Benefit Enrollment Changes - December 2015

Below you will find any changes with ACA/Benefit Enrollment within the new User Interface. 

Spacing within Cells and Columns of timesheets and reports have been altered to allow a full display of all available buttons.-WFR-14644, WFR-14564, WFR-14563: Previously, the vertical and horizontal spacing within the cells and columns of timesheets and reports were oversized and causing unnecessary scrolling by users. Moving forward, the spacing issues have been altered for all timesheet types and input fields within reports. This will apply to all supported browsers. Additionally, if the browser screen size allows, the buttons within a timesheet will now fully display all available buttons.

Spacing within widgets have been altered to allow a full view of the available fields and settings without the need to scroll.

WFR-14566: Previously, the spacing within widgets was oversized and users were not always able to view all fields and available scroll bars. The spacing within widgets has now been altered and will display fully expanded so that users can view the available fields and settings without the need to scroll.

Font colors will be hard-coded within System Themes.
WFR-14103: Within the new User Interface, the font colors for fields of the Login page will be hard-coded within System Themes so as to not allow dark page colors with dark fonts or light page colors with light fonts.

A new "ACA Profile" checkbox has been added to "Global Policies", allowing the profile to be a requirement when hiring. -WFR-13915: A new "ACA Profile" checkbox has been added to the "Global Policies" tab within the "Required Profiles" section, located under Company Settings > Global Setup > Company Setup. When checked, the profile will be a requirement when hiring, adding or editing an employee within the Employee Information file. For new employees, the required field will be located under the Other Settings widget. For existing employees, the required field will be located under the ACA Timeline widget.

When finalizing for ACA Form 1094-C a success message will now display.
WFR-13912: Previously, when clicking the "Finalize" button for ACA Form 1094-C, a success message was not displayed, but moving forward, will now display.

Employee Records will no longer be duplicated. 
WFR-14033: Previously, when adding an ACA Profile within an Employee Information page, and then clicking the "Save" button, followed by the "Back" button, the employee appeared to have been duplicated multiple times. When trying to select one of the duplicated records, a security violations error was displayed. Moving forward, clicking the "Save" button will not create duplicate employee records.

Company Snapshots will reload as expected without errors.
WFR-14467: Previously, when attempting to reload a company Snapshot created from an Admin Company under Demo Company > Demo Company Maintenance, the error message "Could not find necessary table definitions" was displayed. Moving forward, the snapshots will reload as expected without errors.

 

A widget has been added within Employee Information allowing for separate effective dates for when a Benefit Profile is Activated/Expired and when an Open Enrollment period begins.
WFR-7569: A new "Benefit Profile Open Enrollment Effective Dating" widget has been added within Employee Information, which can be used to set the Benefit Profile along with Start/End dates. This will allow for separate effective dates for when a Benefit Profile is activated/expired and when an Open Enrollment period begins. This new functionality will help prevent conflicts between effective dating of Benefit Profiles, Open Enrollment dates and ACA Coverage Code reporting.

 

A new "Benefit Profile Open Enrollment Effective Dating" widget allows editing information to a Benefit Profile.
When a Benefit Profile is added/changed, or a date change is made to the profile, a pop-up message will display prompting the user to enter an enrollment period that begins prior to the benefit profile start date. Any information entered in the pop-up message is stored within the "Benefit Profile Open Enrollment Effective Dating" widget. This widget will also allow editing if the information previously entered on the pop-up message is incorrect.

 

"Start New Employee Enrollment" and "Start Open Enrollment" buttons will now be displayed.
If a Benefit Profile is effective dated to start on a particular date (e.g. 12/30/15), and the profile has Open Enrollment dates that start earlier than the profile effective date (e.g. 11/15/15 to 12/15/15), then the "Start New Employee Enrollment" and "Start Open Enrollment" buttons will display for an employee under My Account > My Benefits > Review/Select Benefits only during the dates specified within the  "Benefit Profile Open Enrollment Effective Dating" widget.

 

**The following changes are centered around the 1094-C/1095-C process for ACA**

 

The filter from Employee Status will no be blank (no filter applied)- WFR-13713: Moving forward, the default filter for Employee Status, which was previously set to "Employee Status != Terminated", will now be blank (no filter applied) so that terminated employees are not excluded by default. This change applies to the Employee ACA Report, the ACA Data Detailed Report, and the Form 1095-Cs under My Reports -> ACA.

 

Electronic Consent at the employee level is now an option for the ACA Form 1095-C
WFR-8471: Electronic Consent at the employee level has now been added as an option for ACA Form 1095-C. At the company level, under Company Settings > Global Setup > Company Setup, within the ACA Settings widget, the "Electronic Consent" checkbox must be enabled.
A security setting has also been added to give permission to employees to view their 1095-C forms. This is located on the ESS tab in the Security Items widget, within the Employee section of the security profile. View is the only option. Additionally, a new notification, "1095-C Forms Shared" is now available to send to employees (recipients) emails to notify them that their 1095-C form is being made available to them. This is located under Company Settings > Global Setup > Notifications, and in the Marketplace category.
When employees log in to their account and navigate to My Account > My Forms > Form 1095-Cs, the Electronic Consent button will display. After clicking the button, a confirmation pop-up will display. This is the result of the configuration done within Company Setup. The employee will check the "Receive Form 1095-C Electronically" checkbox and click Save. The employee must then enter the last 4 digits of their Social Security Number to confirm. After confirming, a "Success" message will display at the top of the page to indicate that the employee now wants to receive Form 1095-C electronically. If the employee clicks the "Electronic Consent" button, but does not check the "Receive Form 1095-C Electronically" checkbox, a "Success" message will display indicating that the employee does NOT want to receive the form electronically. Managers or System Administrators can view and manage 1095-C forms from the ACA Year End Processing report under My Reports > ACA (Affordable Care Act) > ACA Y
 ear End Processing and include/exclude employees who have consented to electronic delivery. Click the "View" icon and then click "Deliver Forms." The report will have an "Exclude Employees with Electronic Consent" checkbox.
NOTE: Managers can also use this report to share forms with employees.

 

1095-C's can now be available to employees in Employee Self Service; this will trigger an email notification to employees with a login link to view their 1095-C Forms.
WFR-7572: A new step in ACA Year End Processing, Deliver Electronic 1095-C Forms, will now make the finalized 1095-C's available to employees in Employee Self Service. This step will also trigger an email notification, 1095-C Forms Shared, to be sent to the employees with a link to login and see their 1095-C forms. This email notification can be added under Company Settings > Global Setup > Notifications. In addition, the column "# Visible (Form 1095C)" has been added under My Reports > ACA (Affordable Care Act) > ACA Year End Processing and under Maintenance > Administration > Year End Processing > ACA Year End Processing for Admin companies. The column "Is Visible" has been added under My Reports > ACA (Affordable Care Act) > Form 1095-Cs.

 

When selecting "Populate Form" on the 1094-C a Questionnaire Confirmation dialog box will now appear and must be completed by the user to ensure accuracy on the 1095-C.
WFR-7648: When the "Populate Form" option is selected on the 1094-C under My Reports > ACA (Affordable Care Act) > Form 1094-C, a 1094 Questionnaire Confirmation dialog box will now open with several questions that should be completed by the user to ensure accuracy on the 1094-C. The primary questions are as follows, and the further options will become available as the primary selections are made:
1. This is the authoritative transmittal for this ALE Member (Select this for secondary items ALE Member a member of an Aggregated ALE Group for at least one calendar year month and ER qualifies for the 98% Offer Method).
2. ER is part of an Aggregated ALE Group, for months (Select this to open options to select applicable months).
3. ER qualifies for the section 4980H Transition Relief for under 100 average or 100 or over average full time employees (Select Neither, Under 100, or Over 100).
4. A Minimum Essential Coverage (MEC) plan was offered to at least 95% (70% in 2015) of full time employees and dependents (Select this to open options to select applicable months).
5. There are multiple divisions within this company that have different EINs (Select this for secondary option This is the authoritative transmittal for the company with sub-selection The data included on this authoritative transmittal should be the combined data across all divisions of this employer).

 

When finalizing multiple employees for ACA Forms 1094-C and 1095-C you now have to ability to check the 'ALL' checkbox on the report; then individually process each form through the "Mass View" button.
WFR-13767: When finalizing multiple employees for ACA Forms 1094-C and 1095-C under My Reports > ACA (Affordable Care Act), users will now be able to check the ALL checkbox on the report, click the "Mass View" button and then be able to individually process each form. As each form is cycled through the selections, users will be able to use the "Save," "Populate Form," "Finalize Form," and the "Download PDF" buttons for each form presented.

 


A new "Exclude Months After Employee Termination" setting has been added to the "Reset Fields" rule within ACA Profiles. -WFR-13968:  When checked, any employee assigned to that profile who has been terminated during the Effective Dates set within the rule, will not have their fields reset when clicking the "Recalculate" button within their ACA Timeline.

For example, consider the following: A "Reset Fields" rule has effective dates set from 08/01/15 to 09/30/15, the "Exclude Months After Employee Termination" setting is checked and the rule has multiple fields configured with reset values. An employee is terminated on 09/01/15. Within the terminated employee's ACA Timeline, the "Recalculate" button is clicked. The settings for the Aug '15 column will be reset according to the "Reset Fields" rule. The settings for the Sep '15 column will not be reset because the employee was terminated on the first day of September.

NOTE: Any manual edits performed within the ACA Timeline will have priority over the values set within the "Reset Fields" rule.

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