Please refer to the March blog for more updated information around ACAClick HERE for detailed documentation changes on ACA.Click HERE to create a SmartList Designer Report of ACA information.
It’s that time of year again, Year End is right around the corner, and the Affordable Care Act is on everyone's mind!!In this blog, I’d like to provide you with information regarding Affordable Care Act changes included in the 2014 Year End Update; give you an idea of what you can expect to see in future code releases throughout the upcoming year; and provide you with answers to FAQs regarding ACA and Microsoft Dynamics GP.First, let’s cover the basics:With mandatory reporting required for the Affordable Care Act at the end of the 2015 year, we wanted to lay the foundation for this as soon as possible. We've begun by implementing ACA tracking mechanisms with the 2014 Year End Update. In addition, changes we make throughout the year will ensure you'll be able to successfully generate the 1094-C and 1095-C forms at the end of 2015. The 1094-C and 1095-C forms will be included in Quarter 1 of 2015.Instructions for forms 1094-C & 1095-C.
Affordable Care Act (ACA) changes will be implemented and supported for the following versions:Microsoft Dynamics GP 2013, and beyondAffordable Care Act (ACA) changes will not be implemented or supported for the following versions:
Microsoft Dynamics GP 2010, or previous versions
If you are currently on Microsoft Dynamics GP 2010 you may want to consider upgrading soon. Mainstream support (ie. tax updates) will end on 10/13/2015. Extended support with no updates will end on 10/13/2020. Please refer to the Support Life Cycle for Microsoft Dynamics GP 2010.
Note: No changes were made to Business Portal Benefit Self Service or Human Resource Management Self Service for ACA.
Requirements to Implement Changes Associated with the Affordable Care Act:
In addition to Payroll, the Human Resources module is required to track Affordable Care Act information in Microsoft Dynamics GP.
The GREAT news is that Human Resources is FREE with Microsoft Dynamics GP 2013 and beyond!
Recommended to Track ACA Information:
Changes to Windows:
Health Insurance Setup WindowThe Offer Of Coverage Code (line 14) and Safe Harbor Code (line 16) fields were added to accommodate ACA changes implemented with the 2014 Year End Update in the Health Insurance Setup window. To open the Health Insurance Setup window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Benefits and Deductions and then click Health Insurance:
The codes you assign in this window will be stored in the BE020230 - HR Benefit Setup table. Users can ‘roll down’ changes made here to the Health Insurance Enrollment Window to update the employee level if desired.
Health Insurance Enrollment WindowThe Offer Of Coverage Code (line 14) and Safe Harbor Code (line 16) fields were added to accommodate ACA changes implemented with the 2014 Year End Update in the Health Insurance Enrollment window. To open the Health Insurance Enrollment window, click the HR and Payroll series button, click Human Resources on the Cards content pane, click Employee -Benefits and then click Health Insurance: Users can assign appropriate Affordable Care codes in this window, or code changes can be ‘rolled down’ from the Health Insurance Setup window. ACA codes in this window (Offer Of Coverage Code and Safe Harbor Code) are be stored in the BE010130 - HR Benefit Master table.
Employee Dependents WindowThe Health Insurance Coverage field was added accommodate ACA changes implemented with the 2014 Year End Update in the Employee Dependents window. To open the Employee Dependents window, click the HR and Payroll series button, click Human Resources on the Cards content pane, click Employee, and then click Dependents:
Things to know about this window:
Affordable Care Act Codes windowsThe Affordable Care Act Codes window was added to accommodate ACA changes implemented with the 2014 Year End Update. The Affordable Care Act Codes window can be opened by clicking on the Lookup buttons in the Health Insurance Setup window or in the Health Insurance Enrollment window:
The Affordable Care Act Codes window contains a list of available (pre-determined) codes for line 14 and line 16. Data for this window is stored in the UPR40105 table.
Changes to Existing GP Tables:
BE020230 - HR Benefit Setup table (HR_Benefit_SETP) had the following fields added:
BE010130 - HR Benefit Master table ( aka HR_Benefit_MSTR) had the following fields added:
New Tables:UPR40105 - UPR 1095 Setup File
The UPR40105 holds ACA codes and descriptions. You can see the data stored in this table when you open the Affordable Care Act Codes window.
This table is utilized to allow users to fill out boxes that will show on the Federal Government’s 1095 form.
UPR00904 – Payroll Master Dependent ACA
The UPR00904 table stores a record for every dependent associated with each employee.
Things to know about this table:
UPR00905 – Payroll Master Employee ACA
The UPR00905 table stores Affordable Care Act Codes assigned in the Health Insurance Enrollment window.
UPR10108 – Payroll Master Dependent ACA History and UPR10109 tables
While these tables were added with the 2014 Year End Release, they are not currently being used. Code will be added to populate these tables with an upcoming release.
The 1095-C (given to employee from the employer - like a W2- to show Employer Provided Health Insurance Offer and Coverage) and 1094-C (summary the employer fills out of all employees that received the 1095-C) forms will be added in Quarter 1 of 2015.
When you create the Year End Wage File for the 2015 year, all Affordable Care Act information you've been tracking will be accumulated to the year end tables, similar to how we accumulate the W2 information.
Just like the W2:
Edit 1095-C Covered Individuals and Edit 1095-C Information windows (to be included in future release)The Edit 1095-C Covered Individuals and the Edit 1095-C windows will be added to accommodate ACA.
Note: The Dependents and the 1095-C buttons are greyed out in the Edit W-2 window after you install the 2014 Year End Update. This is because the new windows will be added in a future release:
Payroll View for Human Resources in User Setup Window
It is important to mark the box next to Payroll View for Human Resources in the User Setup window. To open the User Setup window, click the Administration series button and then click User on the Setup content pane:
Automatically Update Payroll Benefits & Deductions in Benefit Preferences Setup Window
Consider unchecking the box next to Automatically Update Payroll Benefits & Deductions until you are familiar with setting up benefits and deductions in HR to ensure they flow appropriately into PR.To open the Benefit Preferences window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Benefits and Deductions and then click Benefit Preferences:
Marking the box next to Automatically Update Payroll Benefits & Deductions will update payroll benefit and deductions records without displaying integration messages.
Note: If you are unsure whether or not the HR benefit/deduction has all pertinent data entered to integrate successfully: I recommend you leave this box unmarked. When this box is unmarked, you will able to watch the flow from HR to PR, and this will reduce the chances of failed HR to PR integrations.
Question 1:What is the best way to setup benefit and deduction codes to facilitate ACA reporting to ensure we can break out the cost of the benefit from the cost to the employee?Answer 1:Please refer to Terry’s blog Guidelines for Payroll W-2 Benefit Reporting that describes steps you can take to ensure successful reporting on benefits and deductions.Question 2:We’ve never used HR in the past. How can we ensure that all of our benefits and deductions are integrated successfully between Human Resources and Payroll?Answer 2:If you are implementing HR for the first time, it will be necessary to process ‘Reconcile’ Routine in Human Resources to ‘Update Benefit Setups’ and ‘Update Benefit Enrollments’.
Click HERE for a detailed document that walks you through the steps needed to process ‘Reconcile’ Routine in Human Resources to ‘Update Benefit Setups’ and ‘Update Benefit Enrollments’.
Question 3:I don't want to install Human Resources. Is there any way to track ACA information in Payroll only?Answer 3:Human Resources must be installed to utilize Affordable Care Act functionality. Again, the GREAT news is that Human Resources is FREE in Microsoft Dynamics GP 2013 and beyond.
Question 4:What if I don't upgrade right away?Answer 4:
If you aren't able to install the 2014 Year End Update right away, never fear! We've got you covered! You can utilize the Edit 1095-C and the Edit 1095-C Covered Individuals windows to record ACA information from prior to when you upgraded.
Microsoft Dynamics GP will not retroactively update ACA tracking. It will track ACA information going forward only.
Where can I track 'Lowest Coverage Offered' in GP?
With the release of the 2014 Year End Update, there is no tracking available for 'Lowest Coverage Offered'. Development haven't yet determined how or where this will be tracked. As soon as we've decided on this, you'll be the first to know!!
Can I submit my 1095-C's and 1094-C electronically in Microsoft Dynamics GP?
Currently, ACA Electronic Filing is not scheduled to be implemented in Microsoft Dynamics GP in the upcoming year.
Can I track employee hours worked in Microsoft Dynamics GP?
Yes, you can! Click HERE, and view the video in Terry's blog, "Affordable Healthcare Act, are you prepared and are you using Microsoft Dynamics GP to its full potential?" The video is full of great suggestions around how to utilize Microsoft Dynamics GP to track employee hours!Additional Resources:
Assistance for Affordable Healthcare Act Questions
Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx
Microsoft Dynamics Community - https://community.dynamics.com/default.aspx
Microsoft Dynamics Support - https://mbs.microsoft.com/support/newstart.aspx
If you are creating a case with the Technical Support Team for assistance with questions regarding the Affordable Care Act in GP please refer to the category selection below to ensure you are routed to the correct Support team for assistance:
--Support Topic Selection: Human Resources or Payroll (depending on the question)
**Be sure to check the Year-End Schedule post for current posted blogs and upcoming blog posts related to Year-End Closing for Dynamics GP.
Wishing you a seamless and successful Year End!!
Andrea Melroe | Technical Advisor | Microsoft Dynamics GP Support
Thanks for this information Andrea. Quick question: Can you advise how Dynamics GP will address the 27th Pay Period for 2015?
The check date will always drive the period (month) in which amounts are tracked in ACA. GP does not care what the pay period is (weekly, bi-weekly, semi-monthly, monthly, etc). It will simply use the check date. I hope that helps!
Andrea, We plan on upgrading to 2013 in February. Will the ACA data from the payroll runs prior to that be available for reporting once we upgrade. Thanks and great blog by the way!
Thanks for the question! All payroll data, including your prior pay runs for the 2015 year will be available for reporting when you upgrade. I hope that helps, and thank you!