3 Generating ACA Health Coverage (AIR) Preliminary Builds and Reports

This chapter contains the following topics:

Section 3.1, "Understanding Health Coverage Preliminary Reports"

Section 3.2, "Setting Up Periods of Employment Build (P08518)"

Section 3.3, "Setting Up the Hours Worked by Month Build (P08524)"

3.1 Understanding Health Coverage Preliminary Reports

Preliminary workfiles are the data facilitation reports that provide some of the essential information required for generating Form 1095-C workfiles.

The batch processes to load the preliminary workfiles are:

• Periods of Employment Build

• Hours Worked by Month Build

3.1.1 Periods of Employment

As a Benefits Administrator, you use the Periods of Employment build to review which months an employee was employed or not employed during the reporting year.

The Periods of Employment report helps to identify, any gap in offers of health coverage for a month, if the gap is due to the employee not being employed during the month. This information is required to correctly report Form 1095-C Part II Employee Offer and Coverage codes.

The Periods of Employment Build (P08518) batch version processes this information from the HR History file (F08042) and updates it in the Periods of Employment file (F08118). P08518 finds occurrences of Date Started and Date Terminated for an employee and sequences them according to effective date in order to construct a history of an employee's employment periods.

You can use the Interactive Inquiry Maintenance program (P08118) to review the periods of employment information. This program retrieves the information from the Periods of Employment file (F08118). You can use the Periods of Employment inquiry program to add, delete, and update data in the Periods of Employment file (F08118).

If you are not using the HR History file, you can use the Periods of Employment Batch Import program (P08118Z) to import existing periods of employment data from a spreadsheet or a comma-delimited file into the Periods of Employment file (F08118).

3.2 Setting Up Periods of Employment Build (P08518)

This section provides an overview of the Periods of Employment build and report and discusses how to:

• Run the Periods of Employment Build (P08518).

• Inquire, add, update or delete Periods of Employment records (P08118).

3.2.1 Running the Periods of Employment Build (P08518)

Navigation

From Human Resources (G08), select Affordable Care Act

From Affordable Care Act (G08ACA), select ACA Information Returns

From ACA Information Returns (G08AIR), select Periods of Employment Build

3.2.2 Sample Periods of Employment Report

Figure 3-1 Periods of Employment Report

Description of ''Figure 3-1 Periods of Employment Report''

3.2.3 Adding or Updating the Periods of Employment Details

Navigation

From Human Resources (G08), select Affordable Care Act

From Affordable Care Act (G08ACA), enter 29

From ACA Information Returns Setup (G08ACA41), select Periods of Employment

1. In the Periods of Employment Revisions (P08118), complete the following fields:

Field	Description
Address Number	A number that identifies an entry in the Address Book system, such as employee, applicant, participant, customer, supplier, tenant, or location.
Date Started	The date on which the employee actually reported to work for the most recent period of hire. When an employee initially begins working, the default is the original hire date. If no original hire date exists, the system uses the current date. This field can be updated multiple times if, for example, an employee is a seasonal worker. For the calculation tables in the Payroll system and the eligibility tables and data codes in the Human Resources system, the system also uses this date as a start date when it calculates deductions, benefits, and accruals.
Change Reason	Enter a code that indicates the reason for change in the start date, such as a new hire or a rehire. This is a user defined code (06/T). If you are reactivating an employee, the code must be numeric. The code for new hires is the default reason code.
Date Terminated	The date that the employee was terminated, if applicable.
Change Reason	A UDC 06/T that indicates the reason an employee's record changes, for example, eligible for rehire.
Days Employed	Displays the number of days employed. This is informational only, and not relevant to Form 1095-C processing.
Weeks Employed	Displays the number of weeks employed. This is informational only, and not relevant to Form 1095-C processing.
Months Employed	Displays the number of months employed. This is informational only, and not relevant to Form 1095-C processing.
Years Employed	Displays the number of years employed. This is informational only, and not relevant to Form 1095-C processing.

3.3 Setting Up the Hours Worked by Month Build (P08524)

This section provides an overview of the Hours Worked by Month build and report and discusses how to:

• Setup the processing options and data selection for Hours Worked by Month Report (P08424)

• Set processing options for Hours Worked by Month Build (P08524).

• Run the Hours Worked by Month Build (P08524).

• Run the Hours Worked by Month Report (P08424).

• Add or update hours-worked-by-month records (P08224).

Note:

The Hours Worked by Month Report (P08424) runs automatically if you set the processing option for Hours Worked by Month Build (P08524). If you leave the processing option blank, the build does not produce a report.

3.3.1 Hours Worked by Month

As a Benefits Administrator, you use the Hours Worked by Month Revisions (P08124) to review hours worked by an employee by month and by Home Company.

The Hours Worked by Month Build (P08524) calculates the number of hours that the employee worked in a month, by using the timecard history information that is stored in the Employee Transaction History file (F0618). When you run the build, the system updates the Hours Worked by Month file (F08124).

The Hours Worked by Month report (P08424) prints the information created during the Hours Worked by Month Build (P08524).

Note:

The data selection for the report must be setup the same as the data selection for the build in order to see only the records created during the build. This is because the report can be run independently from the build.

To review, add, update and delete the hours-worked-by-month information, you use the Hours Worked by Month Inquiry (P08124), which retrieves the information from the Hours Worked by Month file (F08124). The F08124 file stores the hours worked by calendar month and by company.

Note:

Each employee who has to be issued a Form 1095-C must have at least one record in this file to indicate the Home Company employer that is equivalent to the ALE Member under which the employee should be reported. If you do not use JD Edwards Payroll or Time and Labor, then you do not have Employee Transaction History (F0618). This information is used to determine the ALE Member (employer) under which an employee must be reported for each month of the reporting year. At least one record must be added or imported for each employee.

The Hours Worked by Month file (F08124) is used to determine the employer for whom the employee worked for each month of the year. Form 1095-C Offer and Coverage Workfile Build references the Hours Worked by Month to determine the employer. Offer and Coverage Workfile Build considers hours by company based on Tax ID; that is, if an employee has hours in more than one company in a month, the hours are first combined based on Tax ID, and then the hours by Tax ID totals are compared. The Tax ID with the most hours in the month is the ALE Member responsible for reporting the employee for the month. If an employee who is employed in a month does not have any data in the F08124 file for a month, for example, because of a leave of absence, the prior month's F08124 data is used to determine the ALE Member for that month.

Note:

According to the IRS Forms 1094-C and 1095-C instructions, if hours are equal for a month, select one. The system will select the lowest numbered company.

You can use the Hours Worked by Month Inquiry (P08124) to review, add, delete and update data. Any updates to the F08124 file will be overridden when the Hours Worked by Month Build (P08524) is processed again.

If you do not have Employee Transaction History file (F0618) data from which to build the Hours Worked by Month file, you can use the Hours Worked by Month batch import program (P08124Z) for importing grid data to import an employee's hours-worked history from a spreadsheet or a comma-delimited file.

3.3.2 Running the Hours Worked by Month Build (P08524)

The Hours Worked by Month build is run from menu G08AIR.

Navigation

From Human Resources (G08), choose Affordable Care Act

From Affordable Care Act (G08ACA), select ACA Information Returns

From ACA Information Returns (G08AIR), select Hours Worked by Month Build

3.3.3 Running the Hours Worked by Month Report (P08424)

The Hours Worked by Month report is run as part of the build process, if a version is specified in the processing options for the build job. It can also be run independently from the build from the reports menu (G08ACAR).

3.3.4 Sample Hours Worked by Month Report

Figure 3-2 Hours Worked by Month Report

Description of ''Figure 3-2 Hours Worked by Month Report''

3.3.5 Setting Processing Options for Hours Worked by Month Build (P08524)

See Section 7.24, "Hours Worked by Month Build (P08524)"

3.3.6 Adding or Updating Hours Worked by Month Records

Navigation

From Human Resources (G08), choose Affordable Care Act

From Affordable Care Act (G08ACA), enter 29

From ACA Information Returns Setup (G08ACA41), select Hours Worked by Month Inquiry

1. In the Hours Worked by Month Inquiry (P08224), complete the following fields:

Field	Description
Reporting Year	The calendar year for which the ACA Health Coverage Information Return is being produced.
Employer Tax ID	A number that identifies your company to the tax authority. This number can include the tax ID number for an individual, a federal or state corporate tax ID, a sales tax number, and so on. This number has specifically been established for the Payroll system to handle the requirements of taxing authorities that require more than nine positions for the tax identification number. Note: Do not enter hyphens (dashes), slashes, spaces, or other punctuation in the tax identification number.
Home Company	The company number where the employee records generally reside.
Months - Jan to Dec	The total hours an employee worked in a specified month. This value accumulates in the Employee Transaction History hours worked based on date worked.