· Web viewthat describes steps you can take to ... Payroll if they were only setup in Payroll in ... Benefit Setup and Update Benefit Enrollment Reconcile features

Microsoft Dynamics GP Year End Release 2014: Affordable Care Act (ACA)Prepared for DFC Consultants

I’d like to provide you with information regarding Affordable Care Act changes included in the 2014 Year End Update; give you an idea of what you can expect to see in future code releases throughout the upcoming year; and provide you with answers to FAQs regarding ACA and Microsoft Dynamics GP.

First, let’s cover the basics:With mandatory reporting required for the Affordable Care Act at the end of the 2015 year, we wanted to lay the foundation for this as soon as possible. We've begun by implementing ACA tracking mechanisms with the 2014 Year End Update. In addition, changes we make throughout the year will ensure you'll be able to successfully generate the 1094-C and 1095-C forms at the end of 2015. The 1094-C and 1095-C forms will be included in Quarter 1 of 2015.

Affordable Care Act (ACA) changes will be implemented and supported for the following versions: Microsoft Dynamics GP 2013, and beyond

Affordable Care Act (ACA) changes will not be implemented or supported for the following versions:

Microsoft Dynamics GP 2010, or previous versions

If you are currently on Microsoft Dynamics GP 2010 you may want to consider upgrading soon. Mainstream support (ie. tax updates) will end on 10/13/2015. Extended support

1DFC Consultants, Ltd.

Locations in Fargo, Bismarck and Dickinson, NDwww.DFCconsultants.com

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http://www.DFCconsultants.com/

with no updates will end on 10/13/2020. Please refer to the Support Life Cycle for Microsoft Dynamics GP 2010.

Note: No changes were made to Business Portal Benefit Self Service or Human Resource Management Self Service for ACA.

Requirements to Implement Changes Associated with the Affordable Care Act:

In addition to Payroll, the Human Resources module is required to track Affordable Care Act information in Microsoft Dynamics GP.

The GREAT news is that Human Resources is FREE with Microsoft Dynamics GP 2013 and beyond!

Recommended to Track ACA Information:

Install the 2014 Year End Update

Install Human Resources

Install Human Resources and Payroll Suite to utilize Deductions In Arrears (DIA)

o Deductions In Arrears allows you to track uncollected deductions to ensure they are recovered in a future pay run.

Add all Employee Dependents

Ensure Benefits and Deductions exist both in Human Resources and Payroll (Integration between HR and PR complete)



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Affordable Care Act changes included in the 2014 Year End Update:Changes to Windows:

Health Insurance Setup WindowThe Offer Of Coverage Code (line 14) and Safe Harbor Code (line 16) fields were added to accommodate ACA changes implemented with the 2014 Year End Update in the Health Insurance Setup window. To open the Health Insurance Setup window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Benefits and Deductions and then click Health Insurance:



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Health Insurance Enrollment WindowThe Offer Of Coverage Code (line 14) and Safe Harbor Code (line 16) fields were added to accommodate ACA changes implemented with the 2014 Year End Update in the Health Insurance Enrollment window. To open the Health Insurance Enrollment window, click the HR and Payroll series button, click Human Resources on the Cards content pane, click Employee -Benefits and then click Health Insurance:



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The codes you assign in this window will be stored in the

BE020230 - HR Benefit Setup table. Users can ‘roll down’ changes made here to the

Health Insurance Enrollment Window to

update the employee level if desired.


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Employee Dependents WindowThe Health Insurance Coverage field was added accommodate ACA changes implemented with the 2014 Year End Update in the Employee Dependents window. To open the Employee Dependents window, click the HR and Payroll series button, click Human Resources on the Cards content pane, click Employee, and then click Dependents:



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Things to know about this window:

Dependents in this window will default to ‘covered’.

If the dependent is not covered, you will need to change the ‘Health Ins. Coverage’ to ‘not covered’ in this window. Dependent coverage information is stored in the UPR00904 table and can be updated throughout the year.

Dependent coverage data in the UPR00904 is not updated retroactively. As such, if the dependent is entered into the system on 03/15/2014: the UPR00904 will store records for that dependent starting in March of 2014 and going forward.

New Windows:Affordable Care Act Codes windowsThe Affordable Care Act Codes window was added to accommodate ACA changes implemented with the 2014 Year End Update. The Affordable Care Act Codes window



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can be opened by clicking on the Lookup buttons in the Health Insurance Setup window or in the Health Insurance Enrollment window:

The Affordable Care Act Codes window contains a list of available (pre-determined) codes for line 14 and line 16. Data for this window is stored in the UPR40105 table.

Changes to Existing GP Tables:

BE020230 - HR Benefit Setup table (HR_Benefit_SETP) had the following fields added:

OfferOfCoverageCode

SafeHarborCode



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BE010130 - HR Benefit Master table ( aka HR_Benefit_MSTR) had the following fields added:

OfferOfCoverageCode

SafeHarborCode

New Tables:

UPR40105 - UPR 1095 Setup FileThe UPR40105 holds ACA codes and descriptions. You can see the data stored in this table when you open the Affordable Care Act Codes window.

This table is utilized to allow users to fill out boxes that will show on the Federal Government’s 1095 form.

UPR00904 – Payroll Master Dependent ACAThe UPR00904 table stores a record for every dependent associated with each employee.

Things to know about this table:

Health Insurance Dependent Coverage (HealthInsDependentCov) field meaning:

o 1 = Covered 2 = Not Covered

Dependents are marked as ‘covered’ in this table by default

This information can be updated throughout the year, and is tracked on a monthly basis

UPR00905 – Payroll Master Employee ACA

The UPR00905 table stores Affordable Care Act Codes assigned in the Health Insurance Enrollment window.

ACA Codes can be updated in the Health Insurance Enrollment window.



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These codes are tracked monthly throughout the year.

UPR10108 – Payroll Master Dependent ACA History and UPR10109 - Payroll Master Employee ACA History tables

While these tables were added with the 2014 Year End Release, they are not currently being used. Code will be added to populate these tables with an upcoming release.

The UPR10108 will be updated during the year-end close is process in Payroll using data from the UPR00904 (Payroll Master Dependent ACA) table.

The UPR10109 will be updated during the year-end close is process in Payroll using data from the UPR00905 (Payroll Master Employee ACA) table.

Expected to be included in a future release this year (2015):The 1095-C (given to employee from the employer - like a W2- to show Employer Provided Health Insurance Offer and Coverage) and 1094-C (summary the employer fills out of all employees that received the 1095-C) forms will be added in Quarter 1 of 2015.

When you create the Year End Wage File for the 2015 year, all Affordable Care Act information you've been tracking will be accumulated to the year end tables, similar to how we accumulate the W2 information.

Just like the W2:

You can edit 1095-C information if needed.

Edits will lost if the Year End Wage File is removed and recreated.

Upcoming Windows:Edit 1095-C Covered Individuals and Edit 1095-C Information windows (to be



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included in future release)The Edit 1095-C Covered Individuals and the Edit 1095-C windows will be added to accommodate ACA.

You will be able to open the Edit 1095-C Covered Individuals window by clicking on the HR and Payroll series button, click Edit W-2s on the Routines content pane, and then click the Dependents button.

You will be able to access the Edit 1095-C window by clicking on the HR and Payroll series button, click Edit W-2s on the Routines content pane, and then click the 1095-C button.

Note: The Dependents and the 1095-C buttons are greyed out in the Edit W-2 window after you install the 2014 Year End Update. This is because the new windows will be added in a future release:

Information in the upcoming Edit 1095-C Covered Individuals window will be stored in the UPR10108 table.

Information in the upcoming Edit 1095-C Information window will be stored in the UPR10109 table.



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New Windows added in the March Hotfix (2015) off the Edit W-2 window



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Human Resource Setups You Should be Aware of:

Payroll View for Human Resources in User Setup Window

It is important to mark the box next to Payroll View for Human Resources in the User Setup window. To open the User Setup window, click the Administration series button and then click User on the Setup content pane:



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If Payroll View for Human Resources is selected, a message will prompt the user to set up corresponding benefit/deduction codes in Payroll to complete the integration between HR and Payroll when a user creates a benefit or deduction in HR.

If Payroll View for Human Resources is not selected, the benefit enrollment will be incomplete. As such, users need use the Reconcile Human Resources window to update the benefit definitions appropriately.

Frequently Asked Questions:

Question 1:What is the best way to setup benefit and deduction codes to facilitate ACA reporting to



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ensure we can break out the cost of the benefit from the cost to the employee?Answer 1:Please refer to Terry’s blog Guidelines for Payroll W-2 Benefit Reporting that describes steps you can take to ensure successful reporting on benefits and deductions.

Question 2:We’ve never used HR in the past. How can we ensure that all of our benefits and deductions are integrated successfully between Human Resources and Payroll?Answer 2:If you are implementing HR for the first time, it will be necessary to process ‘Reconcile’ Routine in Human Resources to ‘Update Benefit Setups’ and ‘Update Benefit Enrollments’.

Question 3:I don't want to install Human Resources. Is there any way to track ACA information in Payroll only?Answer 3:Human Resources must be installed to utilize Affordable Care Act functionality. Again, the GREAT news is that Human Resources is FREE in Microsoft Dynamics GP 2013 and beyond.

Question 4:What if I don't upgrade right away?Answer 4:

If you aren't able to install the 2014 Year End Update right away, never fear! We've got you covered! You can utilize the Edit 1095-C and the Edit 1095-C Covered Individuals windows to record ACA information from prior to when you upgraded.



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Question 5:

Where can I track 'Lowest Coverage Offered' in GP?

Answer 5:

With the release of the 2014 Year End Update, there is no tracking available for 'Lowest Coverage Offered'. Development haven't yet determined how or where this will be tracked. As soon as we've decided on this, you'll be the first to know!!

Question 6:

Can I submit my 1095-C's and 1094-C electronically in Microsoft Dynamics GP?

Answer 6:

Currently, ACA Electronic Filing is not scheduled to be implemented in Microsoft Dynamics GP.

Additional Resources:

Assistance for Affordable Healthcare Act Questions

Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx

Helpful Links:

Click HERE to view Terry's AWESOME blog around the Affordable Care Act.

Click HERE to view Affordable Care Act Tax Provisions Questions and Answers from the IRS.

Click HERE to view Questions and Answers on Employer Shared Responsibility Provisions Under the Affordable Care Act provided by the IRS.



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Click HERE for U.S. Payroll Year End Update for Microsoft Dynamics GP 2013.

Click HERE for U.S. Payroll Year End Update for Microsoft Dynamics GP 2010.

**Be sure to check the Year-End Schedule post for current posted blogs and upcoming blog posts related to Year-End Closing for Dynamics GP.



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How to setup and assign benefits or deductions in Human Resources and Payroll if they were only setup in Payroll in Microsoft Dynamics GP: If benefit or deduction codes currently only exist on the Payroll side, you will need to run the Update Benefit Setup and Update Benefit Enrollment Reconcile features for Human Resources. This step is necessary to properly set the Human Resources Benefit Classifications and get the codes assigned on the Human Resources side correctly.

Following are the steps to complete this process:

In this example I am reconciling for a health insurance benefit HLTH that exists in PR but not in HR.

1. Point to Microsoft Dynamics GP, point to Tools, point to Utilities, point to Human Resources, and then select Reconcile.

2. Select Update Benefit Setup from the options and then click Process:

3. Click ‘Yes’ when prompted with the following message, “Benefit and/or deduction codes exist in Payroll, but do not exist in Human Resources. Do you want to synchronize the codes at this time?”



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4. The Benefit Classification window will open, and a list of benefit or deduction codes that exist in Payroll but not Human Resources will appear as Incomplete. For each code listed, click the appropriate HR Benefit Classification field and classify the code as one of the following: Medical, Life/Disability, Retirement, or Miscellaneous Benefit:

5. Once all codes have been given an HR Benefit Classification, click OK. You will be prompted to assign any medical coverage (if applicable), as well as prompted to print an HR Reconcile report if desired:



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This completes the integration of the setup information (at the company level) between Payroll and Human Resources.

*Note: Some benefits such as Health Insurance and Life Insurance have ‘required fields’ that the user must populate once the benefit has been created in HR Setup (this data isn’t tracked on the PR side). As such, be sure to check each benefit setup prior to reconciling employee enrollment to ensure all required data is entered:

Next, follow these steps to integrate the enrollment information (employee enrollment level) between Payroll and Human Resources:



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1. Point to Microsoft Dynamics GP, point to Tools, point to Utilities, point to Human Resources, and then select Reconcile.

2. Select Update Benefit Enrollment from the options and then click Process:

3. Click ‘Yes’ when prompted with the message, “Employee benefit and/or deductions exist in Payroll, but do not exist in Human Resources. Do you want to synchronize the records at this time?”

4. You will be prompted to print an HR Reconcile report. You may want to print and save this report.

5. You can now verify all employees are enrolled in the appropriate benefits and deductions on the Human Resources and Payroll sides:



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Going forward we recommend setting up and assigning benefits and deductions on the Human Resources side first, then integrate and save the codes to the Payroll module. This is the natural flow of information between the two modules.



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Documents

· Web viewthat describes steps you can take to ... Payroll if they were only setup in Payroll in ... Benefit Setup and Update Benefit Enrollment Reconcile features