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My Workforce Analyzer Overview resolves ACA reporting

December 5, 2015

Get a look at this decision-based reporting tool, My Workforce Analyzer

Transcript:

"In this video, I will demonstrate Sage’s new “My Workforce Analyzer”—or MWA. MWA provides employers with a quick and convenient way to meet the employer reporting requirements of the Affordable Care Act. Using the existing HRMS data—including ‘Payroll History,’ ‘HR Records,’ and ‘Benefits History’—MWA can analyze employer costs and quickly generate the required 10-94 and 10-95C forms. Let’s take a look!

MWA is located within the HRMS application. It is easily accessible through the HRMS ‘Quick Launch’ toolbar. Navigating through the MWA program is a snap. There are four main sections, including: ‘Setup,’ ‘Analysis,’ ‘Forms,’ and ‘Resources.’ This ‘Help’ section includes resources on ‘Setup’ and use of My Workforce Analyzer, in addition to further information regarding the Affordable Care Act and the IRS regulations regarding reporting.

The first step to using My Workforce Analyzer is going through the ‘Setup.’ ‘Setup’ can be accessed from the ‘Setup’ section on your home screen, or through the ‘Setup’ link across the top of the screen. As with many of the sections in the program, you’ll notice the ‘Setup’ section has several subsections. We’ll begin with employer benefits. Initially, it asks for your company’s federal corporate tax rate. This is not used for the forms, but is used to assist in calculating potential costs, should you have penalties. Secondly, it asks you to certify that you are providing minimum essential coverage with minimum value, selecting ‘yes’ or ‘no’ here will assist the MWA in calculating potential penalties.

The next section asks you to identify the benefit plans you wish to consider in your analysis and reporting. It is important to note in this section that you should only see medical plans listed: dental, vision, AD&D, disability, or life plans should not be listed here. If you do not see your medical plans, check your benefits ‘Setup’ to ensure that your plans are set up as type ‘M’ or medical. Once you’ve selected those plans, you can select your offer of coverage code. The offer of coverage code you select here is merely a default value, as it may not apply to every situation or employee on whom you’ll be reporting. Further, in the program, you’ll have the opportunity to select specific codes that apply to different employees. Here we’ll select a default value of ‘1E’.

This next section is looking for information regarding the lowest cost stealth only or employee minimum value coverage. For the benefit plan, I’ve selected ‘HMO.’ For this data, the ‘HMO’ plan offers the lowest-cost employee-only coverage. Next, I’ve entered the employee contribution amount of the monthly premium for employee-only coverage. Finally, I’ve entered the employer contribution amount of the monthly premium for employee-only coverage. These two amounts together, total the employee-only coverage monthly premiums amount.

Next, I’ve entered section 49808 Safe Harbor code. Similar to the offer of coverage code, this is a default value that may not apply to all the reporting situations that you have. Later in the program, again, you’ll have the opportunity to customize that per employee. And finally, if the employer provides self-insurance coverage, you can select this box, this will affect the forms later in the program. Anytime changes are made on this screen, the ‘Save’ button will turn green—reminding you to save in order to apply those changes. Changes can be made at anytime and saved. Similar to the HRMS interface, My Workforce Analyzer offers two help sections; you have a broad Help section for the My Workforce Analyzer. In addition to a topic-specific Help section that will pull up help topics related to the task currently on the screen. Selecting data help topics on the ‘Setup’ screen will provide assistance with each field. Additionally, information regarding the offer of coverage code is listed as well as the section 49808 harbor code. Definitions of each code are listed in addition to links for accessing updated information directly from the IRS.

Returning to the My Workforce Analyzer interface, let’s move to the ‘Regulatory Periods’ tab. On the ‘Regulatory Periods’ tab, you’re able to specify the measurement periods you’ll use to measure, enroll, and regulate your employee’s hours of service and healthcare benefits—according to the ACA requirements. Here, for our standard regulatory periods, I’ve specified January to begin the measurement period and an admin duration of two months. In addition to your standard regulatory periods, you also have a section to specify your variable hour employee measurement periods.

Next, in your MWA ‘Setup,’ you have a tab for employee types and service hours. First, specify the hours of service earnings on your employees and the service hours tab. MWA allows you to specify earning types that would be considered hours of service earnings under the ACA. Here I’ll select the earning types that would apply. This would not include bonus or car allowance. In this situation, holiday and illness or accruals, and would not apply. However, regular pay types would apply. The next section on this tab allows you to specify any job titles for employees who are salaried, and who are paid a flat amount per pay period instead of an hourly amount. This will allow MWA to calculate hours of service based on these pay periods.

Finally, the last section on this tab allows you to specify which employee types in your system should be considered for ACA analysis and calculations and which not. You have a choice of three different types, full-time, part-time, and seasonal. Those employee types marked as seasonal in this section will not be considered in the ACA analysis. Here, I’ve marked several employee types as seasonal to keep them from calculating or being considered in my analysis. Those that are considered part-time have been marked as part-time, and those that are full-time have been marked as full-time.

I’ll save these changes and move to my ‘Payroll History’ tab. The ‘Payroll History’ source, allows you to select whether to use your payroll history within HRMS or import your payroll history using a CSV file. A template has been provided to assist you in formatting this file for import. The final tab used in the ‘Setup’ of your end of your MWA program is your employee ACA settings. This will provide you with a list of your employees and their current benefit plan enrollment. In the event you’ve been notified by the IRS that an employee is receiving a health care premium subsidy, that can be noted here. In addition, you can mark this box for any employees who are being considered as variable hour employees..."

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