Instructions on Copying Last Year’s Data

You now have the ability to copy last year’s data forward to the new year. Once you’ve copied the data forward, you can manually adjust the records on just those that changed or that you need to add from scratch.

Because this is a new feature, you will need to edit the role(s) for those working on 1095 forms.

Security Administration > Edit Roles

Select a role used for 1095 processing and click Edit Role. As an example, we have selected ALL BUSINESS. Your roles may be labeled differently and you may need to update more than one role.

Click the + in front of Human Resources to expand the menu. Expand the Utilities section as well. Check the box in front of the option for Copy 1095 Data and Save. Repeat with additional roles as needed.

Note: Once completed, users will need to log out and back in for the new permissions to be active.

Utilities > Copy 1095 Data

You can now copy data from a prior year. The following options are recommended:

  • Extract Option: Delete all existing records and copy all records
  • Record Type: ACA 1095-C
  • From Calendar Year: 2016
  • To Calendar Year: 2017
  • Plan Start Month: 09
  • Employee Share of Lowest Cost Monthly Premium: This will equal $351 – your district & state contribution. For most of you, the district/state contributes $225, so your amount will be 126.00. If your district contributes more than that, subtract that amount from 351 for the total amount to enter into this field.

Execute.

At the preview, review errors. If you have errors listed, make corrections. In our example, some Safe Harbors don’t exist in the Safe Harbor Table. The information should be added at Tables > ACA 1095 Codes > 1095-C Safe Harbor tab. For your convenience, we have added a section defining the codes that should exist in both the Offer of Coverage table and the Safe Harbor table at the end of this document.

This year, we are seeing the following error on all records. While not marked, it is just a Warning. Your records are being copied:

Note: Since marking the employee line is a new feature for 2017, you should only need to add the check box for the employee line this year. If using this feature next year, the information will be copies.

You will now need to update discrepancies and add the check mark to the employee line on each 1095. From Maintenance > ACA 1095 YTD Data, retrieve the desired employee for Calendar Year 2017. If the information has changed since 2016, make the adjustments manually and Save. Common examples would include:

  • Adding or deleting coverage
  • Adding or deleting a dependent
  • Employees who left during the calendar year
  • New employees to your district
  • Check the box in front of the employee

Below are the codes used for Offers of Coverage and Safe Harbors. Commonly used codes are highlighted.

Offer of Coverage Codes:

  • 1A - Qualifying Offer
  • 1B - Offer to employee only
  • 1C - Offer to employee and dependents
  • 1D - Offer to employee and spouse
  • 1E - Offer to employee, spouse, and dependents
  • 1F - Offer of coverage not providing the minimum value. (An employer-sponsored plan provides minimum value if it covers at least 60 percent of the total allowed cost of benefits that are expected to be incurred under the plan. Minimum Value Calculator Tool available.)
  • 1H - No offers

Safe Harbors

  • 2A - Employee not employed on any day of the month
  • 2B - Employee not a full-time employee for the month and did not enroll in coverage
  • 2C - Employee enrolled in coverage offered
  • 2F - W-2 safe harbor
  • 2G - Federal poverty line safe harbor
  • 2H - Rate of pay safe harbor

iNSTRUCTIONS FOR cOPYING lAST yEAR’S dATA / 1