Important Affordable Care Act Hotfixes for Dynamics GP

Microsoft has made available Affordable Care Act (ACA) hotfixes for Microsoft Dynamics GP.

Download links:

Microsoft Dynamics GP 2013  Customersource                Partnersource
Microsoft Dynamics GP 2015  Customersource                Partnersource

This following hotfix description is found in this document, posted in a blog article by Terry Heley.

Changes made in 2014 year end update, please refer to all prior blogs of information.

Blog: January Hotfix – some ACA changes  (Jan 2015)

https://community.dynamics.com/gp/b/dynamicsgp/archive/2015/01/23/draft-microsoft-dynamics-gp-2015-round-2-payroll-tax-update-what-you-need-to-know.aspx

Blog: ACA Information/Setup:  (Nov 19, 2014)

https://community.dynamics.com/gp/b/dynamicsgp/archive/2014/11/19/draft-microsoft-dynamics-gp-2014-year-end-release-affordable-health-care-act-2.aspx

Blog: ACA Table/Column changes: (Nov 12, 2014)

https://community.dynamics.com/gp/b/dynamicsgp/archive/2014/11/12/table-and-column-changes-in-2014-year-end-update.aspx

Blog: ACA preliminary blog – view for all windows

https://community.dynamics.com/gp/b/dynamicsgp/archive/2014/09/23/aca.aspx

Last year Blog on Benefit Tracking and ACA and Hours (Video)

https://community.dynamics.com/gp/b/dynamicsgp/archive/2013/07/16/affordable-healthcare-act-are-you-prepared-and-are-you-using-microsoft-dynamics-gp-to-its-full-potential.aspx

Changes in the March hotfix 2015 for ACA

Based from all the tracking you have done after installing the 2014 year end update, it is now time to review the forms and data.

You will need to create the year end wage file for 2015 to review this data.

(the year end wage file will need to be removed prior to you running the next 2015 payroll, it would be best to do this in a test company that is a backup of your current live company click HERE for steps to create a test company.)

Click HERE if you need steps on how to create the year end wage file and remove it.

1. From the PRINT W-2 FORM window you will be able to print the forms

2. From the EDIT W-2 INFORMATION window you can edit / view the ACA information.

When you remove the year end wage file, all this information will be lost, similar to W2’s, then repopulated when you recreate the year end wage file.

1095-C Employer Provided Health Insurance Offer and Coverage report

Void checkbox – no data yet

Corrected checkbox – no data yet

Part 1 – Employee

All employee information (name, SSN & address) is taken from the Employee record during the process to create the year end tables. This information can be edited in the Edit W-2 Information window.

All employer information is pulled from the existing year end tables, which can be edited in the Print W-2 window.

Part 2 – Employee Offer and Coverage

Offer of Coverage code

• This is determined by looking at the records in UPR00905 (uprMstrEmployeeACA)
• If the Offer of Coverage code has changed twice in one calendar month, the most recent change (based on the Effective Date field) is used.
• If the Offer of Coverage code has not changed in the past calendar year, the most recent previous change (based on the Change Date field) is used.
  • For example, if the Payroll Year end is being run for 2015, but the last time the Offer of Coverage code was changed for an employee was November 2014, the system will use the code from November.

Employee Share of Lowest Cost Monthly Premium

• Cost to Subscriber field on Health Insurance Enrollment; pulled from the Insurance code that has been active the longest.
• This will be the same value for every month; the only exception is if a month has an Offer of Coverage code of 1H or None. Then the value will be 0.
• You can edit this information in the Edit W-2 window as well if the amount is not correct.
• If you need to make a mass change, this is stored in the following year end table UPR10111.

Safe Harbor code

• The Safe Harbor code will be determined in the same manner as the Offer of Coverage code.

Misc Notes:

• If an employee has multiple Active Health Insurance Benefit records, the benefit used is the most recently updated (based on Effective Date).

Part 3 – Covered Individuals

Self-insurance coverage checkbox

This is pulled from the Employer provided self-insured coverage checkbox on the Print W-2 Forms window. When marked, the field on the report will be marked for all of the reports printed.
This is stored in the UPR10100 table new column employer_selfInsured as of 2015 March Hotfix.

Covered individuals (dependents)

• The data for this section originates from UPR0094 (uprMstrDependentACA); the payroll year end process goes through this data and populates UPR10109 (uprYearEndDependentACA) with records for the selected year.
• The records will print in order of sequence number, which is the order in which they were entered.
• Name, SSN, and DOB are all from the Employee Dependent window (uprMstrDependent table)
• Covered all 12 months is calculated during the payroll year end process based on the current dependent records. If the individual had coverage as of 1/31 of that payroll year, they would be considered covered (provided there were no later records that would change that)
• If an individual’s coverage changed more than once in a calendar month, the last record of that month would be the one used to determine coverage.
• An employee is considered not covered for a month, if that month had an Offer of Coverage code of 1H or None.
• If an individual’s coverage records start mid-year (for example, March), then they are considered to be not covered up to that point (so January and February checkboxes would be unmarked).

Year End tables of interest

•  UPR10100 (UPR_Year_End_WORK_HDR)
  • Added Employer Self-Insured field
• UPR10108 (uprYearEndDependentACAHistory)
  • This is a copy of the uprMstrDependentACA table for the reporting year
• UPR10109 (uprYearEndDependentACA)
  • New table that contains the dependent data for Part 3 of the 1095-C report
• UPR10110 (uprYearEndEmployeeACAHistory)
  • This is a copy of the uprMstrEmployeeACA for the reporting year
• UPR10111 (uprYearEndEmployeeACA)
  • New table that contains the data for Part 2 of the 1095-C report

Forms Added/Updated

• Print W-2 (UPR_Year_End_Wage_Forms_Printing)
• Edit W-2 (UPR_Year_End_Editing_W2)

Reports Added/Updated

• 1094-C Transmittal of Employer Health Ins
• 1095-C Employer-Provided Health Insurance

Misc notes:

• If an employee does not have an insurance code assigned, they could still get a 1095-C printed for them, as long as they have a dependent record (table UPR00904)
• Employees that are marked as Inactive will get a 1095-C if they have a dependent record in UP00904.
• Employees that do not have wages but ACA data will also get a 1095-C

1094-C Transmittal of Employer Health Ins

Part 1

All employer information is pulled from the existing year end tables, which can be edited in the Print W-2 window.

**Fields that are blank are not currently stored in Microsoft Dynamics GP for this specific report**

Part 2

Not populated as information is not stored in Microsoft Dynamics GP.

Part 3

Not populated as information is not stored in Microsoft Dynamics GP