Jan 2016 Q amp A Session ACA SEPTEMBER 30 2015 Session Overview Affordable Care Act ACA Reporting for 2015 Overview of process File layout for initial information from institutions ID: 669478
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Higher Education Payroll Processing & ReportingJan 2016
Q & A Session - ACA
SEPTEMBER 30, 2015Slide2
Session Overview
Affordable Care Act (ACA)
Reporting for
2015
Overview of processFile layout for initial information from institutionsFile layout for information back to institutions on multiple agency employeesFile layout for information from institutions on reporting data for multiple agency employeesPrinting of 1095-CsCreation of IRS fileCritical datesFollow up to several questions/concernsSection 218 agreementProcess flowchartChild supportFile layout feedback
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Follow up Information
Section 218 agreement
Institutions of higher education will remain under the State’s 218 agreement
Process flowchart
ProvidedChild supportInformation to provide to Child Support Services2Slide4
500
Misc File - Reminders
Date fields:
Do
not include dashes or slashes Detail Record, Field #11, Class ID:Agency’s three digit agency numberAmount fields: have an implied decimal; there should not be a decimal on the fileExample: $87.50; 000000087503Slide5
ACA – Process Overview
File with intended 1095-C recipients from institutions
File back to institutions of multiple agency 1095-C recipients
File from institutions with data to report on multiple agency 1095-C recipients
Include all recipients if OMES to print all forms1095-C forms will be printed & distributed in January with other year end formsIRS filing requirements4Slide6
ACA – Initial File from Institutions
5Slide7
ACA – Return File to Institutions
Hi
Ed Multiple 1095C List Data Layout.xlsx
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ACA – 1095C Print File From Institutions
There are only P2 and P3 records in this file.
P2
represents Part II of the
1095CP3 represents Part III of the 1095C Part I of the 1095C will be populated by data in the state HCM system or information we request from you All employees in the file must have a P2 record, and only one P2 record.The P2 record for an employee must be listed in the file with the corresponding P3 records listed immediately after the P2 record, as applicableOnly include a P3 record if the employee is enrolled in a self-insured medical planIf an employee is enrolled in a self-insured medical plan, the field value for self-insured must be Y and you must include at least one P3
record
Each covered individual included in Part III of the 1095C must have a separate P3
record, including the employee
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ACA – 1095C Print File From Institutions
Hi Ed 1095C Data Layout.xlsx
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ACA – 1095C Print File From Institutions
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ACA – 1095C Print File From Institutions
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ACA – 1095C Print File From Institutions
www.irs.gov/Affordable-Care-Act/Affordable-Care-Act-Tax-Provisions
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ACA – 1095C Form Printing
OMES to print:
Multiple agency/institution employees
Other reportable employees as provided
12Slide14
ACA – IRS Files
OMES to create 1095-C file:
With multiple agency/institution employees
With reportable
employees we printedInstitutions to create file:For employees printed in-house (1095-C)Send file to OMES for submission to IRSFor non-employees under a self-insured plan (1095-C or1095-B)If on 1095-C, send in file with employees to OMES for submission to IRSIf on 1095-B, plan to submit file to IRS13Slide15
ACA – IRS Files
Authoritative 1094-C
Submitted only by OMES
Need from each institution to complete:
Full-time Employee Count by monthTotal Employee Count by monthInstitutions will have 1094-C information on IRS files created for forms printed in-house without authoritative transmittal information14Slide16
ACA – Critical Dates
December 1, 2015
Due date for test files for testing formats
December 7, 2015
File with employees requiring a 1095-C is due from institutionsNotification to go out mid-NovemberDecember 11, 2015File with multiple agency/institution employees due to institutionsDecember 18, 2015File due from institutions on multiple agency/institution employees that OMES will print combined 1095-C formFile due from institutions on other employees if institution wants OMES to print 1095-C forms (same file)15Slide17
ACA – Critical Dates
January 11 – 18, 2016
OMES to print 1095-C forms for state agencies, multiple agency/institution employees, and other institution employees as requested
February 19, 2016
IRS file for 1095-C reporting due from institutionsEmployee counts for authoritative 1094-C due from institutionsMarch 31, 2016IRS deadline for submitting 1094/5-C files16Slide18
ACA – Questions?
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Ayana.Wilkins@omes.ok.govSlide19
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ACA – Survey
Will your institution be printing the employee 1095-C forms in-house or
using
a third party to print the forms?Will your institution be creating the 1094-C/1095-C file in-house or using a third party to create the file?Is your institution self-insured? If so, as of what date?Slide20
Important Project Dates
October 26
Higher Ed FEINs
November 16
ACES and Participant Maintenance OST security formsNovember 30301JE security forms301 security forms(to be published soon)Ayana.Wilkins@omes.ok.gov 19Slide21
Project Files
Deletion of old files: /OSFSSH/
HiEd
/
Axxx/pyrl/w/Jane Swart, jane.swart@omes.ok.gov (405) 521-4786Carlos Hopkins, Carlos.Hopkins@omes.ok.gov (405) 521-4788 Submission of 500 Misc and PFT files:TEST Directory Path: sftp://199.190.128.12/OSFSSH/Coretest/HiEd/ALL/FileNames: Axxx00.HIED.PFT.E000001T.RECD Axxx00.HIED.500.E000001T.RECD
*use your agency number and sequential E Number +
T
to designate this is a test file
PROD
Directory Path
:
sftp
://
199.190.128.12/OSFSSH/HiEd/Axxx/pyrl/w
FileNames
:
Axxx00.HIED.PFT.E000001.RECD
Axxx00.HIED.500.E000001.RECD
*
use your agency number and sequential E Number
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Project Files
Submission of ACA files:
TEST
Directory Path
: sftp://199.190.128.12/OSFSSH/Coretest/HiEd/ALL/FileNames: Axxx00.HIED.ACALIST.E000001T.RECD Axxx00.HIED.ACAMULT.E000001T.RECD*use your agency number and sequential E Number + T to designate this is a test filePROD Directory Path: sftp://199.190.128.12/OSFSSH/HiEd/Axxx/pyrl/w FileNames: Axxx00.HIED.ACALIST.E000001.RECD Axxx00.HIED.ACAMULT.E000001.RECD
*
use your agency number and sequential E Number
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Next Session
October 14, 2015 2:00 – 4:00 pm
Project Update
SecurityTerminationsRole Changes???