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Administrator Guide
Last Updated: 2023-06-23
Create an ACA Company Configuration

Create an ACA Company Configuration

  • Configure each Employer Identification Number (company) or a Designated Government Entity (DGE) you're reporting on.
  • Create ACA Applicable Large Employer (ALE) groups and calculate the 1094-C Total and Full-Time Employee Counts By Month.
  • Create ACA tuning eligibility rules by accessing the
    Create Benefit Eligibility Rule
     task.
  • Security:
    Affordable Care Act (ACA) Administration - USA
     in the Benefits functional area.
The ACA company configuration defines your choices for ACA 1094-C and 1095-C forms and reporting. You can specify who receives a 1095-C form and select the eligibility tuning rules. You can also configure ALE and DGE groups for Part I, II, and III.
  1. Access the
    Create ACA 1094-C Company Configuration
     task.
  2. Select the
    Include Retirees
     check box to produce 1095-C forms for retired former employees that you track in a retiree organization.
    To ensure that retirees, get a 1095-C, they must meet these criteria. They:
    • Have been terminated from the company.
    • Belong to a Retiree Organization.
    • Have enrolled in self-insured medical coverage for at least 1 month during the reporting year.
    • Retired before the reporting year. Example: For the 2020 reporting year, employees must have become retired in 2019 or earlier. If they were terminated in 2019, but became officially retired in 2020, they won't receive a 1095-C.
  3. (Optional) Select ACA 1095-C tuning eligibility rules that Workday uses to include or exclude the worker population for ACA 1094-C and 1095-C processing.
    Workday uses the date on which you create the ACA data to determine whether to include or exclude a subset of employees.
    Example: Workday determines that 3,496 workers are subject to ACA 1094-C and 1095-C processing. The Benefits administrator sets up an ACA 1095-C tuning eligibility rule using the
    Create Benefit Eligibility Rule
     task. They select a condition for the eligibility rule, which involves 196 workers. They then select that eligibility rule in the
    Exclude ACA 1095-C Tuning Eligibility Rule Workers
     field. This action removes 196 workers from the original 3,496. Workday then processes a total of 3,300 workers.
    Using tuning eligibility rules can affect performance when creating or correcting 1095-C forms.
    Security:
    Affordable Care Act (ACA) Administration
     in the Benefits functional area.
  4. In the
    Enable External ACA Transmission
     section, select the appropriate check box to enable third-party ACA software partners to handle transmission to federal or state agencies. See Steps: Set Up ACA Software Partner Transmission.
    When you enable external transmissions, you can then add and save URLs.
    Workday prevents duplicate 1094-C and 1095-C transmissions to the IRS when:
    • You select the
      External ACA Federal Transmission
       check box in the
      Create 1094-C Company Configuration
      task. This check box indicates that you plan to use a certified software partner to manage your transmissions to the IRS.
    • Workday receives confirmation that the ACA Software Partner has transmitted the 1094-C and 1095-C data to the IRS and updates the
      ACA Transmission Status Report
      .
    When ACA software partners extract employee data using the
    Get ACA Employee Data
     web service, Workday doesn't mask employee Social Security Numbers (SSN). However, the software partner can enter a value of 1 in the
    Mask SSN
     field to mask SSNs for printing.
  5. Select the
    Use coverage end date in month of termination
     check box to display a coverage offer for the full month of termination.
    This option applies to terminated workers that get coverage for the full month and the termination occurs during a month in the reporting year. Selecting this check box:
    • Has no effect on months after termination.
    • Treats Line 14 as an offer, not 1H.
    • Populates Line 15 with the employee-required contribution value.
    • Treats Line 16 as 2C if the employee has enrolled in the offered coverage.
  6. Select the 2-digit month number for the
    Plan Start Month field.
    Starting in Tax Year 2020, the IRS requires this value, which Workday uses for each employee. You can update the value for an individual employee in the
    Import 1095-C Form Recipients Data
     EIB.
  7. If you enter content in any field in the
    Part I Applicable Large Employer Member (ALE Member)
     section, you must complete all of these fields:
    • Name of ALE Member (Employer)
    • Street address (including room or suite no.)
    • City or town
    • State or province
    • Employer ISO country code (2 letter)
    • Employer ZIP or foreign postal code
    • First name of person to contact
    • Last name of person to contact
    • Contact telephone number
  8. As you complete
    Part III ALE Member Information—Monthly
    , consider:
    Same Minimum Essential Coverage settings for all 12 months?
    Select to provide the same minimum essential coverage for all 12 months.
    Full-Time Employee Count for ALE Member (Calculated)
    The
    Calculate 1094-C Total and Full Time Employee Counts By Month
     task populates this column. Zeroes indicate that you haven't run the task.
    Security:
    Process: ACA Tax Filing 1094-C/1095-C (Run)
     in the Benefits functional area.
    Full-Time Employee Count for ALE Member (Override)
    The
    Calculate 1094-C Total and Full Time Employee Counts By Month
     task doesn’t affect the override values.
    Security:
    Process: ACA Tax Filing 1094-C/1095-C (Run)
     in the Benefits functional area.
    Total Employee Count for ALE Member (Calculated)
    The
    Calculate 1094-C Total and Full Time Employee Counts By Month
     task populates this column. Zeroes indicate that you haven't run the task.
    Security:
    Process: ACA Tax Filing 1094-C/1095-C (Run)
     in the Benefits functional area.
    Total Employee Count for ALE Member (Calculated)
    The
    Calculate 1094-C Total and Full Time Employee Counts By Month
     task doesn’t affect the override values.
    Security:
    Process: ACA Tax Filing 1094-C/1095-C (Run)
     in the Benefits functional area.
    (d) Aggregated Group Indicator
    For a
    Company
     in an ALE group, Workday populates this column based on the
    Create ACA ALE Group
     task configuration.
    ACA ALE Group(s)
    For a
    Company
     in an ALE group, Workday populates this column based on the
    Create ACA ALE Group
     task configuration.
    All 12 Months
    Select to display
    Yes
     for the
    All 12 Months
     column on the 1094-C form.