Maintaining Compliance with the ACA Dashboard. Ares Mitchell, Learning and Development Specialist

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1 Maintaining Compliance with the ACA Dashboard Ares Mitchell, Learning and Development Specialist

2 What How Parking Lot ACA Maintenance Discussion Demo Questions Answers 2

3 Learning Objectives Understand why monthly ACA Dashboard maintenance is recommended Assign and correct Benefit Classes Identify and manage eligibility changes for employees Understand how Requires Action simplifies monthly maintenance Assign and decipher self-insured plans 3

4 Introduction How often should you be in your ACA Dashboard? Paylocity Recommends ONCE PER MONTH Check for any alerts, errors, or warnings Confirm 1095-C forms are up to date for each month 4

5 Introduction What is a 1095-C and what does it do? Provides Information 1. COVERAGE OFFERED 2. IF EMPLOYEE ENROLLED Line 14 Offer of Coverage Individual Individual + Spouse Individual + Dependents Individual + Spouse + Dependents Line 15 Lowest Cost Monthly Premium Line 16 Safe Harbor W-2 Wages (2F) Federal Poverty Line (2G) Rate of Pay (2H) 5

6 Requires Action Setup 6

7 Benefit Classes 7

8 Benefit Classes What are benefit classes? 1 Full Time Eligible Over 30 hours per week 2 Variable Hour Eligible Average 30 hours per week or average 130 hours/month 3 Variable Hour Ineligible Less than 30 hours per week or less than 130 hours per month 3 Benefit Classes Benefit classes are created through Setup 8

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11 Managing Benefit Classes Allows you to modify Benefit Classes 1095-C fields for part two Lines 14,15,16 will be listed within the Benefit class Focus on Line 15 = Most affordable or Why edit the benefit class? best offer When premium benefits change

12 Line 14 Offer of Coverage Line 15 Employee Premium Line 16 Safe Harbor 12

13 Understanding 1095-C First identify when this change will be effective based upon the date 13

14 Editing vs. Adding Click the Effective date when editing the current periods 1095-C line items Click Add when creating a new period for the 1095-C line items 14

15 Employee Does Not Contribute Insurance Varies offering by Static where Salary Age Rate no employees contribute, such as Offer Any Executive employee of Coverage Positions that and has Premium this benefit class will varies have Line static by 15 employee inputs will not for be salary age lines listed 14, ranges 15, and 16 for Line that Don t period 14 and need until 15 are to manually update affected line changed 15 since it is 0 Static rate Varies by age Varies by salary Employee does not contribute 15

16 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 16

17 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 17

18 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 18

19 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 19

20 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 20

21 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 21

22 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 22

23 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 23

24 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 24

25 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 25

26 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 26

27 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 27

28 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 28

29 Lines 14 & 16 Both lines will most likely stay the same as what was chosen in the previous year Line 15 This line will change if the lowest cost premium changes 29

30 Requires Action 30

31 Requires Action Overview What are the features that we can use in Requires Action? Set Benefit Class Employee Change View Audit Alerts Note The Requires Action option is only offered with ACA Enhanced 31

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59 Self-Insured Plans 59

60 Self-Insured Plans Overview Do we need to track new dependents for employees with Self-Insured Plans? Note ACA does require us to track dependents 60

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69 Troubleshooting Exercises 69

70 Sample Troubleshooting Exercise How would you use the highlighted information? Clear out the audit alerts and regenerate the 1095-Cs to see if the audit reappears.

71 Troubleshooting Exercise 1 71

72 Exercise 1 ACA Dashboard > Setup > Leave Categories How would you use the highlighted information? Navigate to setup and check the Change Reason checkbox and ensure the proper reasons are checked, then save.

73 Exercise 1 Continued Work Info Tab > Employee Status How would you use the highlighted information? Navigate to employee. Check for change reason. If none listed then update it in the Employee Status History by clicking on the effective date.

74 Exercise 1 Continued ACA Dashboard How would you use the highlighted information? Navigate to Dashboard. Clear out the Requires Action items then regenerate 1095-Cs.

75 Troubleshooting Exercise 2 75

76 Exercise 2 Work Info Tab > Employee Status How would you use the highlighted information? Navigate to employee. Check their Employee Status and Hire Date. Make sure Employment Type is recorded under this date.

77 Exercise 2 Continued Work Info Tab > Dept & Position How would you use the highlighted information? Employee is RFT (Regular Full Time) with a good effective date (12/10/12).

78 Exercise 2 Continued HR > Benefits Tab > Classes How would you use the highlighted information? Assign employee the FT benefit class with the proper effective date 12/10/12.

79 Exercise 2 Continued ACA Dashboard How would you use the highlighted information? Navigate to Dashboard. Clear out the Requires Action items then regenerate 1095-Cs.

80 Troubleshooting Exercise 3 80

81 Exercise 3 Work Tab > Dept & Position How would you use the highlighted information? Navigate to Employee and check their employment type. Employee is RFT.

82 Exercise 3 Continued HR > Benefits > Classes How would you use the highlighted information? If employee had always been FT then change benefit class by clicking effective date. If employee just switched to FT, then click add.

83 Exercise 3 Continued ACA Dashboard How would you use the highlighted information? Navigate to Dashboard. Clear out the Requires Action items then regenerate 1095-Cs.

84 Let s Wrap Up What did you learn today? Monthly maintenance on ACA Dashboard Benefit Class assignment and correction Eligibility changes identification and management Requires Action feature for simplified monthly maintenance Self-insured plan assignment What other resources are available? Additional training classes Guides, On Demand Training, and Videos Ask the Expert 84

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