1. 10 Things to Do Now to Prep for Year-End
Becky Fox
Matt J Anderson
Kate Graff

2. Agenda
Tip 1: Enter/Track Employee Healthcare Declinations and Enrollments
Tip 2: Update Healthcare Coverage Dates for 1095-C Reporting
Tip 3: Business Name – BNC  - Update GS info
Tip 4: Setup/Review W2 Transaction Types
Tip 5: Add new State EINs (Tax IDs) and SUI Rates
Tip 6: Make sure Employee Portal is configured to display Employee W2s
Tip 7: Generate Greenshades Feed & XML - Errors
Tip 8: Run Employee SSN Verification
Tip 9: Make plan for printing/outsourcing W2s – Order Forms
Tip 10: Create Year-End Calendar (recommended due dates)
Discussion

3. Tip 1: Enter/Track Employee Healthcare Declinations & Enrollments

4. Tip 1: Enter/Track Enrollments and Declinations
Check ACA Full-Time without Offer counter for eligible employees without an offer entered
Enter insurance offers in ACA Companion > Employee Plan Details tab
Select Enrollment or Declination
Date Tracking
Benefit Offer Date = Date employer makes offer to employee
Enrollment/Declination Date = Date employee responds to offer
Coverage Dates = Date(s) coverage is in effect or would be in effect (if declined)
Tip: Make sure correct supplier is selected.
Select Make Offer
Benefit Package drop-down - Activated
Benefit Offer date – Activated
Click Add
Full-insured plans are done..
NOTICE THAT COVERAGE DATES IN THE BOLD RED LETTERS. This date range is what corresponds with the dates the employee will show an offer of coverage on their 1095-C. So these dates directly effect our reporting.
Another tip is for the end date to leave blank or use the end of the plan year..

5. Tip 1: Enter/Track Enrollments and Declinations
Covered individuals
Spouses & Dependents
Need SSN and/or DOB
Enter Date Enrolled
Enter Dates of Coverage (can differ from Employee’s)
Click Update
Covered Individual – is a Spouse – Partner – Child - Self-insured plans
Tracking completed – Again as a reminder this can be done a day by day or week by week basis. We highly suggest this happens to ensure your end ACA reporting is as smooth as possible.

6. Tip 1: Enter/Track Enrollments and Declinations
ACA Import
Import all offers, enrollments & declinations from standard spreadsheet
Great for direct pay plans
Spreadsheet & instructions in KB
WHEN: Weekly/Monthly/Quarterly
Select Make Offer
Benefit Package drop-down - Activated
Benefit Offer date – Activated
Click Add
Full-insured plans are done..
NOTICE THAT COVERAGE DATES IN THE BOLD RED LETTERS. This date range is what corresponds with the dates the employee will show an offer of coverage on their 1095-C. So these dates directly effect our reporting.
Another tip is for the end date to leave blank or use the end of the plan year..

7. Tip 2: Update Healthcare Coverage Dates for 1095-C Reporting

8. Tip 2: Update Coverage End Dates
Ensure coverage offer is entered for:
Employee
Covered Individuals (if self-insured)
Update Coverage Dates
Control when Offer of Coverage Code displays in Line 14 of 1095-C
Start Date = Employee Coverage is in effect
End Date = Plan ends or Employee terms employment
Tip: Make sure correct supplier is selected.
Update Coverage Dates
Found in the Employee Plan Details
Benefit Package
Benefit Offer Date
This is not just referring to sending the offer to your employee but also recording it in the companion application.
Employee Plan Details –
This tab is what we use to manage what coverage an employee was offered and during what date range.
Once the employee is listed double click on their name to pull up their record.
The following screen will then show - From here you’ll want to make sure the correct employer is showing at the top right hand of the screen. This is drop-down function if more then one employer is available.
Tracking Coverage Offers:
This is something that can and should be done day to day or week to week. - this will make year end easier so you’re not doing a years worth of work at the end of the year.
Inserting offers of coverage on employee records in the companion application
Recording if they enrolled or declined that healthcare plan or that benefit package
How to record the dependent information if your self-insured and need to track that information
Employee Plan details
Locate the employee
Select the employee
Verify the supplier is correct

9. Tip 2: Update Coverage End Dates
ACA Companion Insurance Offers AQ
Shows offers entered in Companion & related info
Filter to offers without End Dates
ACA Companion Census AQ
Compare Coverage End Date and Recent Check Date
Update End Date in Employee Plan Details to reflect coverage end
WHEN: Weekly/Monthly/Quarterly
Update Coverage Dates
Found in the Employee Plan Details
Benefit Package
Benefit Offer Date
This is not just referring to sending the offer to your employee but also recording it in the companion application.
Employee Plan Details –
This tab is what we use to manage what coverage an employee was offered and during what date range.
Once the employee is listed double click on their name to pull up their record.
The following screen will then show - From here you’ll want to make sure the correct employer is showing at the top right hand of the screen. This is drop-down function if more then one employer is available.
Tracking Coverage Offers:
This is something that can and should be done day to day or week to week. - this will make year end easier so you’re not doing a years worth of work at the end of the year.
Inserting offers of coverage on employee records in the companion application
Recording if they enrolled or declined that healthcare plan or that benefit package
How to record the dependent information if your self-insured and need to track that information
Employee Plan details
Locate the employee
Select the employee
Verify the supplier is correct

10. Tip 3: BNC- Verify business name and Greenshades information same is IRS
Last year we suggested that this should be done as part of the December Prep

11. Tip 3 – Business Name: Update in Avionté
Admin Tools > Employer > Detail tab
Supplier Info
Update Short/Long Name to Match IRS
Last year we suggested that this should be done as part of the December Prep –
Notes:
The Detail tab allows users to create new transaction types, edit existing ones, and to view details about them.
The Pre Tax Deduction drop-down menu will be enabled if the Is Adjustment Type box is checked. Select the desired option from the Pre Tax Deduction drop-down menu. 
In the W2Box field, enter the appropriate W2 form box number for this transaction if it will appear on an employee's W2. – Meaning this is specifies the box to be filled out on the W-2 form.
In the W2Label field, enter the text that will be displayed as the transaction's label on the employee's W2 form.
Add a check next to each branch that should have access to this transaction type.

12. Tip 3 – Business Name: Greenshades
BNC: Business Name Control
Four digit code
All capital letters
IRS recognizes your company by both FEIN and BNC
WHEN: Anytime
TIP: You can verify your business name control by calling the Business & Specialty Help Line at

13. Tip 4: Set up/Review W2 Transaction Types

14. Tip 4 - W2 Transaction Types
Review Payroll Transaction Types in Avionte
Admin Tools > System > Transaction Type
Deductions Setup
Pre-tax?
W2 Box Setup
WHEN: Quarterly

15. Tip 5: Add new State EINs and SUI Rates

16. Tip 5 – EIN (Tax ID) & SUI Rates
Admin Tools > Employer > Tax > Tax Rate Tab
Add New SUI rate for 2018 dates
Admin Tools > Employer > Tax > Tax EIN Tab
EINs needed for each of the SUI State WH
Enter 0 for inactive states
WHEN: November

17. Tip 6: Configuration for employee portal

18. Tip 6: W2s –Employee Portal Configuration
Configurations in the Admin portal
Makes W-2s form appear
Allows employee access
Employees can fill out the W-2 Consent form
Post = Flag as Complete
WHEN: Anytime
Tip 6: W2s –Employee Portal Configuration  
Last year we suggested that this should be done as part of the December Prep

19. Tip 7: Generate Greenshades Feed and XML

20. Tip 7: Generating Greenshades Feed and XML
Back Office > Weekly Process > Generate Greenshades
Generate Feed & XML
Errors - Can correct now!
WHEN: Q4 - December
Last year we suggested that this should be done as part of the December Prep

21. Tip 8: Run Employee SSN Verification
Call out that this is an Add-on service so that customers not using it are not confused or don’t think they just get this.

22. Tip 8: SSN Verification
SSN Reported must match Social Security Records
Huge year-end headache
Greenshades option
Create E-file Returns
Other options
WHEN: Monthly/Quarterly
What you should add is an ACA-compliant – Major medical health insurance policy that conforms to the regulations et forth in the ACA. Provides coverage for the essential benefits with no lifetime or annual benefit maximums.
MEC – Minimum Essential Coverage Plans
PPO
MVP – Minimum Value Plans
Healthcare plan + HSA
New plan options –
New plans in a package
No longer offering certain plans
Rate changes for Employee Monthly Contribution – gone up or down
Offer of coverage or safe harbor Code Changes
These changes will be completed in the Insurance Plan tab
Do Not Add –
Fixed Indemnity Plans
Non-Healthcare Plans – Dental, ,Vision, Life
Tiers of Plans – EE + Spouse - EE + Children (optional)
1095- only needs the cost of what an employee would pay to cover themselves on the plan

23. Tip 9: Make plan for W2 printing or outsourcing

24. Tip 9: W2 – Form Preparation
Make a plan!
In-house?
Order stock for printing
Pressure Seal
4-up paper
Looking to outsource?
Greenshades
Nelco
IBF
Employee Portal – No need to Print if employee consent is completed.
WHEN: December

25. Tip 10: Create a Calendar for January due dates

26. Important Year-End Due Dates
WEEK 1:
January 31st
Complete 2017 Payroll
Generate Greenshades Feed & XML
Additional Errors?
W2 File sent to vendor, or start printing
Could also add in the vendor options Nelco , IBF, or Greenshades for outsourcing.
Prep your SSNs so you feel confident in your W2s you’re sending out.

27. January: Taxes Time! – Week 2
Review 941 and Schedule B
Liability = Check Dates
State Unemployment Q4 filings and deposits
Due January 31st
Mail W2s
Post to Employee Portal
Just a friendly reminder about the January 15th

28. January: Taxes Time! – Week 3
Update returned W2s
Bad address
Employee returned issues
Employee 1095-C
Employer 1094-C (IRS)
Last year: Due Jan 31st
Be prepared
State WH Annual Reconciliations and State W2 submittals
Due January 31st

29. January: Taxes Time! – Week 4
File W2s and W3
File Q4 941 and Schedule B
File Annual 940 and Schedule A
All due: January 31st
Send it to the federal government at the end of the month… don’t wait to send out to all the employees do right away…
The 940 is realsed in Novemeber so they will see a form that says 2017.

30. Questions
Place Holder for discussion with the audience: Who’s been through 1-5 year ends? What process have you put into place to ensure you meet the January 31st due date? Do you use any outside CPA vendors to prep your filings? How do you check your SSN#s?