2. Why we are here Provide a basic overview of WinCap & ACA
Agenda
Provide a basic overview of WinCap & ACA
Review the W2 process in WinCap PR
Review the 1099 process in WinCap Accounting
Share Information & Best Practices with each other.
Network with other WinCap customers

3. WinCap - Affordable Care Act Reporting

4. WinCap - Affordable Care Act Reporting
WinCap is continuously being enhanced to provide the data necessary for our clients to be in compliance with ACA Reporting. Currently, WinCap provides the following:
IRS Form 1095-C
Employee Statement of Employer Provided Health Insurance Offer and Coverage
IRS Form 1094-C
Employer Transmittal of Employer Provided Health Insurance Offer and Coverage
The programming complies with the reporting requirements for the following:
Employer-Sponsored Self-Insured Plans
Employer-Sponsored Group Insurance Plans
Both Employer-Sponsored Self-Insured and Group Insurance Plans

5. Employers & Health Coverage Providers 2017 Due Date
WinCap - Affordable Care Act Reporting
Employers & Health Coverage Providers 2017 Due Date
This chart applies only for reporting in 2017 for coverage in 2016 (IRS December 8, 2016)
Action
2017 Reporting Due Dates for…
Applicable Large Employers – Including Those That Are Self-Insured
Self-insured Employers That Are Not Applicable Large Employers
Coverage Providers  – other than Self-Insured Applicable Large Employers*
Provide 1095-B to responsible individuals
Not Applicable**
Mar. 2
File 1094-B and  1095-B with the IRS
Paper: Feb. 28
E-file: Mar. 31*
Provide 1095-C to full-time employees
Not Applicable
File 1095-C and 1094-C with the IRS

6. WinCap - Affordable Care Act Reporting

7. WinCap - Affordable Care Act Reporting
WinCap offers four different methods of updating the system for ACA Reporting.
Benefits Module
Active/On Payroll
Off Payroll/ Dependents
Import
Employee Healthcare Cost
Employee Dependent Health Coverage
Post from prior year and monthly 1095-C values
Update the Employee IRS Form 1095-C manually
Note: Harris strongly suggests the same process is utilized for the entire calendar year to avoid confusion and the reporting of any inaccurate health care information.

8. WinCap Data – WinCap Benefits Module
WinCap - Affordable Care Act Reporting
WinCap Data – WinCap Benefits Module
Active/On Payroll

9. WinCap Data – WinCap Benefits Module
WinCap - Affordable Care Act Reporting
WinCap Data – WinCap Benefits Module
Active/On Payroll - Enrollment Changes

10. WinCap Data – WinCap Benefits Module
WinCap - Affordable Care Act Reporting
WinCap Data – WinCap Benefits Module
Active/On Payroll – Declinations

11. WinCap Data – WinCap Benefits Module
WinCap - Affordable Care Act Reporting
WinCap Data – WinCap Benefits Module
Active/On Payroll – Not Eligible

12. WinCap Employee Benefit Record
WinCap - Affordable Care Act Reporting
WinCap Employee Benefit Record

13. Employee Dependent Coverage
WinCap - Affordable Care Act Reporting
Employee Dependent Coverage
  Self-Insured Districts Only
The Employee/Self and Dependent coverage data can be imported to record the coverage status of the enrolled individuals for the calendar year and specific months covered.
The Mass Update Employee Dependent Health Care Costs routine on the Employee Benefit/IRS Form 1095 Tab can be used to update the dependent monthly enrollment status as needed.

14. Health Care Cost Templates
WinCap - Affordable Care Act Reporting
Health Care Cost Templates
Examples of Monthly Detail Health Care data extracted from other data sources, the EmpHlth.xls import template.

15. Health Care Cost Templates
WinCap - Affordable Care Act Reporting
Health Care Cost Templates
Individual import template data required for the IRS Form W-2 Box 12 Code DD—Cost of employer-sponsored health coverage.

16. WinCap - Affordable Care Act Reporting
Employee IRS Form 1095-C
An Employee Benefit IRS Form 1095-C is found on the Employee Maintenance Benefits tab. This record is available for all clients to populate or edit manually.

17. WinCap - Affordable Care Act Reporting
Employee IRS Form 1095-C
Using the option button to populate all months – when in ‘Modify’ choose the options button.

18. WinCap - Affordable Care Act Reporting
Employee IRS Form 1095-C
For Employee/Self -Dependents to appear in the lower portion of the Employee IRS Form 1095C they first must be added in the Employee Benefits/ Off Payroll-Dependent Tab. ‘Modify’

19. WinCap - Affordable Care Act Reporting
Employee IRS Form 1095-C
To edit the Employee IRS Form 1095-C, in ‘Modify’ select the health coverage field to be updated and enter value desired. Save record.

20. WinCap - Affordable Care Act Reporting
Employee IRS Form 1095-C
To remove or delete an Employee IRS Form 1095-C, in ‘Modify’ choose the options button and select ‘Delete 1095-C Record’. This will remove all data associated with Employee 1095-C. Save record.

21. WinCap - Affordable Care Act Reporting
Evaluating the Data
Report Name
Use
Pathway
Additional Information
Newly Hired Employees Report
Review list against employee record to validate benefit data.
Reports/Employee Listings, Letters, Labels / Newly Hired Employees Report
Enter Hire date or First pay date in the calendar year date range.
Employee Demographics
Using Where Clause, finds all employee records with a hire date or inactive date in the calendar year. To be reviewed against the employee benefit data.
Reports/Employee Listings, Letters, Labels / Employee Demographics
BETWEEN(Employee.HIREDATE,{01/01/2016},{12/31/2106}) OR BETWEEN(Employee.LAYOFFDATE,{01/01/2016},{12/31/2016})
Employees with Missing /Inactive Benefits
Used to find employees meeting the criteria selected that have no benefit record or the benefit record inactive.
Reports/ Employee Benefits/ Data Validation Reports/ Employees with Missing or Inactive Benefits
Criteria: Upper Benefit: Health, Position Tab: Primary , Benefits Date Range: Portion of fiscal year validating, Employee Beneft Type: On Payroll.
Employee Additional Pay Items Report
Used to find employee records where an API has been authorized for a payment in lieu of enrolling in health insurance.
Reports/ Employee_HR / Employee Reports by Position / Employee Additional Pay Items Report.
Criteria will need to be entered based on each client unique circumstances.
Employee Position Report
Used to find employee records where a position has been authorized for a payment in lieu of enrolling in health insurance.
Reports/ Employee_HR / Employee Reports by Position / Employee Position Report.
Payroll Activity_Verification Report
Used to find authorized payments made to employees in lieu of enrolling in health insurance.
Reports/ Payroll/Transaction Reports / Payroll Activity _ Verification Report
ERM - Benefits Columnar Report
Created to find missing ACA reporting fields in the On Payroll Benefit Record
Reports/ Employee Benefits/ Enhanced Reporting/ Employee Benefit Columnar Report
See Notes on the next page of this Power point.

22. WinCap - Affordable Care Act Reporting
Evaluating the Data
ACA Reporting fields can be located for editing via the following options:
Employee Benefit records:
Mass Update On Payroll Employee Benefits
Mass update Off Payroll Employee Benefits
Employee IRS Form 1095-C:
Mass Update Employee Health Care cost
Mass Update Employee Dependents Health Coverage
Note: These update the employee benefit record and is not used to not update the Employee IRS Form 1095C related data.

23. WinCap - Affordable Care Act Reporting
Discussion?

24. WinCap – W2 Procedures and Preparation

25. Year End Reminders for Payroll
WinCap – W-2 Procedures and Preparations
Year End Reminders for Payroll
Please refer to Year End Reminders for Payroll for further information.   
Run the Taxable Wages and Withholding Errors Report
Add an Adjusting Pay Period
Recalculate the Fiscal Year/Calendar Year Totals
Verify W-2 Information using the W-2 Detail Report
Finalize W-2 File Calculations for 20XX
Run W-2 Forms: 3 Up Employee Copies
Corrections to Employee's W-2 before the SSA file is sent
Run W-2 Disk for Electronic Submission
Employer Copies (Copy D) W-2 Forms: 2 Up Employer Copies
Corrections after the disk is sent to the SSA
Final Closing of Adjusting Pay Period (Calendar-Year 20XX Adjustments)

26. Payroll Period Message
WinCap – W-2 Procedures and Preparations
Payroll Period Message

27. Non-Wage Transactions
WinCap – W-2 Procedures and Preparations
Non-Wage Transactions
Non-Wage Transactions for items such as personal use of district vehicle, Group Term Life Insurance benefits exceeding $50,000, and other Non-Wage Benefits, etc. must be processed during one of your December payrolls, preferably the first payroll, allowing for correction of errors should they occur.  Non-Wage Transactions will generate tax withholdings for FICA and Medicare, so the employee must have a wage payment to cover these deductions.  Only the Non-Wage item for Former Employees’ Group Term Life Insurance can be entered when there is no wage payment for that individual

28. Employer Health Care Cost
WinCap – W-2 Procedures and Preparations
Employer Health Care Cost
Detailed information about each employee transaction that was added to the W-2 Health Insurance accumulator can be seen and verified by running
Reports / Employee Benefits / Employee Health Care Costs Report
Please refer to the Quick Start Guide for W2 Reporting Health Coverage

29. Run the Taxable Wages and Withholding Errors Report
WinCap – W-2 Procedures and Preparations
 Run the Taxable Wages and Withholding Errors Report
This routine searches for abnormalities in taxable wages based on actual wages and deductions recorded in WinCap. It will address issues for a new site that cutover to WinCap in July to assure that all wage and tax data has been reconciled.   It will also identify situations where taxes and or wages may have been incorrectly overridden within paycheck maintenance. 

30. Add an Adjusting Payroll (Manage/Payroll/Pay Period Maintenance)
WinCap – W-2 Procedures and Preparations
Add an Adjusting Payroll (Manage/Payroll/Pay Period Maintenance)
Add an Adjusting Pay Period
Add a pay period using the same date as the last payroll period in December. Payrolls creating negative tax liabilities may not be acceptable for certain tax reporting purposes. Utilizing the same date will combine the taxable payroll adjustments in positive amounts for reports.
Choose a Pay Period Type of EOYADJ - End of Calendar Year Adjustments.  This payroll should be opened and immediately posted prior to opening any payrolls in the new calendar year. It should not be closed. Posting the pay period immediately will prevent you from adding regular payroll transactions by mistake. It will allow you to process demand checks, voids, and refunds of over-payments.

31. Add an Adjusting Payroll
WinCap – W-2 Procedures and Preparations
Add an Adjusting Payroll
Voided Payroll Checks
All voided payroll checks should be processed as they occur.  An adjusting payroll may be needed to process voided checks that must occur in the calendar year but have only been brought for voiding after the last scheduled payroll has been completed.
Wage Repayments
Wage Repayments result when an employee repays the employer for wages paid in error. The employee issues a check (or cash) to cover the amount of the overpayment when the original payroll check was cashed (or direct deposit funds utilized).  A repayment is often necessary if an employee is no longer employed and future wages are no longer due.
Wage repayments should be processed before the end of the calendar year or in the adjusting payroll in the year in which they occur. A wage repayment made by an employee before December 31st will be reflected on that calendar year’s W-2. 

32. Recalculate Fiscal Year/Calendar Year Totals
WinCap – W-2 Procedures and Preparations
Recalculate Fiscal Year/Calendar Year Totals
It serves to update Fiscal and Calendar Year totals with the latest numbers. Normally it stays in balance but there are issues when they have 2 FY’s open and post transactions to the previous FY. We are now strongly suggesting to run this routine at Calendar Year End and before any payroll in July/August after closing the Payroll Accrual Period.

33. WinCap – W-2 Procedures and Preparations
Verify W-2 Information using the W-2 Detail Report (Reports\Payroll\Federal & State Tax Reporting\W-2 Detail Report)
This report is actually a routine that create the file that the W-2s are printed from.  Up until the W-2 file is finalized; when this report is run, the file is recalculated.  As corrections are made to the YTD wage or tax data, or any additional transactions are processed since the W-2 Detail Report was last run, this report must be run again to make sure these changes are reflected in the W-2 file.  Use these reports to tie out all data before finalizing the W-2 file.  Once the Finalize routine has been run, this report may still be run but they will not recalculate the W-2 file, they will only display the current values.

34. WinCap – W-2 Procedures and Preparations
Finalize W-2 File Calculations for 20XX (Reports\Payroll\Federal & State Tax Reporting\Finalize W-2 File Calculations for 20XX)
After all verification has been completed, the W-2 file must be Finalized before W-2’s may be printed.  The Finalize W-2 File Calculations for 20XX routine locks out any further changes to the W-2 file, which prevents any additional transactions or paychecks from being added to the previous calendar year.  While pay periods may still remain Posted or even Open in the previous year, such as the End of Year Adjusting Pay Period, nothing may be altered in those Pay Periods unless the W-2 file is re-opened.

35. Reopen W-2 File Calculations for 20XX
WinCap – W-2 Procedures and Preparations
Reopen W-2 File Calculations for 20XX
Reopening the W-2 file allows the W-2 Detail report to recalculate the file when printed so that it is useful for review and verification prior to Finalizing again.
Once all adjustments have been added, Finalize the W-2 file again to print the W-2s.
NOTE:  Changes may be made to employee demographics at any time, such as address, name changes or even social security number corrections.  These changes will only impact the W-2 file and the W-2 if they are made prior to the Finalization routine.  If the changes are made after the Finalization they will not be captured on the W-2 for the tax year in question.

36. Run W-2 Forms: 3-Up Employee Copies
WinCap – W-2 Procedures and Preparations
Run W-2 Forms: 3-Up Employee Copies

37. WinCap – W-2 Procedures and Preparations

38. W-2 Consent Screen- Legal Requirement for Electronic Submission
WinCap – W-2 Procedures and Preparations
W-2 Consent Screen- Legal Requirement for Electronic Submission
The IRS regulations requires that an employee provides consent in order to receive their original W-2 electronically. Allowing the employee to consent to receive their W-2 electronically will update the employee’s record in WinCap to “do not print w-2.” The change will be recorded in the “Employee Record Change Report” in WinCap in order to provide proof of consent.

39. W-2 Consent Screen- Legal Requirement for Electronic Submission
WinCap – W-2 Procedures and Preparations
W-2 Consent Screen- Legal Requirement for Electronic Submission
The IRS regulations requires that an employee provides consent in order to receive their original W-2 electronically. Allowing the employee to consent to receive their W-2 electronically will update the employee’s record in WinCap to “do not print w-2.” The change will be recorded in the “Employee Record Change Report” in WinCap in order to provide proof of consent.
When consenting to receive a W-2 electronically, the user will receive confirmation that they have successfully consented to receive their W-2 electronically. From the confirmation screen the employee may check the W-2 availability for the current year. The W-2s must be finalized in WinCap in order to be viewed and printed successfully in Employee Self Service.

40. “Do not print W2 / Do not print 1095”
WinCap – W-2 Procedures and Preparations
“Do not print W2 / Do not print 1095”

41. WinCap – W-2 Procedures and Preparations
Discussion?

42. WinCap – 1099

43. WinCap – 1099 Procedures
Run Form 1099 Detailed Transactions Report
Run Other Vendor Review List for 1099
Corrections to 1099 transaction data
Printing 1099 Forms
1099 Electronic Filing Procedures

44. Run Form 1099 Detailed Transaction Report
WinCap – 1099 Procedures
Run Form 1099 Detailed Transaction Report

45. Run Form 1099 Detailed Transaction Report
WinCap – 1099 Procedures
Run Form 1099 Detailed Transaction Report
The option “Eligibility-Potential” will provide a list by vendor for all payments that might be eligible for 1099 reporting, based on the following information in WinCap:
a) Payment transactions that have already been flagged in WinCap as 1099 expenses.
b) Transactions for vendors where the 1099 box in the Vendor Information tab of Vendor Maintenance (Manage/ Accounts Payable/ Vendor/Customer) has been checked, whether or not the transactions have been flagged as 1099 payments on the 1099 screen of Vendor Maintenance.
c) G/L Accounts 522 and 600 expenses for object codes that have been designated as 1099 eligible expense categories. .

46. Run Form 1099 Detailed Transaction Report
WinCap – 1099 Procedures
Run Form 1099 Detailed Transaction Report
The option “Eligibility – All Expense” shows all expenses paid to 1099 vendors rather than just those in categories defined for 1099 usage.
The option “Actual flagged” shows all of the 1099’s that have actually been flagged to print. This means that the vendor is flagged as a 1099 vendor, as well as the object codes and payments made.
The report has several options and includes a “where clause” field for more refined reporting.  .

47. Corrections to 1099 transaction data
WinCap – 1099 Procedures
Corrections to 1099 transaction data .

48. Corrections to 1099 transaction data
WinCap – 1099 Procedures
Corrections to 1099 transaction data
Within Vendor Maintenance, (Manage/Accounts Payable/Vendors/Customers), there are four vendor type options available:
No Special Type, Attorney, Medical and Employee/ Former EE.
New vendors are marked “No Special Type” as the default.  If Medical or Attorney is selected, the system will automatically force the 1099 box to be checked.  The type Medical will receive a 1099 for payments greater than $600 even if they are “Incorporated”.  For Attorney type vendors, payments categorized as gross proceeds (category 14) will generate a 1099 for any amount. 
Also, note that payments made through Payroll to “The Estate of” a deceased employee will generate a 1099 for any amount and these payments will not have an associated Vendor file.  Payments to “The Estate of” a deceased employee automatically appear on the Form 1099 Detailed Transactions Report with a “~” in front of the vendor number. .

49. Corrections to 1099 transaction data
WinCap – 1099 Procedures
Corrections to 1099 transaction data

50. Corrections to 1099 transaction data
WinCap – 1099 Procedures
Corrections to 1099 transaction data
Within Object Maintenance (Manage/Budget Maintenance/Tables/Object) a designation must be made for all object codes to designate whether payments made within the code will be 1099 eligible.
Similar to designating a vendor record as 1099 eligible; if an object code is designated with a 1099 reportable category after payments have been made, it will be necessary to designate each vendor’s payments as a 1099 payment within vendor maintenance.
Any 1099 payment to a G/L account, which cannot be categorized by object code, including G/L Account 600 expenses that have not been assigned to a valid budget code, will be assigned to the non-employee compensation category on Form  Payments can be re-designated within the vendor maintenance 1099 tab by changing the category as required for the payments.

51. WinCap – 1099 Procedures
Printing 1099 Forms

52. (Reports/ Accounts Payable/ Form 1099 Detailed Transaction)
WinCap – 1099 Procedures
Printing 1099 Forms
(Reports/ Accounts Payable/ Form 1099 Detailed Transaction)
· Only those transactions with an actual 1099 amount to be reported.  Errors with vendor information, if any still exist, are shown on this report; however, transaction-level messages are not, as only valid payments are listed. 
·  Only those vendors which have the 1099 box checked on the Vendor Information screen. 
·    Only vendors with valid 1099 data, whether or not they exceed the reporting threshold.  When the actual Form 1099 is printed, only those vendors with an accumulated total of 1099 eligible transactions greater than or equal to the specified threshold will produce a form.

53. (Reports/ Accounts Payable/ Form 1099 Detailed Transaction)
WinCap – 1099 Procedures
Printing 1099 Forms
(Reports/ Accounts Payable/ Form 1099 Detailed Transaction)
When the actual 1099 forms are printed (Reports/ Accounts Payable/ 1099 Forms) a prompt will appear for the threshold amount to be used.  It has been initially set for the IRS specifications ($600), but it may be set to a lower amount if desired.
We recommend printing a copy of these forms on plain paper before printing them on the actual 1099 stock the first time, to make sure everything is printing properly.  Do not print the Recipient Copy of the 1099 on the forms until confirming that the printed copy lines up with the forms.  The printer driver that is used for Check Printing should be used to achieve the best alignment.

54. WinCap – 1099 Procedures
Discussion?

55. www.wincap.com Support Center/End User Support
WinCap Resources
Support Center/End User Support