.xls ( ) and.xlsx (2003 and later). If your file is in a different version of Excel or has a.csv (comma separated values) extension you may need to open the file with Excel and save it as one of the Excel file versions listed before importing the data. To import the data from 1095-C or 1095-B spreadsheet provided by Pro-Ware, choose that option as the type pf source file to be used. When importing the Excel data from the Pro-Ware provided spreadsheet, the default dependent maximum is 10 dependents, but that can be changed to a greater number of dependents should your employees have more dependents. You can elect to delete all employee data currently in the file or the employee data that was imported during the last import. Note that if you delete all employee data, all dependent data is also deleted. To import data from a spreadsheet with employee information, select that option from the list. To define the field mapping of the fields in the spreadsheet, click the Field Mapping button. Here you can change the mapped definitions to appropriately match the columns in the employee import spreadsheet. In addition, you can set default value for for any codes and default share of cost amounts for all imported

23 File Menu 23 employees. The number of heading rows to skip can also be entered if you have header rows that need to be skipped in the employee import file. You can elect to delete all employee data currently in the file or the employee data that was imported during the last import. Note that if you delete all employee data, all dependent data is also deleted. To import data from a spreadsheet with dependent information, select that option from the list. To define the field mapping of the fields in the spreadsheet, click the Field Mapping button. Here you can change the mapped definitions to appropriately match the columns in the dependent import spreadsheet. The number of heading rows to skip can also be entered if you have header rows that need to be skipped in the dependent import file. You can elect to delete all dependent data currently in the file or the dependent data that was imported during the last import. Click the "Import" button once you have made the selections and then navigate to the location of the import file and select it Version Transfer (Multi-Client Only) This option will allow you to transfer a file from the single client version of ACA 1095 Reporting to the Multi-Client version or transfer a Multi-Client version file to the single client version of ACA 1095 Reporting. The purpose of this option is to allow the company that is responsible for filing the ACA IRS forms to be able to transfer the files to the company maintaining the employee ACA files on a daily basis. This option also enables the Multi-Client user to be able to convert the single client file received to use with the Multi-Client version. Transfer to Single Client Version Select this option to create a file to transfer to a user that uses the single client version of ACA 1095 Reporting. The file must be password protected. To the file, click the "Send " button. After reading and accepting the disclaimer, you can enter the recipient's address and other information. If you do not already have a your server information entered, you must enter it in the " " section found under the Preferences option int he Edit menu. Transfer From Single Client Version Select this option after receiving a file from a single client user to be able to use the file int he Multi-Client version. Once this option is selected, you can click the folder icon to locate the archived ACA ZIP file. Next, click the folder icon adjacent to the "Save As" option to locate the file to overwrite or select a new name for the file. Enter the password if required to encrypt the file and click "Transfer" when complete Close Window This option closes the program Exit This option is the same as the Close Window option and closes the program.