Initialize ACA Data Automatically from Payroll

You can initialize ACA data for employees using the Initialize ACA option in PR ACA Process.

Initialization brings in the appropriate data from elsewhere in Vista into the PR ACA Process and PR ACA 1095-C Employee forms for Affordable Care Act (ACA) compliance. You can initialize data from the Payroll or Human Resources modules, and include only full time employees or all employees.

The following instructions show you how to initialize ACA data from the Payroll module. For instructions on initializing ACA data from the HR module, see Initializing ACA Data Automatically from Human Resources.

Note: Users should be familiar with IRS definitions and requirements for ACA reporting before using Vista to enter ACA data and generate reports. For more information, visit the Internal Revenue Service website at www.irs.gov and search for "Instructions for Forms 1094-C and 1095-C".

To initialize ACA data for employees automatically from Payroll:

  1. In PR Earnings Codes, confirm that the Track Hours for ACA check box is selected for the appropriate earnings codes. This initialization process looks at posted timecards for entries against those flagged earnings codes.
  2. In the PR ACA Process form, press F4 in the Tax Year field to select a tax year. If the correct tax year does not exist, enter it and save the form.
  3. Select Tasks > Initialize ACA.
    The PR ACA Initialize form displays.
  4. If you want to overwrite existing ACA data for the selected tax year, select the Overwrite Existing Data check box.
  5. In the Initialize From section, select Payroll.
  6. In the Employees to Initialize section, select Full Time or All Employees.
    Note: Full-time employees are defined as those working 30 hours per week or 130 per month as recorded in posted timecards with earnings codes set up to track ACA hours.
  7. If MEC (minimal essential coverage) was offered for all 12 months of a calendar year, select the MEC Offer check box.
    Selecting this check box sets the Minimum Essential Coverage section to Yes on the 1094-C form.
  8. If your employees were part of an Aggregated ALE Group for all 12 months of a calendar year, select the Aggregated Group check box.
    Selecting this check box sets the Aggregated Group Indicator on the 1094-C form.
  9. From the Offer Code drop-down, select an IRS 1095-C series one offer code to indicate coverage offer.
  10. If you offer self-only coverage, enter the employee share of the cost for that coverage in the Self Cost Only field. Leave it blank if you do not offer self-only coverage.
    Note: Values entered in this field will be written into the 1095-C if the code in the Offer Code field is set to 1B, 1C, 1D , or 1E.
  11. From the 4980H Safe Harbor Code drop-down, select an IRS Safe Harbor Code.
  12. From the Plan Start Month drop-down, select the calendar month in which the plan year begins. If you did not offer health plan coverage, select 00 - No Health Plan Offered. You can override this setting for individual employees in PR ACA 1095-C Employee.
  13. Click Initialize to automatically populate the 1094-C and 1095-C Payroll data into the PR ACA Process and PR ACA 1095-C Employee forms.
  14. Complete the remaining information manually.
When you have completed initializing and editing employer and employee data, you can then print and/or eFile your 1095s and 1094s via Aatrix. For more information, see Create, Print, and E-File 1094s and 1095s Using Aatrix.