Hello [insert name],
Thank you for taking the time to meet with me today to review your ACA and Benefit settings and employee ACA and Benefit Profile assignments.
To recap our meeting;
We reviewed the following areas of the system:
ACA Settings
Company Settings > Global Setup > Company Setup > ACA tab
- ACA Contact Name and Phone is set to [ACA Contact Name and Phone]
- All employees have access to view their own Form 1095-C in Employee Self Service. Electronic Consent [is/is not] enabled. Employees can give/revoke Electronic Consent at any time by navigating to My Info > My HR > Forms > Government Forms > 1095-C and clicking the Electronic Consent button in the upper right corner of the screen. Employees who have given Electronic Consent for Form 1095-C at the time of printing will not receive a paper copy of their Form 1095-C. This reduces paper and postage.
Medical Benefit Plan Settings
Company Settings > Profiles/Policies > Benefits > Plans: Saved: 2023 Medical Plans for ACA
- We confirmed Eligibility Filters [Ex: all eligible employees are eligible for all medical plans offered or only Union employees are eligible for Union plans]
- Medical plan coverage period is [insert coverage period. Ex: 1/1 – 12/31 or 7/1 - 6/30]
- Medical plan is COBRA eligible.
- Medical plan coverage is provided through the end of the termination month.
- Medical plan [is/is not] self-insured. [If not self-insured, Form 1095-C Part III Covered Individuals will not be completed. Your insurance provider should provide Forms 1095-B with Covered Individual data. If self-insured, covered Spouse and Children name, SSN, and birthdate is required. Covered Spouse and Children must be attached to the appropriate employee medical Benefit Plans. This is required for data to populate on Forms 1095-C Part III Covered Individuals.]
- Waiting Period is [Insert plan Waiting Period. Ex: First of the month following 60 days from hire date]
Benefit Profiles
Company Settings > Profiles/Policies > Benefits > Profiles
- Benefit Profiles house Medical Benefit Plans offered to employees.
- All benefits eligible employees must have a Benefit Profile assigned and effective dated to reflect their coverage eligibility date. This is required for all eligible employees whether they enroll or waive coverage.
ACA Profiles
Company Settings > Profiles/Policies > ACA (Affordable Care Act)
- The following ACA Profiles are available to select:
[Insert screen shot of client ACA Profiles]
- All new hires must have an ACA Profile assigned using the default date of 01/01/2012.
- Employees who experience a job change from PT to FT or from FT to PT may need to have their ACA Profile effective dated to reflect the change. There may be circumstances in which you will need to overwrite the Employee ACA Timeline data in respect of the individual employee circumstance. The Benefit Profile will also need to be effective dated to reflect coverage eligible/ineligible dates. Please consult your legal advisor and broker to review individual employee circumstances in order to determine the correct employee categorization, coverage eligibility/ineligibility date and Form 1095-C coding. You can then email mypayroll@paynw.com for assistance updating the system to reflect the change.
Employee ACA and Benefit Profile Assignments
Company Settings > Mass Edit > Mass Edit Profiles: Saved: ACA and Benefit Profile Assignments
[Following are examples of columns to filter to identify which employees should be assigned which ACA Profiles. Update verbiage below as needed]
- For both Active employees and employees terminated >= 01/01/2023, we filtered the Employee Type column to like Full and the Pay Type to = Salaried. These employees are assigned the Non-Variable/Full-Time Salary ACA Profile.
- We then filtered the Employee Type column to like Full and the Pay Type to = Hourly. These employees are assigned the Non-Variable/Full-Time Hourly ACA Profile.
- We then filtered the Employee Type column to not like Full. These employees are assigned the Variable/Part-Time Hourly ACA Profile.
- There were a handful of employees who had job and status changes and we effective dated their ACA and Benefit Profiles accordingly.
Action Items
- [List out client Action Items to be completed prior to next meeting].
Follow Up Items
- [List any PNW follow up items]
Please confirm back with me when all Action Items are completed.
ACA Training Part II is scheduled for [insert date and time]. We will use this time to review ACA reports and
data.
ACA Guides can be accessed in readyConnect by clicking on the question mark icon in the upper right corner of the screen.
These guides contain detailed information and instructions for managing Benefits and ACA in the PAYNW system. Please email mypayroll@paynw.com with any questions or if you need assistance.
Thank you!