How to enter Affordable Care Act (1094/1095) data into the Financial Edge

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Last week’s blog discussed Affordable Care Act FAQ’s and what information the Financial Edge requires to produce these reports. Topics included definitions of coverage codes, what information will need to be collected, and what version of Financial Edge you should be running to see this information. Now that you have taken the necessary steps to get prepared lets discuss how to add Employee ACA information into the database.  

Employee offer and coverage

As mentioned in a previous blog we recently released patch 0009 for the Financial Edge. Included in this patch were updates that pertain to ACA reporting. If you have already updated, or are wondering what changes the update will make, I encourage you to take a look at an Employee record (Go to Payroll> Records> Employee: Open an Employee). Notice the new ACA tab? We have added this tab to help you track information such as Offer of Coverage, Employee Share, and Safe Harbor (see image below). 



This is a new tab and requires new information be added only for Employees who are subject to ACA reporting. There are two ways to update records depending on the amount of employees who qualify. 

The first is to enter this information manually: 


1. Verify you are running Financial Edge 7.87 patch 0009 before proceeding.
2. Open Payroll> Click Records> Open the appropriate employee 
3. Click the ACA Information tab and click New ACA Information on the gray bar or double click an existing line to edit.



4. On the New ACA Information screen enter a description and year
5. Fill in the offer of coverage, employee share, and safe harbor as needed



6. Click any applicable check boxes
**For a detailed list of what kind of information can be entered please see our Affordable Care Act (ACA) Forms Frequently Asked Questions **
7. This data will import into Aatrix to create the needed tax forms.


If you have a large number of employee records to update you can also Import this information at once: 


1. Verify you are running Financial Edge 7.87 patch 0009 proceeding with any ACA imports.
2. Ensure you have a valid database backup as these imports cannot be undone. Reversal of the import will require reverting to a backup.
3. To import employee and dependent ACA information including sample data and instructions download the ACA folder found in our Knowledgebase article or you can view our blog.
*Please note - The import file is in a Zip format and contains 2 excel workbooks.  These workbooks contain instructions and information on how to import as well as a sample import file.*


Dependent Information

The next bit of information required for ACA reporting is Dependent information. You will notice the new ACA tab does not include Dependent information. That is because this will be entered on the Contacts and Addresses tab also found on the Employee record. 




Dependent information can also be entered manually or through an Import:

How to enter Dependent information manually: 


1. Verify you are running Financial Edge 7.87 patch 0009 before proceeding.
2. Open Payroll> Click records> Open the appropriate employee record.
3. Click the Contacts and Addresses tab and click New Contact on the gray bar on the bottom pane.



4. On the New Contact screen enter the name of the Dependent.



5. Enter the relationship type of Dependent (this is an optional field) 
6.. Enter the birth date of the Dependent and click the check box if they are an ACA dependent. This will allow you to click individual month check boxes as applicable per dependent.
7. The address and notes fields are optional. Once complete you can save the changes by clicking ok.
8. To edit existing dependents follow these same steps on the related employee record.
9. This data will import into Aatrix to create the needed tax forms.


To import this information into a large number of employees please refer to instructions on how to Import ACA information below: 

1. Verify you are running Financial Edge 7.87 patch 0009 proceeding with any ACA imports.
2. Ensure you have a valid database backup as these imports cannot be undone. Reversal of the import will require reverting to a backup.
3. To import employee and dependent ACA information including sample data and instructions download the ACA folder found in our Knowledgebase article or you can view our blog.
*Please note - The import file is in a Zip format and contains 2 excel workbooks.  These workbooks contain instructions and information on how to import as well as a sample import file.*


​I encourage you to get started adding this information as January is just a few short weeks away. If you haven't updated already you can find the recent patch, 0009, on our downloads page. Just visit our website , hover over support, and click on Downloads. 

This completes the blog series on ACA information. Next we will tackle how to's for 1099 processing. 

Leave a Comment

2 Comments
Steve, Patch 10 should actually be available to download on blackbaud.com now. We actually just released it yesterday afternoon and the notifications will be going out tonight to everyone, but there should be no issue with you accessing now.
Steve Bare Steve Bare Dec '15
For those of us who run FE on premise, where can we find 7.87 patch 0009? I don't see it in Downloads.

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