This article contain commonly asked questions for the Affordable Care Act in Microsoft Dynamics GP.
*Please note that this will be an ever-changing article and will be continuously updated through to the end of the year, so be sure to check back periodically for any updates to the content below.
The functionality added to Microsoft Dynamics GP is new and provided free of charge within Microsoft Dynamics GP. The information provided below will help you to understand how it works so you can better prepare yourself for the year-end.
Where can I find more information on how the new functionality for the Affordable Care Act works in Microsoft Dynamics GP?
A: Information on this topic is provided in the following blog article and video link:
Blog: Microsoft Dynamics GP Year-End Release 2015: Affordable Care Act (ACA) (Nov 25, 2015) https://community.dynamics.com/gp/b/dynamicsgp/archive/2015/11/25/gpye2015aca
Video: Check out the You Tube video for ACA (58 minutes) https://www.youtube.com/watch?v=gAeLUjozhUA&feature=youtu.be
*Be sure to bookmark and watch for blog posts each year end on our Microsoft Dynamics GP Support and Services Blog
Commonly Asked Questions: Q1
: When I print the 1095-C form for the 2016 year, it doesn't pick up from the 2015 records. Do I need to re-enroll the employee in the Health Insurance code again for January 1, 2016?
A1: No. This issue was fixed in the 2016 Canadian Payroll Mid-Year Tax Update
(released in June 2016) so it will look back to read 2015 dates and continue on from there when preparing the 2016 year-end wage file. You do not have to re-enroll employees in the Health Insurance code each new year.
Note that there will be more changes to the 1095-C functionality in the 2016 Payroll Year-End Update
, (which will include the June update changes) so we do not recommend printing the 1095C form for the 2016 year yet until you have the 2016 Payroll Year-End update
installed. (It is usually released in mid-November.) So at this time, please verify the information in the UPR00905/UPR00904 tables is correct, but hold off printing the 1095C form for the 2016 year until the latest changes in the 2016 Year-End Update have been released and installed.
If the UPR00905 table has the three records below for Ackerman, the 1095-C form for the 2016 year
should look to the HEALTH1 code with ACA codes 2 and 3 with a cost of $40.00 for Januarythrough May, and codes of 3 and 3, and a cost of $100.00 from June to November (from the HEALTH2 code), and stop for December, since the ACA codes were removed in December.
2015 ACKE0001 HEALTH1 2015-01-01, 2, 3, sa, 40.00
2016 ACKE0001 HEALTH2 2016-06-01, 3, 3, sa, 100.00
2016 ACKE0001 HEALTH2 2016-12-01, 0, 0, sa, 0.00Q2
: What are the requirements to get the ACA functionality?
A2: You must be on Microsoft Dynamics GP 2013 or higher version, and have the Human Resources module installed. Review last year's blog for general information.
Blog: Microsoft Dynamics GP Year-End Release 2015: Affordable Care Act (ACA) (Nov 25, 2015) https://community.dynamics.com/gp/b/dynamicsgp/archive/2015/11/25/gpye2015aca Q3:
How is the information on the 1095-C form tracked and assembled?
A3: As you work during the year to enroll employees in health insurance plans, change ACA codes, etc, this information is tracked in the UPR00904 and UPR00905 payroll tables. At the end of the year, when you run the Year-End Closing routine for Payroll, the system will lay out that information in the year-end wage file tables (UPR10108/UPR10109/UPR10110/UPR10111). The 1095C form will print from these year-end Wage file tables. Q4
: Since I can't view the 1095C form before I run the year-end closing routine, what can I do before year-end to verify ACA information?
A4: It is recommended to review the information in the UPR00904/UPR00905 tables prior to running the Year-End Closing routine, to verify that the data tracked during the year is correct. (Hint: View the blog article in Q1 to find out how you can create Smartlists on these tables for users to view in the front-end.) Q5
: If I use the Edit W2 window to edit my 1095C information, will this information be lost if I rerun the Year-End Closing routine?
A5: Yes, any edits done in the Edit W-2 information window for W2s, 1095C or Dependents will be lost if you rerun the Year-End Closing Routine. Q6
: What should I do if I need to make changes to the 1095C form, but I cannot afford to rerun the Year-End Closing Routine and lose my W2 edits?
A6: You can use the Edit W-2
Information window to make edits to the 1095C or Dependents. If you are unable to make the edits you want in this window, then make a backup of the live database and restore it to a test company. In the test company, you can make edits to the UPR00904/UPR00905 tables and rerun the Year-End Closing Routine in the test company and print your 1095C form from the test company. Q7:
Can I make edits directly to the UPR00904/UPR00905 tables in Payroll?
A7: Yes, it is recommended to ensure the information in these tables is correct before you run the Year-End Closing Routine. If you make changes in these tables after you ran the Year-End Closing Routine, you will need to rerun it (if you can afford to lose any edits) to pick up the new changes. Q8:
Why doesn't the Effective Date in the UPR00904/UPR00905 tables match the Benefit Begins
date in the Health Insurance Enrollment window?
A8: The system will populate the UPR00904/UPR00905 with the GP User Date
for the Effective date that the employee was enrolled in the Health Insurance Code. (It does not use the Benefit Begins
date in the Health Insurance Enrollment window.) Q9
: What is the correct way to enroll an employee in a Health Insurance code?
A9: These steps are recommended:
1. Go to Microsoft Dynamics GP | User date and set the user date to the effective date you need.
2. Then go to Cards | Human Resources | Employee Benefits | Health Insurance and enroll the employee in the health insurance code. Enter the required information and fill in the Offer of Coverage Code, Safe Harbor Code and Lowest Cost Premium fields in the Affordable Care Act Info. section. Save the record. (This populates the UPR00905 table.)
3. Follow the prompts to also save the corresponding benefit/deduction on the Payroll side as well.
4. After enrolling all your employees in health insurance codes, be sure to change your GP user date back to the current date.Q10
: Why doesn't the 1095C form stop on the Benefit Ends
date for the Health Insurance Enrollment for that employee?
A10: The system does not use the Benefit Ends
date in the Health Insurance Enrollment window for that employee. The system will look to the UPR00905 table and look for a record for that code in which the ACA fields (OfferOfCoverageCode and SafeHarborCode) are 0. (See Q12.)Q11
: I changed the Benefit Status
on the Health Insurance Enrollment window to inactive
. Why does this code still print for the whole year on the 1095C form?
A11: The information used to populate the 1095C form is pulled from the UPR00905/UPR00904 tables. So these tables must have a record signifying the system to stop on a certain date. If the 1095C form prints for the rest of the year, then a record was not inserted into these tables as needed. Simply changing the Benefit Status in the Health Insurance Enrollment window will not insert a record into this table. (See Q12.)Q12:
What is the correct way to 'end' a Health Insurance Enrollment for an employee to stop it on the 1095-C form?
A12: Be sure to know that simply setting the Health Insurance code to Inactive or populating the Benefit Ends date is not enough! To end the coverage for a Health Insurance code for an employee, a record needs to exist in the ACA table to signify that the ACA codes have been blanked out. This is how the system knows to stop the code. To end health insurance coverage for an employee, follow these steps:
a. Click on Microsoft Dynamics GP | User date
and change the system date to be the date that the coverage should end.
b. Now go to Cards | Human Resources | Employee Benefits | Health Insurance
and select the Employee ID and Health Insurance Benefit code.
c. Set the Benefit Status to Inactive and fill in the Benefit Ends date. (Used for the payroll side.)
d. Set the Offer of Coverage Codes - Line 14 to None
and Save Harbor Codes - Line 16 to None
f. If your changes need to roll over to the payroll side, you will be prompted 'Do you want to set up the corresponding codes in Payroll so the integration is complete?" Click Yes
g. Click OK
. Review the Payroll Deduction code and click Save
h. If prompted for a benefit, click OK
. Review the Payroll Benefit code and click Save
Why can't I edit the Health Ins. Coverage field for Covered/Not covered for the SELF record in the HR Employee Dependents window?
A13: The SELF record for the employee cannot be edited in this window, and will default
from the Health Insurance Enrollment
window based on whether the health insurance code has ACA codes assigned to it or not. You can only edit the Health Ins. Coverage field for Covered/Not covered for the Dependents in the HR Employee Dependents window. For the self record this is an informational field only in this window. The report will pull from the actual benefit record and ACA codes attached to it.Q14:
Why does the employee show as 'Covered' in the HR Dependents window when the status on the Health Insurance Enrollment window is set to Inactive?
A14: The Covered/Not Covered status in the HR Dependents window for the SELF record will only change based on whether the code in the Health Insurance Enrollment window has ACA codes assigned to it or not. However, for the employee, the impact is not great since it uses the Effective Dates and ACA codes on the Health Insurance Enrollment code for the employee instead of using this Covered/Not Covered status for the SELF record. See Q5 above for more information on how to signify that a code has stopped so it prints correctly on the 1095-C form. Q15:
Where does the 'Employee Share' or 'Lowest Cost Monthly Premium' on the 1095-C form pull from?
A14: You must key the Lowest Cost Premium amount in on the Health insurance Enrollment for the employee (Cards | Human Resources | Employee Benefits | Health Insurance). This field is new to the window in the 2015 Year-End Update. Any changes to this field are updated to the UPR00905 table and used on the 1095C form. Q16:
Can the ACA codes or Lowest Monthly Premium amount be edited on the 1095-C form?
A16: Ideally, you should verify that the Lowest Cost Premium amount is correct in the UPR00905 table before you run the Year-End Closing Routine. However, after you performed the year-end closing, you can also use the Edit W2's window to edit this amount on the 1095C form itself. (But you may also want to update the UPR00905 table so it is correct next year.)
*IMPORTANT: Be advised that recreating the Payroll Year-End Wage file or running a reconcile in Payroll will un-do all the edits made in the Edit W2's window. Q17:
Will 1094-B and 1095-B forms be supported?
A17: Unfortunately, Microsoft Dynamics GP will not be supporting 1094-B and 1095-B forms at this time. Here are some ISV’s that have worked in the ACA area and my offer these services, no particular order:
Greenshades - https://www.greenshades.com/
Sypnio Software/Integrity Data - http://www.integrity-data.com/
You can also search for solutions at - http://pinpoint.microsoft.comQ18:
Will electronic filing be supported for 1094-C and 1095-C forms?
A18: Unfortunately, electronic filing is not supported in Microsoft Dynamics GP at this time. Below are some ISV’s that have worked in the ACA area and my offer these services, no particular order:
Greenshades - https://www.greenshades.com/
Sypnio Software/Integrity Data - http://www.integrity-data.com/
You can also search for solutions at - http://pinpoint.microsoft.com
ACA line 14 line 16 box 14 box 16 Accordable Care Act Info. boxes FAQ 1095C