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SKYWARD DOCUMENTATION – AFFORDABLE CARE ACT REPORTING MANUAL

Revised: 3/12/2018 of 1 Version 05.18.02.00.06

Affordable Care Act Reporting - Manual

Terminology

Configurations

Setup Category Codes Employee Profile Mass Change Pay Record ACA Hours ACA Information Tab

Employee Status 1095-C Info 1095-B Info ACA Hours 1095 Transmissions

Employee Browse Payroll Worksheets TrueTime Sub Tracking Payroll Select TrueTime Employee Management Pay Records Unpaid Time Off Processing the Import ACA Hours Template Reports to Assist with Tracking Verification ACA 1095 Tracker ACA Hours Tracker Employee Data Mining

Utilities Mass Change Pay Record ACA Hours Additional Utilities

ACA 1095 Import ACA 1095 Mass Process ACA 1095 Tracker ACA Covered Individual Import from Ins Tracking ACA Hours Build From History ACA Hours Import ACA Hours Mass Delete ACA Hours Tracker ACA New Hire Category Audit ACA Status Mass Delete ACA Status Mass Process ACA Ongoing Category Audit

Annual Reporting to IRS (Forms 1095-B, 1095-C, 1094-B, 1094-C)

IRS Web Links


Revised: 3/12/2018 Page 1 of 102 Version 05.18.02.00.06

Affordable Care Act Reporting - Manual

Terminology

Affordable Care Act – Also known as ACA. Requirement by the government that requires all

full-time employees to be offered affordable health care/insurance coverage.

Hours of Service – Each hour for which an employee is paid, or entitled to payment, for the

performance of duties for the employer, and each hour for which the employee is paid or

entitled to payment by the employer for a period of time during which no duties are

performed due to vacation, holiday, illness, incapacity (including disability), layoff, jury

duty, military duty or leave of absence. This number is used to determine if an employee is

to be deemed full time or part time.

1. Average Hours/Full Time – Need to calculate/average hours to be greater than or equal

to 30 hours per week (130 Hours per Month) in order to be considered full time and be

offered affordable insurance.

2. Hourly Employees – Tracked by the actual number of hours they work.

3. Salary Employees – Calculated by TrueTime if this module is being used. If not, is

calculated based on one of the following equivalencies:

a. Days Worked Equivalency – If the employee can work at least 1 hour during a

day, they can be tracked as working 8 hours per day.

b. Weeks Worked Equivalency – If the employee can work at least 1 hour each day,

they can be tracked as working 40 hours per week.

c. Monthly Equivalency – Is equal to 130 hours (based on 30 hours per week x 52

weeks / 12 months) and is used in determining full time status.

ACA Date Range – The date range(s) (used in payroll) to indicate the time frame for which

ACA hours are being tracked.

ACA Factor – The ACA Factor is used to calculate ACA Hours when entering transactions via

Payroll Worksheet Entry and Payroll Select. The Factor/Hours entered for a piece of pay will

be multiplied by the ACA Factor to determine the correct number of ACA Hours.

Pay Record Schedule – This is a basic work schedule that can be set up for employees.

These will typically be used when the district does not own Employee Management and aids

in streamlining data entry on payroll worksheets.

Apply Hours To – This is a configuration setting used to determine how an employee’s hours

should be tracked/held within the software when pulled into payroll using Payroll

Worksheets and/or Individual Select.

a. ACA End Date – This option will apply all of an employee’s ACA hours to the last

day of the ACA Date Range.

b. ACA Start Date – This option will apply all of an employee’s ACA hours to the first

day of the ACA Date Range.

c. Actual Dates – This option will apply the employee’s hours to each date within the

ACA Date Range based on the employee’s Pay Record Schedule.

d. Prorated Dates – This option also utilizes the Pay Record Schedule and evenly

distributes the factor/hours across all active days within the ACA Date Range.

(Tip – Active Days are determined based on any non-zero amount entered in the

pay record schedule.)



ALE – Applicable Large Employer

Roles (as dictated by the IRS)

1. Software Developer: An organization writing either origination or transmission

software according to IRS specifications. Skyward is a Software Developer. If you are

using the Skyward software to produce ACA forms, you are not considered a

software developer.

2. Transmitter: A third-party sending the electronic information return data directly to

the IRS on behalf of any business required to file. You would be a transmitter if you

were using the Skyward software to produce ACA files for an entity different than

your own. This would not be a common selection for Skyward purposes.

Note: Your entity can be a Transmitter and an Issuer if you transmit ACA files for

other entities and your own entity (uncommon). Also, Skyward is not a Transmitter

as Skyward will not be transmitting anyone’s electronic files to the IRS.

3. Issuer: A business filing their own ACA Information Returns regardless of whether

they are required to file (transmit 250 or more of the same type of information

return) or volunteer to file electronically. The term Issuer includes any person

required to report coverage on Form 1095-B and any Applicable Large Employer

required to report offers of coverage on Form 1095-C and file associated transmittals

on Form 1094-B or 1094-C. Most users of the Skyward software would fall into the

role of Issuer, being that you will be using the Skyward software, but you are

responsible for the creation of ACA file within the software.

Receipt ID – A confirmation number provided when a submitted transmission to the IRS

passes initial validation. Note: The transmission could still contain errors. It is vital to

retain Receipt IDs for your records since they play a vital role in subsequent

transmissions.

Configurations

1. On the Web, navigate to Web Human Resources > Payroll > Setup > Configuration

(WH/PA/SP/CF) to select the appropriate ACA Options.

2. With the loading of the October Release, the option to “Track ACA Hours by Date”

will automatically be turned on.

3. Before you can start running payrolls, you will need to set the remaining options:

a. Apply Hours To:



The following explanations and examples provide insight into how each of

these options will affect hours tracking on Payroll Worksheets.

i. ACA End Date: This will apply the entered ACA hours to the ACA end

date that is specified on the payroll worksheet. (This will also turn on

the option to use the ‘ACA Factor’.)

EX: Worksheet date range is 6/1/16 – 6/14/16 and 42.00 hours are

entered for the employee. 42.00 hours would be tracked to 6/14/16.

*This is typically used if applying hours to the correct month is the

concern rather than the exact day.

ii. ACA Start Date: This will apply the entered ACA hours to the ACA start

date that is specified on the payroll worksheet. (This will also turn on

the option to use the ‘ACA Factor’.)

EX: Worksheet date range is 6/1/16 – 6/14/16 and 42.00 hours are

entered for the employee. 42.00 hours would be tracked to 6/1/16.

*This is typically used if applying hours to the correct month is the

concern rather than the exact day.

iii. Actual Dates: This option can utilize a pay record schedule to

automatically enter ACA hours for an employee.

*This would typically be used if the employee works a set schedule

and the pay is not in Employee Management and/or TrueTime is not

used.

1. Pay Record Schedule: This would not typically be set up if the

job is being tracked through Employee Management or

TrueTime. These will most often be used by districts who do not

own Employee Management or TrueTime in order to streamline

the data entry process.



a. Here is an example of using the pay record schedule from

above:

The employee works a clerical job in the summer, 3.00

hours each day Monday through Friday. This job is not

set up in Employee Management and TrueTime is not

used. The ACA Hours are automatically applied to the

exact day when hours are entered on the payroll

worksheet for this job. Skyward takes the hours from

the pay record schedule and applies them to the

worksheet date range.

If the employee’s entered factor/hours are different than

what’s on their schedule, the days that need to be

changed can be edited by clicking ACA Hours. In this

example, the employee worked 2.00 additional hours.

When the factor/hours is entered as 26.00, the ACA

Hours auto-populate with 24.00 since that is how the

schedule is set up. Click the ACA Hours button to edit.



The browse will open allowing the additional 2.00 hours

to be added to the correct day. ACA Hours can also be

added outside this worksheet’s specified date range.

This is helpful if an employee is late submitting a time

sheet.

If the employee does not work a set schedule, but hours

should still be tracked to the exact day worked, a pay

record schedule would not be set up. In this example,

the ACA Hours would be entered on each work date by

the payroll entry person.

Note: When timesheets are approved and moved to

payroll worksheets you will not see ACA Hours yet.



Manual entry of ACA Hours is not required when using

TrueTime since the hours are tracked on the timesheet

and will be populated at a later step.

iv. Prorated Dates: This option also utilizes a pay record schedule to

prorate the entered factor/hours across all active days within the

worksheet date range. Any day with a non-zero amount entered on the

pay record schedule is considered active.

EX: In the above example, the employee is scheduled to work 3.00

hours/day Monday through Friday. When factor/hours are entered on

the worksheet, that number of hours will distribute across all active

days specified in the worksheet ACA Date Range, even if the value

exceeds the employee’s “standard” work day.

Notice that the 32.00 hours are distributed across 8 active days on the

worksheet, even though the employee’s schedule is set up for 3.00

hours/day.



b. Here’s an example of using the ACA Factor based on the above screen.

You have an employee who’s ‘Daily Rate’ is based on 6 hour days. When

entering the employee in the Payroll Worksheets you might enter the factor of

5 to represent the number of days the employee worked. This factor

multiplied by the Daily Rate would give you amount for the payroll.

The ACA Factor allows you to enter the Hours Per Day, so during the payroll

the ACA Hours are calculated correctly based on the ACA Factor of 6

multiplied by the Payroll factor of 5 equals 30 ACA Hours.



c. Is your district an ALE Member? This option assists the 1094/1095 forms

processing in regard to how information should be handled when using the

1095B or 1095C forms.

d. Is your district Self-Insured? This option drives your Covered Individuals

options.

e. When is your Workweek Start Day? This option is for data analysis purposes.



Setup Category Codes Employee Profile Mass Change Pay Record ACA Hours ACA Information Tab Employee Browse Payroll Worksheets TrueTime Sub Tracking Payroll Select TrueTime Employee Management Pay Records Unpaid Time Off Processing the Import ACA Hours Template Reports to Assist with Tracking Verification ACA 1095 Tracker ACA Hours Tracker Employee Data Mining

Category Codes

Category codes are a simple way to group employees together to track their measurement,

administrative, and stability periods. These are user defined and can be as simple or

detailed as the district requires. The category code, start of the measurement period, and

the acceptance or denial of insurance coverage are what make up the ACA Employee Status.

Examples of category codes include: Ongoing Full-Time, Ongoing Variable, New Hire Full-

Time, New Hire Variable, New Hire (Change in Status), and Seasonal.

1. On the Web navigate to Human Resource > Employee > Setup > Codes > ACA

Employee Category Codes.

2. Initially the browse will be blank. The category codes will need to be set up for the

district. Select Add to add a category code.

3. There are two different types of category codes; New Hire and Ongoing. The main

difference between the two is that ongoing employees have been employed with the

district for at least one measurement period, while new hires have not.

Ongoing Employee:

1. Enter an ACA Employee Category Code description. This is the name of the code

(Ongoing Full Time, Ongoing Variable, etc.)

2. Enter a State Code if applicable. (Not required for processing.)



3. Select the Category Type of Ongoing Employee.

4. Start Date of Measurement Period – Enter the month and day the measurement

period starts for this category.

5. Select the length of the measurement period.

6. Start Date of Stability Period – Enter the month and day the stability period

(insurance coverage) starts for this category. The Length of Stability Period will also

display.

7. If the Measurement Period Length is less than 12 months the program provides a

means of preventing gaps in the time periods.

a. The Measurement Initialization Date is the date that all future measurement

periods are based on.

b. You may notice that you do not see the ACA Visualizer at the bottom of the

browse. When you click the link for “Where is the ACA Visualizer”, a message

displays explaining when you will now see it.



c. You will need to complete the Stability Period Schedule; however, this cannot

be done until after you have clicked Save on the code.

8. When you click the Save button, a message displays indicating that the Stability

Period Schedule will open when the Category code successfully saves.

a. The Stability Schedule lists each measurement period that would be tracked

using this code (based on the Initialization date entered on the code setup).

Enter the Stability Start date for each of your Measurement Periods. This will

be the date that coverage will begin if an employee with this code is found to

be considered “full time”.



9. Add the code to the Employee Profile of an employee. When you enter the

Measurement Period Start Year, the available Measurement Period date ranges

display with a radio set. Select the range that is most appropriate to the selected

employee. The Stability Period start date will automatically populate based on the

value entered in the Stability Period Schedule attached to the code.

10. If the Measurement Period range selected does not have an associated Stability

Period set up on the Stability Period Schedule, a message will display allowing you to

set the Stability Schedule now.



New Hire:

1. Enter an ACA Employee Category Code description. This is the name of the code (Ex:

New Hire Full Time, New Hire Variable, etc.)

2. Enter a State Code if applicable.

3. Select the Category Type of New Hire.

4. Enter the Start Date of Measurement Period. This is the start date used for tracking

hours for the employee. Since new hires can start on different dates, the

measurement period start date cannot be entered as it is for ongoing employees.

Instead, the options are Start Date, Hire Date, Current Position Start Date, and

Rehire Date.

a. Current Position Start Date – This field is located on the Profile > Employee >

Personnel tab and is the start date of the employee’s primary job. If a new

hire changes primary jobs during the measurement period (status change) it

may be necessary to start measuring hours from the current position start

date and not from the initial measurement period start date. Using the

Current Position Start Date option solves this problem. Typically, a separate

category code using the Current Position Start Date is added for this

situation.

b. Rehire Date – This field is also located on the Profile>Employee>Personnel

tab and is typically the date the employee was hired after a leave of absence.

According to the IRS, if an employee has a break in service longer than 26

weeks, he/she is considered a new hire. Typically, a separate category code

using the Rehire Date is added for this situation.

5. If blank use – Tell the system which date to use if the measurement period start

date is blank for the employee.

a. Use 1st day of next month – This option will be used when a new hire starts

mid-month, but you want to start his/her measurement period on the 1st of

next month.

6. Pick the length of the measurement period.



7. The Length of Stability Period also displays.

8. Also indicate if you want to have Skyward calculate the Administrative Period days.

This is recommended.

9. If you choose not to have Skyward calculate Administrative Period days, enter the

Length of Administrative Period. Note: New Hire Measurement Periods and

Administrative Periods combined must be less than 14 months total (i.e. 13 months

plus a fraction of a month).

Examples of category codes and when they would be used:

New Hire Variable – Cannot be determined whether the employee is reasonably expected to

work 30 hours per week upon hire.

New Hire Full Time – The employee is reasonably expected to work 30 hours per week upon

hire.

New Hire (Change in Status) – Used when an employee changes status (FT to PT) mid-

measurement period. This would show a change in status, and possibly measurement

period, mid-year. Skyward suggests talking with your legal advisor to determine what

constitutes an ACA “status change”.

Ongoing Variable – Cannot be determined whether the employee is reasonably expected to

work 30 hours per week after having been employed with the district for one full

measurement period.

Ongoing Full Time – The employee is reasonably expected to work 30 hours per week and

has been employed with the district for one full measurement period.

Seasonal – An employee who works < 6 months and starts at the same time each year.

There are several areas of the software that ACA Hours can be

entered into and/or pulled out of. Some of the areas are found in

modules that are additional Skyward purchases (TrueTime and Sub

Tracking), while the others are standard with the Business software.



Employee Profile

Pay Record Schedules should be used for pays that are not generated through TrueTime

or Employee Management.

ACA Hours on the Employee Pay Record can be entered and/or maintained from the

Employee Profile on both PaC and the Web.

1. On PaC:

a. Navigate to Human Resources > Profile > Pay tab.

b. Click Edit.

c. Click on the ACA Hours button.

d. Enter/maintain the number of hours the employee would typically work each

day. Click OK to save.

2. On the Web:

a. Navigate to Human Resources > Employee > Employee Profile > Pay Records

tab.

b. Click Edit.

c. Scroll to the bottom of the browse.

d. Enter/maintain the number of hours the employee would typically work each

day. Click Save.

ACA Factor should be used for Daily pays that are not generated through TrueTime or

Employee Management.

ACA Factor on the Employee Pay Record can be entered and/or maintained from the

Employee Profile on both PaC and the Web.

1. On PaC:

a. Navigate to Human Resources > Profile > Pay tab.

b. Click Edit.



c. Enter the ACA Factor. (The ACA Hours cannot be entered if the ACA Factor is

used.)

2. On the Web:

a. Navigate to Human Resources > Employee > Employee Profile > Pay Records

tab.

b. Click Edit.

c. Scroll to the bottom of the browse.

d. Enter the ACA Factor. (The ACA Hours cannot be entered if the ACA Factor is

used.)

Mass Change Pay Record ACA Hours

If you have a need to set up many Pay Record schedules at one time, there is a Mass

Process that can be used to accomplish that. See the Utilities section, Mass Change Pay

Record ACA Hours for processing steps.

ACA Information Tab Employee Status 1095-C Info 1095-B Info ACA Hours 1095 Transmissions

On Employee Profile, the ACA Information tab can be expanded for viewing of several

components associated with ACA tracking. For each employee, you can easily see their

Employee Status information, 1094C/1095C Information, and their ACA Hours.

1. On the Web, navigate to Human Resources > Employee Profile > ACA Information.



2. There are five areas within this tab that are used for keeping track of employee ACA

information: Employee Status, 1094C/1095C Info, ACA Hours, and 1095

Transmissions.

Employee Status

The Employee Status tab allows you to be able to keep track of the Employee

Category code(s) assigned to each employee. Information found on this tab can be

manually added or edited. It can also be populated by using the ACA Status Mass

Process utility.

1095-C Info

The 1095-C Info tab allows you the ability to track the Offer of Coverage information

for your employee. The information found in this tab is what will be used to populate

the 1095-C forms for year-end processing. The information found on this tab can be

manually added or edited. It can also be populated by using the ACA 1095 Import

utility or the ACA 1095 Mass Process utility.

If there are zero changes for the employee throughout the year a new record is NOT

needed. When creating the 1094-C/1095-C forms, the software will be smart enough

to know what the record was for the entire calendar year. The only reason you need

to add a new record is if something changes for the employee. This could be the

Offer of Coverage, Lowest Cost Premium, Safe Harbor, or Covered Individuals.

1095-B Info

The 1095-B Info tab allows you the ability to track whether the employee enrolled in

Self-Insured coverage and any Covered Individuals. The information found in this tab

is what will be used to populate the 1095-B forms for year-end processing. The

information found on this tab can be manually added or edited. It can also be

populated by using the ACA 1095 Import utility or the ACA 1095 Mass Process utility.



If there are zero changes for the employee throughout the year a new record is NOT

needed. When creating the 1094-B/1095-B forms, the software will be smart enough

to know what the record was for the entire calendar year. The only reason you need

to add a new record is if something changes for the employee. This could be a

change in the employee’s enrollment or Covered Individuals.

ACA Hours

The ACA Hours tab allows you to see how many hours each employee has worked

each month. The hours found here will be accumulated based on updated payrolls;

however, in order to populate hours for historical months, you can use the ACA

Hours Build from History utility or the ACA Hours Import utility.

a. You can drill down within each month and view how many hours by Date or

by Pay Code.

1095 Transmissions

The 1095 Transmissions tab allows you to see 1095B and 1095C forms that have

been created. The View PDF button can also be used to see the 1095 form in PDF

format when applicable.



Employee Browse

The Employee Browse is used to verify the employees’ most current ACA Status and 1095

information. This browse can be used at any time, but is typically used at the beginning of

the insurance year after the district has entered the 1095 information.

1. On the Web, navigate to Human Resources > Employee > Employee Browse and use

the ACA Information view.

Payroll Worksheets

ACA Hours can be entered and/or maintained from Payroll Worksheets. This method of

tracking will most commonly be used for hourly employees. For examples as to how each of

the four ACA Options will affect the hours reported in Payroll Worksheets, reference the

Configurations section above.

1. On PaC, navigate to Human Resources > Payroll > Current Payroll > Payroll

Worksheet (HR/PA/CP/PW).

2. Select the worksheet that you want to update and click Edit. (Note: This only has to

be done once per worksheet.)

3. In the Initialize Fields To area, if you are using Pay Record schedules, selecting the

option “Amount from Pay Record” will allow for the ACA Hours field to automatically

populate based on the pay record schedule. If you select any of the other options,

the ACA Hours will not populate until the Factor/Hours are entered.

4. Click Save.

5. Each payroll worksheet also requires the user to enter the ACA Date Range for which

to track the hours for the employees. This acts as a pay period date range on the

worksheet and is specific to each worksheet.



a. The ACA Date Range for each worksheet can be individually reset or in mass

by using the Mass Reset/Build Worksheets option located on the worksheet

master screen under the Web Options button.

i. This process presents a message indicating that the worksheet records

selected will be reset or rebuilt; however, you have the ability to

preview the data before updating. Click Yes to continue.

ii. Add a new template or Edit an existing one.

iii. Complete the template by indicating if the selected worksheets will be

reset or built. If Building, use the “Build Parameters” to determine how

to build the data. If Resetting, use the “Reset Parameters” to identify

which values should be updated and what they should be updated to.



iv. Click Save and Process.

6. Once the ACA Date Range has been set on your worksheet(s), highlight the

worksheet that you wish to prepare, and click the Detail Entry.

7. Enter your Factor/Hours; depending on your Initialize Fields to selection, your ACA

Hours will populate automatically.

8. If a situation arises in which an employee did not submit their time sheet hours to

HR in a timely manner, by clicking on the ACA Hours button, you can easily add the

employee’s ACA Hours to the appropriate dates. The additional days can be added

even if they fall outside of the ACA Date Range set on the worksheet.



a. In this example, the ACA Date Range is 6/1/16-6/14/16. Each day within that

Range displays in the browse. Click the Add button and enter in any date for

when the hours should be applied.

b. The browse now displays hours having been worked on 1/1/16.



TrueTime

Because of the nature of TrueTime, employees who are clocking in and out will have their

hours automatically calculated from their time sheets.

1. Select the appropriate Rule Set(s) that will be run through payroll.

2. Click Report and click Run.

3. The Time Sheet Summary Report will display the number of Hours Worked for each

employee included in the selected Rule Set.

4. When the time sheets are updated to a payroll worksheet, the Hours Worked value

will be placed in the Factor/Hours field on the corresponding worksheet transaction.

After the worksheet has been imported into the current payroll, the Import ACA

Hours utility must be run to import the Hours Worked from the time sheets to the

corresponding payroll transactions.

Sub Tracking

If you are using a Third Party (like Aesop), the ACA Hours will be pulled in from their file. If

you are tracking substitutes solely within Skyward, manual entries can be made to update

the subs’ ACA Hours.

1. Navigate to Web Human Resources > Substitute Tracking > Detail Transactions.

2. Highlight an employee and click Edit.



Payroll Select

The Payroll Select screen is your final opportunity to update/maintain ACA Hours before

actually running the payroll.

The ACA Entry Options in the Current Payroll Selection Parameters must be set up prior

to selecting payroll transactions. This is a date range used to indicate the pay period for

which ACA Hours should be accumulated.

This is where you will have the ability to run the ACA Hours Import to pull in hours for your

employees from other Modules (True Time, Employee Management).

Skyward has given users many different options for determining where ACA Hours pull

from. Each district should review the options to determine what works best for them. The

options used depend on a district’s payroll practices and what modules they own.

1. On the Current Payroll Selection Parameters screen, an ACA Date Range is displayed.

This date ranges serves two purposes:

i. When individually selecting an employee into the payroll, the system

allows entry of ACA Hours between these dates. Hours may also be

added outside this range if necessary.

ii. You will also be able to import hours from different sources. This will

be the default date range the system uses.

2. It is important to note that how payroll is selected has not changed. An ‘Employee

ACA Hours’ area is displayed to show the employee and pay code total. Currently,

there are zero ACA Hours for this employee because you will need to get them from

their time sheet, Employee Management calendar, or their pay record schedule.

3. Once payroll is selected and before calculate is run, simply click the ACA Hours

button and select Import ACA Hours. This will open up a web program and the

payroll select screen will close, keeping payroll intact.

4. A template must be created, which will be used each payroll thereafter. A new

template is not necessary for each payroll.



5. The below screen will define where ACA Hours come from and for whom. If certain

modules are not owned by the district they will not be seen here. This program is

designed to work in hierarchical form with the main driver being the source (module)

and pay code. For instance, if trying to pull hours from TrueTime and Employee

Management for the same pay code, the system will pull the hours from TrueTime

and not Employee Management since TrueTime is the most accurate source.



TrueTime

This is the most accurate way to pull hours since it is a direct reflection of when the

employee clocked in and out.

1. Check the box to import ACA Hours from TrueTime.

2. Select the pay codes that are used in TrueTime.

a. If the district is not using TrueTime or only for specific pays, this can be used

to define the jobs to gather ACA Hours from.

3. Select the comp time code that will be excluded from the import. Since the ACA

Hours were tracked to when the employee actually worked, we do not want to count

the comp hours again when they take time off using the selected comp time code.

4. Tell the system how to treat ACA Hours that are currently on the selected payroll

which were entered via payroll worksheets or manually entered into payroll select.

Example #1: Hours were entered for CLER on a payroll worksheet for 1/16/16 and

imported into payroll. The employee also clocked into TrueTime using CLER on that

date. Indicate how those hours should be treated when this utility is run.

Employee Management

This is a simple way to pull the ACA Hours from the employee’s assignment. This would be

used for employees who do not clock into TrueTime, but have a set schedule (typically

annualized employees who are not paid on an hourly basis).

1. Check the option to import ACA Hours from Employee Management.

2. Select the pay codes to import hours from.

a. This will normally be pay codes that employees do not clock in for and have a

set schedule.

b. The system will find EM assignments using these pay codes to import hours

from.

3. Select the EM plans to pull hours from.





Pay Records

This option utilizes a pay record schedule to determine the normal hours an employee works

each week. This is typically used if the district doesn’t own Employee Management or True

Time, and the employee doesn’t turn in paper time sheets. This could also be used if

Employee Management is not accurate. The schedule is attached to their pay record.

1. Check the option to import ACA Hours from Pay Records.

2. Select the pay codes to import hours from.

a. This will typically be pay codes that employees do not clock in for and have a

set schedule.

b. The system will find pay records using these pay codes to import hours from.



Unpaid Time Off

1. Check the option to import ACA Hours from unpaid time off transactions.

2. Choose the time off code/reason code combinations the system should pull ACA

Hours from.

3. Add a template and choose which time off codes and/or reason codes the system

should count ACA Hours for. In this example, if an employee has a time off

transaction using any time off code with the FMLA reason code, those hours would be

counted towards ACA Hours. The user selects the date range to look for time off

transactions before running this process.

Processing the Import ACA Hours Template

1. Once your Import ACA Hours Template has been set up, select Save.



2. With the template highlighted, select Set Ranges and Process to define the dates to

use.

3. For each payroll, the dates to pull ACA Hours from must be entered. Users have two

options:

a. Use Payroll ACA Dates that were entered during payroll select.

b. Use Entered Dates.

• An example of when different date ranges would be used is when contracted staff

are paid up to the payroll end date and hourly staff are paid a few weeks behind.

• If it is necessary to import ACA Hours for different date ranges for the same

source, the utility would need to be run twice. A separate template should be

created for this to increase efficiency.

4. Select Process to see a preview browse of what will be imported.

5. The preview browse will show employee totals along with views for the different

sources. This can easily be dropped to Excel for further analysis. Any records that

should not be included may be deleted. Once reviewed, select Back. Note: if

employee ACA Hours have previously been verified prior to this update from the

different modules, it is not necessary to review them again here.

Employee Totals View



Pay Code Total View

Employee Management View

True Time Totals View

Pay Record View

Unpaid Time Off View

Exceptions – Unpaid Time Off View

6. Select Run the Update to complete the import. Select Back to stop this process.



7. Go back to the Payroll Select and notice the ACA Hours have been imported.

Highlight each transaction to see employee and pay code totals.

8. The payroll Calculate process will give an exception if the employee has zero ACA

Hours entered on the payroll.

9. Additionally, an ACA Hours verification report has been added to the Pre and Post-

Verify reporting areas.



10. If ACA Hours need to be removed from the selected payroll for any reason, select the

ACA Hours button and Remove ACA Hours.

11. This allows users to identify the sources and dates ACA Hours should be cleared

from.

12. Remember that each district should review their payroll practices to determine what

works best for them. It is common to use the import utility to get hours from

TrueTime, Employee Management, etc., while also getting ACA Hours from payroll

worksheets and Sub Tracking. *Reminder: ACA Hours will not be seen on a payroll

worksheet that was generated from True Time. The ACA Hours will be populated

once the ‘Import ACA Hours’ utility is run.



13. If you need to edit the worksheet that was generated from TrueTime, remember to

enter only the adjusted ACA Hours on the worksheet. Example: Employee clocks in

for 60 hours and instead of having the employee correct the time sheet and

resubmit, the hours are edited on the worksheet. The user should enter 61

factor/hours so they are paid correctly, but then only 1 ACA Hour should be entered.

The user has the ability to add the ACA Hours from True Time and the worksheet

when this utility is processed.

Reports to Assist with Tracking Verification

There are reports that can be run to assist with identifying where there may be gaps in ACA

Hours for employees, as well as verifying the hours that are present in the ACA Hours tab in

Employee Profile. There are also reports that can assist in ensuring that all applicable

employees have been given a 1095 record, an Employee Status category code, and other

details associated with those areas.

ACA 1095 Tracker

The ACA 1095 Tracker is a useful tool that will allow you to pull in the 1095 information as it

is found in the Employee Profile > ACA Information > 1095C Info and 1095B Info tabs. It is

a helpful tool to aid in seeing what record value(s) each employee has, all in one place; and

also, to easily identify if anyone is missing a record. To use this tool, see Utilities > ACA

1095 Tracker.

ACA Hours Tracker

The ACA Hours Tracker is a useful tool that will allow you to pull in hours’ data for analysis

and determination of what employees have exceeded the “full time” threshold. It also allows

for month by month comparison of hours and calculates the average hours being worked, as

well as the maximum number of hours that can be worked before someone meets the

threshold. To use this tool, see Utilities > ACA Hours Tracker.

Employee Data Mining

1. On PaC or Web, go to Employee Data Mining and Add a new template.

2. Select the fields you would like to see on the report. To get ACA information, select

the Field Area – ACA Information and select from the available options based on

what kind of information you want to report on.



Utilities Mass Change Pay Record ACA Hours Additional Utilities

These utilities are used for simplifying setup, processing, and reporting data.

Mass Change Pay Record ACA Hours

To update/populate many Pay Record schedules at the same time, use the following

process:

1. On PaC, navigate to Human Resources > Payroll > Mass Process.

2. Select Pay Records.

3. Click the Options button and select Mass Change Pay Record ACA Hours.

4. The program will jump you to the Web and require you to set up a template. If you

have previously used this process, you may already have a template(s) available. If

so, you can use an existing template as needed.

To add a new template, click Add.

5. Give your template a description and use the Selection Parameters to determine

what employees will be affected by the process.



6. In the Change Hours area, check which days of the week you would like to update

for your selected group of employees. Once you check the box, the hour’s field

becomes active and you can enter in the number of hours to assign for that day.

7. If Pay Record Schedules already exist for your selected group of employees and you

wish to update the hours entered for each day, use the “Only if current value =

“option. This will allow you to change only those employees’ whose current hours

match the entered value.



8. If the Pay Record was setup to use the ACA Factor and you want to use the ACA

Hours Schedule, then check the ‘Disable the ACA Factor (set to 1.0000) and change

the ACA Hours’.

9. If you want to the change the ACA Factor value, or change the Pay Record to use the

ACA Factor instead of the ACA Hours Schedule, then select the ‘Change ACA Factor’

option.

10. Click Save and Process. The process runs on the print queue and when it has

finished, you will be able to Preview the data prior to updating. Click Preview Data to

Process.

11. Review the browse. The ‘new’ values will display in yellow. If anyone appears on the

list who should not, you can delete them directly from the browse. You also have the

ability to drop the list to Excel or use the Report option to create a PDF file of the

data. Click Back when you have finished reviewing the information.

12. Click Run the Update. This process will make the changes to the employees that

were found in the preview browse.



13. The employees now have a Pay Record Schedule in their Employee Profile.

Additional Utilities ACA 1095 Import ACA 1095 Mass Process ACA 1095 Tracker ACA Covered Individual Import from Ins Tracking ACA Hours Build From History ACA Hours Import ACA Hours Mass Delete ACA Hours Tracker ACA New Hire Category Audit ACA Status Mass Delete ACA Status Mass Process ACA Ongoing Category Audit

For additional ACA Utilities, navigate on the Web to Human Resources > Employee > Setup

> Utilities > ACA Utilities.

ACA 1095 Import

This import process can be used if you have a file that contains your employee’s insurance

coverage information. The file might come from your insurance provider or it could be a

spreadsheet that you have created on your own. The process will take the information from

the file and pull it into Skyward and populate the employee 1094C/1095C Information tabs

with their coverage information. This process can also include covered individuals.

1. On the Web, navigate to Human Resources > Employee > Setup > Utilities >ACA

Utilities ACA 1095 Import.

2. You can Add, Edit, Clone or Delete templates. Click Add to create a new template.



3. Enter a description for your template.

4. The template screen describes the ACA 1095-C Import process.

5. Determine what Month and Year the import is going to create records for in the

employee 1094C/1095C Info tab.

6. If you have used this process before, you may have already set up File Layouts. If

that is the case, you may use the drop-down menu to select the File Layout that is

appropriate for the file type that you want to import.

If you have not used this process before, click the File Layout link in order to set up

the layout so that the import process can read your file.

a. Setting up a File Layout:

i. Click Add to build a new layout

ii. Provide a Format Code (this serves as a “Short Description” for what

type of format you are building).

iii. Enter in a Format Description (this can be additional information or the

“Long Description” for your format).



iv. Determine your File Type. This is a drop-down menu with four file

types to select from. Click Save.

v. You can now see your Import Format in the browse. Expand the record

and drill down to set the specific fields, sequences and sizes.

1. Under Format Fields, click Add Fields. Select from the drop-

down menu one of the fields found in your file.

2. Select the appropriate Field Type for the selected Field

Description

3. The Entry Number is used to indicate which column in the file

the data is found in.

4. Use the Size field to determine how many characters are

allowable in this field. There is an additional field called “Max

Size” which tells you the maximum allowable number of

characters you can have in this field.

5. Repeat this process until you have created a format field for

each field on your file.



vi. Setting up Defaults – This option can be used (it is optional) if you

want to have the import automatically fill in Employee Required

Contribution, Safe Harbor and/or Report as Covered Individual (CI)

values on those records which would otherwise import as blank or the

field is not defined in the layout.

7. If your file to be imported has a header line, you will want to check the box to

indicate First Line of File is Header Record.

8. If your file to be imported contains ONLY Covered Individuals, you will want to check

the box to indicate “File contains ONLY Covered Individual Records”. This option will

only be used if the file does not contain employees.

9. If your 1095C-Info tab on the Employee Profile contains incorrect Covered

Individuals, an option to remove existing Covered Individuals has been added. This

will allow the option to clear out existing Covered Individuals from the employees in

the import file.

10. The Employee Identifier is the used to tell the import how to connect the information

in the file to the proper employee in the database. Use the drop-down menu to select

the appropriate selection based on the information contained within your file.

11. Choose the file to import. Click the Choose File button and browse on your computer

to locate the file you wish to import.

12. A view display field shows the last file that was imported using this template.



13. Click Save and Process. The import process runs on the Print Queue and when it has

finished, you will able to Preview the Data being brought in.

14. From the Preview browse, you will be able to identify the records that are being

added, as well as any that had errors or had a previous record for the selected

month and are being modified. The Record Type column indicates if the record is

being created as the employee (ACA) or if it is for a covered individual of an

employee (CI). You are also able to edit individual records if data needs to be

modified. You can remove records from the process by using the Delete option. You

can drop the information to a report if you would like to have a saved copy. When

you are finished previewing, click the Back button.

15. Click Run the Update.

16. The 1095C Info tab will now show the updated record for each employee that was

included in the Import process.

ACA 1095 Mass Process

This utility will be used to assign 1095 records to groups of employees at the same time.

1. On the Web, navigate to Human Resources > Employee > Setup > Utilities > ACA

Utilities > ACA 1095 Mass Process.

2. Select Add to create a new template. You can also Edit, Clone, or Delete an existing

template.



3. Enter a Template Description. Also, indicate whether you want to share this template

with other users in the district.

4. Within Employee Information, specify the Year, Month, Offer of Coverage, Employee

Required Contribution (if applicable), and Safe Harbor you wish to give to the

selected employees. Also, indicate whether to Report Employees as Covered

Individuals.

You can retain values from the last 1095 record by checking the fields box.

Choose whether to create new values or overwrite the existing values and whether to

clone Covered Individuals from the previous 1095 record.

5. Use the Employment Dates to limit which employees will be included in this process.

An employee only needs to fall within one of the entered date ranges to be included

in the process.

6. Termination Dates can also be used to include employees.

a. The first option allows you to enter in a date range to include an employee if

the Termination Date in Employee Profile falls between the dates indicated.

b. The second option allows you to include an employee if the Termination Date

in Employee Profile falls between the employee’s last 1095 record and today’s

date.



7. Check the box if you would like to create the ACA record for the month following the

Termination Date in Employee Profile. If this option is not selected, the ACA record

will be created using the Year and Month entered in the Employee Information

section above.

8. Select Save and Process.

9. Select Preview Data to Process.

10. The browse screen will display the employees that will be updated with the Year,

Month, Offer of Coverage, Employee Required Contribution (if applicable), Safe

Harbor, and Report Employee as Covered Individual selected in the setup screen.

11. If an employee previously had a 1095-C Info record for the selected Month and Year,

a Y will display in the Overwrite column indicating that this record will be

overwritten.

12. If any changes need to be made to an employee, highlight the employee’s record

and select Edit.



13. The maintenance screen will allow you to update the Year, Month, Offer of Coverage,

Employee Required Contribution, Safe Harbor (if applicable), and Report Employee

as Covered Individual. Covered Individuals can also be added. Once changes have

been made, select Save.

14. To view Covered Individuals in the browse screen, expand the employee’s record.

15. If an employee needs to be removed from this process, highlight the employee’s

record and select Remove.

16. A confirmation message will display asking if you are sure you want to delete this

record. Select Yes to remove the record or No to leave the record included in the

process.



17. Select the Report button.

18. Once the report has finished processing, select View Report.

19. The report will display the Employee Name, Year, Month, Offer of Coverage,

Employee Required Contribution, Safe Harbor, Report as CI, Covered Individual’s

Name, SSN, and Birthdate.

20. An * next to an employee’s name indicates that a record already exists for this

month and year and will be overwritten.

21. Close the Report and select Back on the preview screen.

22. If you are ready to make the changes, select Run the Update.

23. Select OK if you are sure you want to run the update.

24. Select Display Report.



25. The report will display the items that were processed and updated.

ACA 1095 Tracker

The ACA 1095 Tracker is used to review 1095 records for the district’s employees. The

process has options to review 1095 records as of a certain date, records between a date

range, and only changes to 1095 records.

1. Go to Employee > Setup > Utilities > ACA Utilities > ACA 1095 Tracker.

2. Add a template to define the parameters for processing the ACA 1095 Tracker.

3. Enter a Template Description and select whether you want to share this template


4. Select the Form Type you would like to process.

5. There are three options for reporting the ACA 1095 Tracker Information.

a. This option allows you to see the employee’s current 1095 record as of a

specific Year/Month, or for the Current Year/Month in which you are

processing the report.



i. EX: Employee has a 1095 record of 1E entered for November 2016. 1E

would show in this browse because it is the current record as of

November 2016.

b. This option shows the employees 1095 records between the entered

Year/Month ranges.

i. EX: Employee has only a 1095 record of 1E entered for January 2016,

the browse would show a record of 1E for all 12 months since that is

the only record entered.

ii. EX: Employee has a different 1095 record for January and February,

the browse would show the values for each of those months.

c. This option shows only 1095 record changes between the entered date

ranges.

i. EX: Employee has a 1095 record of 1E for January 2016 and a 1095

record of 1B for February 2016. The February record would appear as

that is the month the change occurred.

6. Choose whether you want to Include, Exclude, or only process employees with no

1095 records based on the criteria entered in the selected reporting option.

a. EX: This is used to get a list of employees missing a 1095 record.

7. Select any additional Employee Profile Fields you would like to see displayed on the

report.

8. Choose the Employee Selection Methods to use. (Multiple methods can be selected.)



a. Method 1: Select from Employee Profile:

i. Clicking on the Help ? explains this method.

ii. Click the Selection Parameters link. This will allow you to choose the

employees to process.

iii. Enter a Description for the selection parameter. This can be anything

that helps you understand what this particular parameter is used for.

(Ex: Teachers Only).

iv. Choose the method for Employee Selection.

1. Employee Ranges – This allows you to enter a Name Key Range

and select particular Employee Buildings, Employee Check

Locations or Employee Types.



2. Individual Employees – This allows you to select Individual

Employees to process.

3. Processing List - This allows you to select a Processing List that

was created/generated using Data Mining that contains the

individual employees to process.

v. Once the Employee Ranges parameters have been entered you can

click Save and Select. This will save the parameters and also select

them for your import. (Notice the ‘Teachers Only’ parameter now

appears for the Selection Parameters).

b. Method 2: Select from Employee Management:




ii. Click the Employee Mgmt Plans link. This will allow you to choose the

Employee Management Plans to process.

iii. Select the EM Plans to use when finding the employees to report, and

click Save.

iv. Click the Selection Parameters link. This will allow you to choose the




v. Enter a Description for the selection parameter. This can be anything


(Ex: Teachers Positions Only).

vi. Employee Ranges – This allows you to enter a Name Key Range.

vii. Additional Codes and Settings – This allows you to select specific code

values from Employee Management (EX: Teacher Positions)

viii. Once the Selection parameters have been entered you can click Save

and Select. This will save the parameters and also select them for your

import. (Notice the ‘Teachers Positions Only’ parameter now appears

for the Selection Parameters).



c. Method 3: Select Specific Employees:


ii. Click the Selection Parameters link. This will allow you to choose the


iii. Enter a Description for the selection parameter. This can be anything


(Ex: Retirees Only).

iv. Choose the method for Employee Selection.











v. Once the Employee Ranges parameters have been entered you can


them for your import. (Notice the ‘Retirees Only’ parameter now




d. Method 4: Import from ACA Hours Tracker:


ii. Click the ACA Hours Trackers link. This will allow you to choose the

ACA Hours Trackers to process.

iii. Select which ACA Hours Trackers to process and click Save.

iv. Notice the ACA Hours Trackers selected will appear in the screen.

9. Select Save and Run.



10. When the first Report Option is run, and the Form Type selected is ‘1095-C’, the

following fields display in the browse:

11. When the first Report Option is run and the Form Type selected is ‘1095-B’, the

following fields display in the browse:

12. Three Views are available for selection (Current, Current – Covered Individuals – One

Line, and Current – Covered Individuals – Multiple Lines).

13. When the second Report Option is run, and the Form Type selected is ‘1095-C’, a

column for each month is displayed:

14. When the second Report Option is run, and the Form Type selected is ‘1095-B’, the

following fields display:

15. Two Views are available to be selected (1095 Statuses By Month and Covered

Individuals By Month.



16. When the third Report Option is run, and the Form Type selected is ‘1095-C’, the


17. When the third Report Option is run, and the Form Type selected is ‘1095-B’, the


18. Three Views are available to be selected (Changes, Changes – Covered Individuals –

One Line, and Changes – Covered Individuals – Multiple Lines.

19. The Quick Filter can be used to view only specific records.

ACA Covered Individual Import from Ins Tracking

The ACA Covered Individual Import from Ins Tracking is a utility that was created to assist

in populating the Covered Individuals on 1095-C Info tab in the Employee Profile. It allows

for importing the dependents from ca into the Covered Individuals fields so they will be

reported on the IRS Form 1095-C.

(Note: Covered Individuals are only required if you are Self-Insured.)

Why would I use the Covered Individual Import from Insurance Tracking Process utility?

1. You are using the Insurance Tracking module in Skyward and need an easy way to

populate the 1095-C Info tab with Covered Individuals.



2. You can individually add dependents from Insurance Tracking into the Covered

Individuals area on the 1095-C Info tab in the profile.

ACA Covered Individual Import from Insurance Tracking

1. To access the ‘ACA Covered Individual Import from Insurance Tracking’ process,

Select Web Human Resources > Employee > Setup > Utilities.

2. Select ‘ACA Covered Individual Import from Insurance Tracking’.

3. A template can be created or cloned that allows for a specific Year and Month to be

populated with dependents from Insurance Tracking.

a. Enter a Template Description. This can be anything that helps you understand

what this particular template is used for. (Ex: Monthly Import).



b. Enter the ACA Year and ACA Month for this particular import of dependent

information. (Tip: The same template can be reused for other years and

months by simply changing these settings).

c. When clicking the Insurance Plans link, you will be able to select the IT plans

to use during the import process.

d. You can choose individual plans, or multiple plans by checking the Select box.

Click Save once the selections are complete.



e. Click the Selection Parameters link. This will allow you to choose the

employees within the Insurance Tracking Plans selected to find the

dependents to process.

f. Here you can Add a district defined selection parameter (filter) to determine

what employees will be mass processed.

i. Enter a Description for the selection parameter. This can be anything


(Ex: Teachers Only).



ii. Choose the method for Employee Selection.











iii. Once the Employee Ranges parameters have been entered you can


them for your import. (Notice the Teachers Only parameter now


4. Now that the ACA Import from Insurance Tracking Selection Parameters have been

set, you can click Save to save the template and process it at a later time, or you

can click Save and Process to save the template and continue with the Import

Process.

5. When the process is run, a Preview Data to Process option will appear allowing you

to see the Employee and Dependents to be processed prior to updating to the

database. Click Preview Data to Process.



6. The Preview browse will allow you to Delete an Employee/Dependent record prior to

updating to the database if you do not wish to process that record.

7. If you would like a report of the information that will be created, click the Report

button, or you can click on the Excel icon to export the browse to Excel.

8. Once the records in the preview have been verified and are ready to be processed,

click the Back button.

9. The processing option Run the Update is now available. Clicking this option will

permanently update the records to the database.

Note: If you do not want to complete the Import Process, choose the ‘Back Button’ and the process will be cancelled.



10. After the Run the Update process is complete you will receive a report of the

Employees and Covered Individuals that were added.

11. When then ACA Covered Individual Import from Insurance Tracking Process is

complete, the information can be seen in the employee’s profile under the 1094-

C/1095-C Information tab > Covered Individuals.

Individual Import Process:

1. You can also import dependents from Insurance Tracking for an individual employee

from the 1095-C Info tab > Covered Individuals in the profile.



2. Click the Import from Insurance Tracking link. A screen will appear allowing you to

choose which Insurance Tracking Plans to use to gather the Covered Individuals

(Dependents).

3. Select the Insurance Tracking Plans and click Run Import.

4. When the process is run, a Preview Data to Process option will appear allowing you

to see the Employee and Dependents to be processed prior to updating to the

database. Click Preview Data to Process.



5. The Preview browse will allow you to Delete an Employee/Dependent record prior to

updating to the database.

6. If you would like a report of the information that will be created, click the Report

button, or you can click on the Excel icon to export the browse to Excel.

7. Once the records in the preview have been verified and are ready to be processed,

click the Back button.

8. The processing option Run the Update is now available. Clicking this option will

permanently update the records to the database.

Note: If you do not want to complete the Import Process, choose the Back button

and the process will be cancelled.



9. After the Run the Update process is complete you will receive a report of the

employees and dependents that were processed.

10. When then Import from Insurance Tracking Process is complete, the information can

be seen in the employees profile under the 1094-C/1095-C Information tab >

Covered Individuals.



ACA Hours Build From History

The ACA Hours Build from History utility can be used to build ACA Hours records in the

Profile from various sources in Skyward, for a specific period of time. The utility can be used

to build the ACA Hours records for time periods during which ACA Hours were not tracked in

Skyward.


Utilities > ACA Hours Build from History.


template.

3. Enter a Template Description, and indicate whether or not you want to share this

template with other users in the district.

4. Select the source from which you want to build the ACA Hours records from.

• TrueTime – This option pulls the ACA Hours from True Time Time Sheets

that are in approved status, and on a payroll. Allocated Comp Time,

Guaranteed Hours, and Work Hours will be included in the ACA Hours.

• Employee Management – This option pulls the ACA Hours from the hours

per day on Employee Management Assignments.

• Sub Tracking – This option pulls the ACA Hours from Sub Tracking

transactions that are in History status.

• Payroll – This option pulls the ACA Hours from pay transactions in Payroll

history.

• Unpaid Time Off – This option pulls the ACA Hours from unpaid Time Off

transactions.

5. Set up a Selection Parameter set to determine which employees will be included in

the process.



6. The Selection Parameters can be set up to select employees by Employee Ranges, by

Individual Employees, or by Processing List. The Additional Codes and Setting can

also be used to select employees by Employee Management assignment, and the

assignments that are included.

7. With the TrueTime, Employee Management, Sub Tracking and Payroll options, select

that Pay Codes that you want to build ACA Hours records for.

The ACA Hours will only be pulled from True Time Time Sheets, Employee

Management Assignments, Payroll transactions and Sub Tracking transactions using

these Pay Codes.

8. With the TrueTime, Employee Management, Sub Tracking and Payroll options, select

what to do with any ACA Hours that already exist in the Profile.



9. With the True Time option, enter the Work Date range and select the Time Off Codes

that are used for comp time. ACA Hours will be allocated to all days from the Time

Sheets that fall within the date range.

Comp time is included in the ACA Hours when it is earned and allocated. Comp time

that is used will be subtracted from the ACA Hours if the Time Off transaction date

falls within the date range, and it is using one of the selected Time Off Codes.

10. With the Employee Management option, enter the Assignment Date range and select

the Employee Management plan to pull the data from. The ACA Hours will be pulled

from assignments within the selected plan that have active days within the date

range.

The ACA Hours will be allocated to each active day on the Employee Management

assignment that falls within the date range.

11. With the Sub Tracking option, enter the date range for the transactions that should

be included and select whether to use the Hours Worked or the ACA Hours from the

transactions. The ACA Hours will only be pulled from Sub Tracking Transactions in

History status with transaction dates falling within this range.

12. With the Payroll option, select the payrolls that you want to pull the ACA Hours from.



13. Select which field on the Payroll transactions that the ACA Hours should be pulled

from.

14. Select which Payroll date the ACA Hours should be applied to.

15. Select an Employee Management plan. The Employee Management plan selection is

used in conjuction with the Additional Codes and Setting in the Selection Parameters

to determine employee selection for the process.

16. With the Unpaid Time Off option, enter the date range for unpaid Time Off

transactions that should be included in the ACA Hours, and then set up the Time Off

Code/Reason Code Cross References.

Only unpaid Time Off transactions dated in this range, and using the Time Off

Code/Reason Code combinations set up in the cross references will be included in the

ACA Hours.

17. Add a cross reference for each Time Off Code/Reason Code combination that applies

to ACA Hours. You can set up as many cross references as you need to. A generic

cross reference for “Any Time Off Code” and/or “Any Reason Code” can also exist.



18. Click Save and Process to save the template and automatically begin running the

utility, or click Save to simply save the template and use the Process button on the

main screen to run the utility.

19. Click Prevew Data to Process to review the updates that will take place. This is a

required step that must be completed prior to running the update.

20. On the Preview screen, review the updates that will take place.

With the “Employee” browse view, each record will display an employee name, and

the total ACA Hours that will be created in the Profile. By expanding the detail, you

can view a day by day breakdown that includes the current value of the ACA Hours in

the Profile, the imported hours that are being pulled from the selected source, and

the new ACA Hours value after the update takes place. The associated Pay Code will

also be displayed.



21. The browse view can also display day by day detail if switched to the TrueTime,

Employee Management, Subtracking, Payroll, or Unpaid Time Off views.

22. To remove a record from the update, highlight the record and click Delete.

23. Click Report to run a printed report on the Preview data.

24. Click the Back button to close the Preview screen and return to the Processing

Options.

25. Click Run the Update to create the ACA Hours records in the Profile. Only the updates

contained on the Preview screen will take place.



26. A report showing the updates taking place will be generated.

27. When the process is completed, the ACA Hours are written to the Profile.



ACA Hours Import

This utility would be used to import your employee’s ACA Hours that have been tracked

outside of Skyward. Using a .CSV file, you will be able to pull that information into the

software and it will populate in the ACA Information > ACA Hours tab in Employee Profile for

the appropriate month and year.


Utilities > ACA Hours Import.


template.



4. Choose the file you wish to import.

5. At the bottom of the screen, the Import File Layout indicates that the file to import

must contain the ACA fields in the format listed using a .csv file format.

6. Indicate whether the first line of the file contains a Header Record by checking the

box.

7. Select the Employee Identifier that your file uses from the drop-down list. You can

select Employee ID, Name ID, Name Key, or Social Security Number.



8. If ACA Hours exist for a Date and Pay Code, select what you would like to do with

those hours: Add to hours, Overwrite the current hours, or Give an exception.

9. The Last File Imported field displays the last file that was imported. The View button

allows you to see the last file that was imported.



12. The Preview screen displays the records that were found. The browse displays the

employee name, Date, Pay Code, Current ACA Hours, Imported ACA Hours, New ACA

Hours, Update Message, and Exceptions.

13. There are three options within the Views drop-down menu: All Records,

Modified/Created Records, and Exceptions.

a. The All Records view will display both Modified/Created Records and

Exceptions.

b. The Modified/Created Records view will only show modified/created records.



c. The Exceptions view will only display records with exceptions.

14. If a record needs to be removed from this process, highlight the record and select

the Delete button.



process.



18. The report displays the records that will be modified/created. The report displays the

Employee, Date, Current Hours, Import Hours, New Hours, Pay Code and Message.

19. The report will also display an exception page. This page displays the Employee,

Date, Pay Code, Import Hours, and Exception.



20. Close the report and select the Back button on the preview screen.




24. The report displays the records that were created, modified, and not updated due to

exceptions.



ACA Hours Mass Delete

This utility would be used in the event that ACA Hours that are tied to your employee’s

Profiles are recorded incorrectly and need to be re-accumulated. This utility will delete the

hours for those included in the selection parameters and allow those hours to be re-built.


Utilities > ACA Hours Mass Delete.


template.



4. Within the Parameters area, a message indicates that this utility will delete all ACA

Hours for the employees who meet the Selection Parameters for the Entered Date

Range. This process does not remove any ACA Hours from Worksheets or

transactions currently selected in Payroll. Once the Deletion process has been run,

the changes cannot be undone. TrueTime Sheets that were the source of any deleted

ACA Hours will be eligible to populate ACA Hours again.

5. Enter in the Date Range From and To fields.

6. Select how you want to handle records with blank pay codes. These records can be

Included, Excluded, or Processed Alone.

7. Within the Selection Parameters, you can determine which employees will be

included in this process.





10. The Preview screen displays the records that were found. The browse displays the

employee’s name, Pay Code, Date, Hours, ACA Hours Source, and Multiple Sources.

11. If a record needs to be removed from this process, highlight the record and select

the Remove Record button.



process.



15. The report displays the records that will be included in the process. The report

displays the employee’s name, pay code, date, hours, ACA Hours Source, and

Multiple Sources.



16. Close the report and select the Back button on the preview screen.




20. The report displays the records that were deleted including the employee’s name,

pay code, date, hours, ACA Hours Source, and Multiple Sources.

ACA Hours Tracker

This utility will be used to analyze the hours being worked by your employees. It offers the

ability to run analysis on groups of employees (by using the Employee Category(ies) that

are assigned) or by date range.



1. Navigate on the Web to Human Resources > Employee > Setup > Utilities > ACA

Utilities > ACA Hours Tracker.

2. Add a new template or edit one that already exists.

Hours Tracker Using Employee Categories

1. One way to run the Tracker is by selecting the Employee Category(ies) that you want

to analyze. To use this option, the box for Use ACA Employee Categories must be

checked (this is the default).

a. Use the radio set to determine which type of ACA Category you want to pull

into the Tracker.

b. Select the ACA Employee categories to include. If you select more than one

category, all Measurement Periods must match between the codes.

c. If you would only like to include employees with an Active Employee Status,

check the box. The employee must have an ACA Status with a Measurement

Period that falls within the selected range and their Status must be flagged as

Active.

d. When Ongoing Employee is selected, the Selected Measurement Period is

displayed.

e. Use the Selection Parameters to further narrow down which employees to

include.



f. Determine if you would like to generate the Tracker based on Monthly totals

or Weekly Totals.

g. Based on the Measurement Period (MP) of your selected Category code(s),

the Report Range will be defaulted in. You may adjust this report range to suit

your reporting needs.

h. When New Hire is selected, select which option you would like to use to

include the selected employees.

i. The ‘Include selected employees with a Measurement Period that ends

in the next’ option should be used to determine whether to offer

coverage to newly hired employees following their New Hire

measurement period. Select the number of months you wish to use

from the drop-down menu.

ii. When the ‘Include selected employees with a Measurement Period that

ended in the previous’ option is selected, select the number of months

from the drop-down menu (1 Month, 2 Months, or 3 Months).

iii. When the ‘Include selected employees with a Stability Period with the

entered year’ option is selected, enter a Year. This option should be

used to determine which employees need 1095 information for the

specified reporting year.

i. The option to “Include Hours from current (partial) month” can be used to

display hours from the current month in the browse.

For example, when Ongoing Employee is selected, an MP of January 1-

December 31; running the report on November 15: Your MP Start Year would

be 2016 (January 1, 2016 – December 31, 2016)

Start Month: January

Stop Month: December

Check to Include Hours from Current (partial) month – checking this option

will allow the hours from November to pull in to the browse. If this option is

NOT checked, no hours will pull in beyond October 31st.

j. Total Months on Current Report is a non-editable field, which indicates the

total number of months being reported based on the Start and Stop Months

within the MP.



k. The “Override Total Months” option is used when your parameter set includes

employees with breaks in service exceeding 4 weeks (typically teachers

during the summer months). All monthly averages and max average values

will be based off the entered number of months. When Ongoing Employee is

selected, the Month/Day fields will be displayed with a 1.00 default set for

each month. When New Hire is selected, the Month will be displayed with a

1.00 default. To override the value for a specific month or month/day field,

enter in the override value you need into the corresponding field.

Ongoing Employee:

New Hire:

l. The standard browse contains the following fields: Employee Key, Last Name,

First Name, Middle, Total ACA Hours, Total Months, and Avg ACA Hours (in

addition to each individual month included in the selection parameters). You

have the ability to include a variety of additional fields to the browse, if you

would like to see other data besides the standard.

2. Click Save and Run.

3. The ACA Hours Tracker browse screen displays all employees who meet the selection

parameter criteria.

a. There are two View’s available – Summary and Detail.



i. The Summary View shows each employee with their Total ACA Hours,

Total Months, Average ACA hours, and Max ACA Average when

Ongoing Employee was selected. When New Hire is selected, the

browse will also show the Measurement Period Start Date and

Measurement Period End Date.

ii. The Detail View shows the same information, but also breaks down

those totals by month.

b. At the bottom of the browse is a month-by-month break down of the

highlighted employee.

c. Each employee record can be expanded to get a more specific breakdown of

where the hour totals are being derived from.

i. You can get a breakdown by Date. This provides a breakdown by each

month.



1. Each month can be broken down to the days.

a. Each Day can be broken down by the Pay Code(s).

ii. You can get a breakdown by Pay Code.

1. Each Pay Code can be broken down by month.



a. Each month can be broken down by day.

4. There are also two Filters that are available:

a. Skyward Default – shows all employees that meet the Selection Parameters.

b. Employees Receiving 1095 Form Report – This filtered browse can be used to

help determine who should receive a 1095C form. This filter will only display

employees who are averaging more than 130 hours per month if using the

Monthly Report Type. If using the Weekly Report Type, then only employees

averaging more than 30 hours per week will be displayed.

Hours Tracker Using Employee Categories

1. If you wish to do analysis on ACA Hours without using Employee Categories, you can

do so by going into a template (either creating a new one or editing an existing one)

and unchecking the flag to “Use ACA Employee Categories”.



a. Set your selection parameters for which employee’s you would like to see in

the browse. Since you are not using an Employee Category code to limit the

employees being pulled in, your selection parameters will be the determining

factor for which employees you see in the browse.

b. Determine if you would like to generate the Tracker based on Monthly totals

or Weekly Totals (weekly is currently under development and is not available

for use at this time).

c. Enter the Start date for the range that you want to generate in the browse.

The “through” date is not editable, but changes based on the Total number of

Months on Current Report field.

i. If you are in the midst of a month and want to include that month’s

hours in the browse, check the box to “Include Hours from current

(partial) month”

ii. The Override Total Months option is used when your parameter set

includes employees with breaks in service exceeding 4 weeks (typically

teachers during the summer months). All monthly averages and max

average values will be based off of the entered number of months.

d. The standard browse contains the following fields: Employee Key, Last Name,

First Name, Middle, Total ACA Hours, Total Months, and Avg ACA Hours (in

addition to each individual month included in the selection parameters). You

have the ability to include a variety of additional fields to the browse, if you

would like to see other data besides the standard.



2. Click Save and Run.

3. The ACA Hours Tracker browse screen displays all employees who meet the selection

parameter criteria.

a. There are two View’s available – Summary and Detail.

i. The Summary View shows each employee with their total hours,

months, and average ACA hours.

ii. The Detail View shows the same information, but also breaks down

those totals by month

b. At the bottom of the browse is a month-by-month break down of the

highlighted employee.

c. Each employee record can be expanded to get a more specific breakdown of

where the hour totals are being derived from.

i. You can get a breakdown by Date. This provides a breakdown by each

month.



1. Each month can be broken down to the days.

a. Each Day can be broken down by the Pay Code(s).

ii. You can get a breakdown by Pay Code.

1. Each Pay Code can be broken down by month.



a. Each month can be broken down by day.

ACA New Hire Category Audit

The ACA New Hire Category Audit allows you to review ACA Category information to ensure

that new employees are in the proper ACA Category and that the correct Measurement and

Stability dates are set.


Utilities > ACA New Hire Category Audit.

2. Select the ACA New Hire Category Codes that you wish to audit. The screen will only

display those categories with the Category Type flagged as New Hire.



3. For each category, select the Admin Period Setting option if you wish to change the

ACA Employee Category Code so that the option to have Skyward calculate

Administrative Period days is selected. If the ACA Employee Category Code already

has the option selected, the Admin Period Setting option on this screen will be

automatically selected and un-editable.

4. Select the Employee Selection Parameters set to determine which employees will be

included in the audit.

5. Employee Selection Parameters can be set up by Employee Ranges, Individual

Employees, or a Processing List. The Employee Ranges will allow you to select by

Name Key, Profile Status, Employee Building Code, Check Location, and/or Employee

Type.

6. Select Run Audit once the parameters have been set up.



7. Select Preview Data to Process to review the audit data.

8. The browse shows the employees that are included in the audit, and the updates that

will take place.

9. The Category browse view will show each category that was selected for the audit.

Expand the Category detail to view the employees that are currently using that ACA

Employee Category Code. You may remove an employee from the audit by deleting

them from the expanded detail.

10. The Status browse view will show the updates by employee. You may remove an

employee from the audit by highlighting the record and selecting the Remove Record

button.

11. Select the Report button if you wish to run a printed report of the updates that will

take place.



12. Once you have reviewed the audit data, return to the previous screen and select Run

the Update to continue with the process and update the Profiles and/or ACA

Employee Category Codes.

13. The update will include a printed report.

ACA Status Mass Delete

The ACA Status Mass Delete utility can be used in the event that Employee Status codes are

set up or assigned incorrectly and will make the process of correcting those statuses easier.


Utilities > ACA Status Mass Delete.

2. Select Add, Edit, or Clone a template.

3. Give the template a description and choose whether to share the template with other

users in the district.

4. Select which Category Type should be deleted.

5. Select the appropriate ACA Employee Categories.



6. Enter the Measurement Period Start Year that you wish to remove.

7. Use the Selection Parameters to further narrow down your employee selection.



10. If you wish to remove any records from the Mass Delete, highlight the record and

select the Remove Record button.

11. After verifying the records in the browse, select Back.

12. Select Run the Update.

13. In Employee Profile, the ACA Information > Employee Status tab should no longer

show that status for the selected employee(s). Use the *History button to view the

change history to see that the record was removed.



ACA Status Mass Process

The ACA Status Mass Process utility will be used for creating new statuses and for updating

existing statuses. The ACA Status will be used to grouping employees and for monitoring

measurement, administrative, and stability periods. These statuses will be

populated/updated in Employee Profile > ACA Information > ACA Status.


Utilities > ACA Status Mass Process.

2. Add a new template, clone, or edit an existing template.

3. Give your template a description.

4. Determine what type of process you are going to be running. You can create a new

status for a group of employees or you can update an existing status for a group of

employees. This selection will determine what options are available to you when

setting your new ACA status values.

5. Selection Parameters: The values entered in this area of the template are going to

determine what employees are affected by your process.

a. Category Type: None, New Hire, Ongoing Employee

i. None = This option would be used if the employees you are looking to

pull in do not currently have any Category Code assigned to their ACA

Status tab.

ii. New Hire = This option would be used if the employees you are

looking to pull in have a current Status which is categorized as “New

Hire”.

iii. Ongoing Employee = This option would be used if the employees you

are looking to pull in have a current Status which is categorized as

“Ongoing Employee.

b. ACA Employee Categories – If you have opted to use the category type of

New Hire or Ongoing Employee, you will need to select which Category

Code(s) to look for. When this option is used, only employees who have the

selected code(s) will be processed.



c. The following fields are optional but aid in narrowing down employees to pull

into the process:

i. Measurement Period Start Year – this option is NOT available when the

Category Type selected is set to None.

ii. Measurement Period End Date (can enter a date range) – this option is

NOT available when the Category Type selected is set to None.

iii. Stability Period Start Date (can enter a date range) – this option is

ONLY available with the Category Type selection is set to New Hire.

iv. Hire Date (can enter a date range) – looks at the Hire Date field in the

Employee Profile.

v. Start Date (can enter a date range) – looks at the Start Date field in

the Employee Profile.

vi. Rehire Date (can enter a date range) – looks at the Rehire Date field in

the Employee Profile.

vii. Current Position Start Date (can enter a date range) – looks at the

Current Position Start Date field in the Employee Profile.

viii. Selection Parameters – allows you to narrow down even further by

building, check location, employee type, pay, deduction, and/or

benefit.



6. New ACA Status Values – this is where you will identify the new information to

process. The options available will depend on whether you have selected to Create

New Status or Update Existing Status.

a. Create New Status:

i. Check the box next to available option(s) that you want to create:

1. ACA Employee Category – this is a drop-down menu, which

displays all the Category Codes that are set up in your

database. Select the Category that you wish to assign to your

employees found within your selection parameters.

2. Measurement Period Start Year – this is will set the

measurement period start year for your selected group of

employees. Another common use for this option will be to “roll”

your measurement period from one year to the next year.

a. The option to select a Measurement Period range is

available only when an Employee Category code with a

Measurement Period of less than 12 months is selected.

3. Active – this will set Active flag to Yes for all employees who

meet the selection parameters within the template.

Deactivate existing active statuses – can be used in conjunction

with the “Active” option or independently. It is used to mark

any non-current statuses found for the employees within the

selection parameters as Active=No.

4. Accepted Coverage – this option will set the flag in Employee

Profile > ACA Information > ACA Employee Status to either be

checked or unchecked.



5. Override Measurement Period Start Date – By Default, the

measurement period start date is calculated based on the

settings in the ACA category being assigned but can be

overridden on New Hire categories. This override could be used

when hiring employees and their measurement period start

date should align with the next pay period rather than a hire

date from the profile. The Measurement Period End Date will

always be recalculated from the Start Date and the length

defined on the category code. These dates can be reviewed in

the preview browse. Note: The Measurement Period Start Date

override is only available when creating or updating New Hire

status records.

6. Override Stability Period Start Date - By Default, the stability

period start date is calculated based on the settings in the ACA

category being assigned but can be overridden on New Hire

categories. This override could be used when hiring Full-Time

New Hires and their stability period start date should begin in

30 days rather than 12 months. A date should only be entered

here if it differs from the category code configuration. The

Stability Period End Date will always be recalculated from the

Start Date and the length defined on the category code. These

dates can be reviewed in the preview browse. Note: The

Stability Period Start Date override is only available when

creating or updating New Hire status records.

7. Once you have set your parameters, click Save and Process.

8. The process runs on the print queue and when it has finished, you will be able to

preview the data that will be updated/processed.

9. A browse will display showing the employees who met the selection criteria, along

with the information that is being changed/updated. You will also be able to easily

identify if there are exceptions and what those exceptions may be.



10. There is now a column for “Records to Deactivate” existing Active Statuses, and if

records were found deactivate, a numeric value will display in this column. Click on

the value to see information pertaining to the records that are now flagged as

Inactive.

11. You can remove records from this browse using the Remove button (if you find

someone who is included that should not be updated).

12. You can drop the information to a Report if you would like to keep a hard copy of

what was updated.

13. When you have verified the information, click the Back button.

14. If the information in the browse is acceptable to be updated, click Run the Update.

15. A message will display asking if you are sure you want to run the update. Select OK.



16. After the update is complete, when you navigate to the Employee Profile > ACA

Information > Employee Status tab, you will see the Status record.

ACA Ongoing Category Audit

The ACA Ongoing Category Audit is used to look for gaps in measurement for statuses with

like category codes. This utility will perform the following checks and fixes:

1. Find all statuses using an ACA Category code that has a Measurement Period of

less than 12 months and make sure that the dates are correctly synched with the

ACA Category code's Initialization Date. The audit will correct these dates if they are

out of synch.

2. Look for gaps in Measurement Periods for all statuses in the same ACA Category.

Gaps can occur because of Measurement Periods that are less than 12 months or if

the employee's ACA Status was not successfully rolled from the previous year.

3. If the "Check for employees..." checkbox is checked, the utility will check for a

status that is current as of today's date. If an employee has an ACA Status record in

the database, but no status covering today's date, the utility will add status records

so that there is a current and active status.


Utilities > ACA Ongoing Category Audit.



2. The audit can be used for the following purposes:

a. To make sure that the Measurement Periods are synced with the code’s

Initialization Date. The process will correct any dates that are out of sync.

b. To look for gaps in Measurement Periods for all statuses in the same ACA

category.

c. Check for employees who have an out-of-date Ongoing status and no active one.

d. Check to make sure all Stability periods are equal to what is found in the Stability

Period Schedule.



3. When you click the Set Stability Period Schedule button, the browse that displays allows

you to toggle between all the selected codes with a Measurement Period of less than 12

months in order to set the Stability Start dates.

4. Click Run Audit and when the process has completed, click Preview Data to Process.

5. The Preview Browse displays any employees who are found to have a variance or gap in

the Category code(s). Change the View to be able to see the data in different ways.



a. If an employee is found to have a gap, the program will automatically add in the

appropriate number of status records in order to fill the gap.

b. If an employee is found to have a Stability Period start date that differs from the

Stability Period Schedule, the program will update the date so that it follows the

schedule.

Annual Reporting to IRS (Forms 1095-B, 1095-C, 1094-B, 1094-C) • 1094B/1095B Processing Manual

• 1094C/1095C Processing Manual

IRS Web Links • Affordable Care Act – 1 sheet : http://www.irs.gov/pub/irs-pdf/p5200.pdf

• 1094-B & 1095-B Instructions: https://www.irs.gov/pub/irs-

pdf/i109495b.pdf?_ga=1.112760068.121515178.1388421074

• Form 1094-B: https://www.irs.gov/pub/irs-

pdf/f1094b.pdf?_ga=1.80246167.121515178.1388421074

• Form 1095-B: https://www.irs.gov/pub/irs-

pdf/f1095b.pdf?_ga=1.105422467.121515178.1388421074

• 1094-C & 1095-C Instructions: https://www.irs.gov/pub/irs-

pdf/i109495c.pdf?_ga=1.144938292.121515178.1388421074

• Form 1094-C: https://www.irs.gov/pub/irs-

pdf/f1094c.pdf?_ga=1.144938292.121515178.1388421074

• Form 1095-C: https://www.irs.gov/pub/irs-

pdf/f1095c.pdf?_ga=1.144938292.121515178.1388421074

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/ACA/2842514_1094B_1095B_Processing_Manual.pdf

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/ACA/2867382_1094C_1095C_Processing_Manual.pdf

http://www.irs.gov/pub/irs-pdf/p5200.pdf

https://www.irs.gov/pub/irs-pdf/i109495b.pdf?_ga=1.112760068.121515178.1388421074

https://www.irs.gov/pub/irs-pdf/i109495b.pdf?_ga=1.112760068.121515178.1388421074

https://www.irs.gov/pub/irs-pdf/f1094b.pdf?_ga=1.80246167.121515178.1388421074




https://www.irs.gov/pub/irs-pdf/i109495c.pdf?_ga=1.144938292.121515178.1388421074

https://www.irs.gov/pub/irs-pdf/i109495c.pdf?_ga=1.144938292.121515178.1388421074

https://www.irs.gov/pub/irs-pdf/f1094c.pdf?_ga=1.144938292.121515178.1388421074




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