Generating and Maintaining ACA Period Records · and 1094/1095 processes. It’s a central place to organize the steps required by your organization and tracks when the steps are

Kentucky Department of Education Munis Guide

Payroll – ACA Period Records Updated: 12/4/2019

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Affordable Care Act - Generating and Maintaining ACA Period Records for 1095 Reporting in Munis Please send questions to: [email protected]

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CONTENTS Overview ....................................................................................................................................................... 3

New for 2019 Reporting – ACA Command Center ........................................................................................ 3

Step #1 -Mass Generate Initial ACA Period Records ................................................................................ 3

Step #2 - Generate ACA Standard Period Records ................................................................................... 5

Generate Standard Records for 2019 ....................................................................................................... 5

Generate ACA Period Records for 2020 .................................................................................................. 10

Generate ACA Period Records for 2021 .................................................................................................. 10

Step #3 - Mark “Coverage Offered” on Standard Period Records ......................................................... 11

Step #4 - Import “Coverage Offered” for Initial Period Records ............................................................ 14

Step #5 - Adjust ACA Period Records as Needed.................................................................................... 14

Scenario #1: Adjust Initial Period Records for FT employees as needed ................................................ 14

Scenario #2: PT/Substitute that becomes a Full-Time Employee ........................................................... 16

Scenario #3: Full-Time employee leaves employment and is rehired with Insurance Coverage ........... 18

Scenario #4 Full-Time employee leaves employment and is rehired as PT or Substitute ...................... 19

Scenario #5: Full-Time Employee that transfers into your school district .............................................. 20

Step #6 - Import Health Insurance Dependents ..................................................................................... 21

Employee Dependent Import ................................................................................................................. 22

Import Errors ....................................................................................................................................... 23

Review Dependent Records – CRUCIAL! ................................................................................................. 25

Step #7 - Importing Participant (Employee) Coverage Dates ................................................................. 25

How will it work? .................................................................................................................................... 25

Prerequisites ........................................................................................................................................... 25

Import Errors ....................................................................................................................................... 27

Import File Contents: .......................................................................................................................... 28

Step #8 - Generate 1095’s ...................................................................................................................... 29



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Overview This document is intended to provide Kentucky school districts with an explanation of the Affordable Care Act (ACA) Period Tracking functionality in Munis. Users that understand the Affordable Care Act pertaining to tracking and determining insurance eligibility will find tracking and reporting 1095’s in Munis much easier to understand.

For those districts that have not used Munis for ACA reporting in the prior year, the “Affordable Care Act- Munis Implementation Guide” is available by contacting the KDE Munis team via email ([email protected]).

New for 2019 Reporting – ACA Command Center The ACA Command Center is a program that tracks all possible steps to process ACA records and 1094/1095 processes. It’s a central place to organize the steps required by your organization and tracks when the steps are completed. The link to an overview document can be found in the next section and you can find the ACA Command Center by going to:

Human resources/ Payroll -> Payroll -> 1095-B/C Processing Detailed documents on ACA Reporting are available on Munis KnowledgeBase. Links to the documents are included below.

• Affordable Care Act Reporting - Generating and Maintaining 1095 Records • ACA Command Center Overview • Printing and Distributing 1095 Forms • Print Mailing Labels • Affordable Care Act Reporting – Electronic File

Please note this information presented is intended for general guidance. Legal counsel should be consulted to ensure compliance with all aspects of the ACA.

Step #1 -Mass Generate Initial ACA Period Records Initial ACA Period Records can automatically be created at the time the new employee’s Employee Master Record is entered in Munis. For those districts who are just implementing ACA tracking in Munis this year, a function is available to mass add Initial Period Records. It is also suggested for those districts that already implemented ACA in Munis to run a report to ensure all new hires have Initial Period Records.

If you currently do not have Initial Records for your new hires who started during the 2019 reporting year, you will want to run Generate Initial Period Records. From this program, you will be able to define a date range or specify a Date Type. This generate will use existing ACA Period Definition records for Type = Initial.

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Human Resources/Payroll > Payroll > 1095-B/C Processing> Affordable Care Act Setup > ACA Period Records

After selecting Generate Initial Records, the following screen appears. “Define” in the upper right will allow the definition of the criteria to use to generate records.

• Important! Select the appropriate Date Type utilized by your district (Hire Date, Original Hire Date, First Day of Service, etc.) so that records are only generated for employees who were newly hired during 2019 or after the standard definition measurement period that begins on October 3, 2018. If any Initial Period records are created for employees who were employed prior to

10/3/18 (standard measurement begin date), it may cause incorrect codes to be populated on the employee 1095-C form during the generation process. This could happen depending on what Date Type is utilized in the Period Definitions setup or Date Type selected during the period record generate process. The Initial Period Record may need to be deleted as the employee will have a Standard Period Record that will be created in the next step.

• Enter the Start Date and End Date (10/4/2018 to 12/31/2019)

For the purpose of 1095 reporting, each new employee hired in 2019 should have an Initial Period record. The date of 10/4/18 is used to capture all employees hired after the standard measurement period began.

The Date Type: Hire Date is used as an example only. Select the appropriate Date Type utilized by your district (Hire Date, Original Hire Date, First Day of Service, etc.).

The Include Inactive Employees box is marked so that a record is created for Full-Time employees that were hired in 2019 but are no longer with the district. This is required because generally, an ALE member must file Form 1095-C for each employee who was a full-time employee of the ALE for any month of the calendar year, including those employees who are now inactive.



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Generate Initial Records Field Generate Initial Records Description

Date Type This determines which employees to generate Initial records for by checking the specified date against the Start and End dates specified. Here are the options – they relate to dates on the “Dates” tab in the Employee Master.

Start and End Date An Initial Period record will be added for any employee whose date falls within this date range.

After completing the definition criteria and selecting “Execute”, if there are any period records to be created the system will perform a proof/post-process. First, it will produce a listing of the records to be generated (example of a report from 2017):

The program will then ask if you wish to post those records. If “Yes” is selected, the proofed records will be added to the system.

Step #2 - Generate ACA Standard Period Records Once setup is in place, you can generate standard period records for your employees. This process should be completed near the end of each standard measurement period to create new measurement period records for the next cycle. To generate records, use the Generate Standard Records option in the Menu group in the ACA Period Records program. Any employee that was active on or before October 3, 2017, should have a standard period record for the standard measurement period for 2019 reporting.

Generate Standard Records for 2019 Standard Records for 2019 reporting should have been created previously. If this step has been completed, the step may be skipped. If not yet created, please proceed with the following step. If you



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are not sure if Standard records were generated, select Search and search for Period Group Type “Standard” and Stability Period (01/01/2019 to 12/31/2019).

• Select Generate Standard Records to create a set of Standard Period Records with 2019 stability dates. Enter 2017 as the Year for highest priority group as the tracking period began in October 2017. This step assumes no records were generated previously for the reporting year’s stability period (01/01/2019 to 12/31/2019).

• Enter the Date Type used by your district; in this example we used Hire Date • Latest Date: 12/31/2019. This is more important for Fiscal Year enrollment sites than Calendar

Year Enrollment sites (Kentucky is calendar year). The Date Type, and Latest Date field will act as a limiter on which employees have Standard Period ACA records created.

• Enter “1” for Cycle • Mark “Include Inactive Employees” in order to create records for those employees who are now

inactive, however, were employed and were either offered or had insurance during the 2019 calendar year.

• Inactive after this date: Enter 12/31/2018. Employees inactive after 12/31/18 will not have a period record created.

• Leave ACA Group Code blank to generate for all employees • Select Execute.

Once the generate process is completed, all employees who were employed on or before the start of the measurement period should have a Standard Measurement Period record with the below information.

• Measurement/Wait: Start: 10/3/17 End: 10/2/18 • Administrative: Start: 10/3/18 End 12/31/18 • Stability: Start: 1/1/19 End 12/31/19

When you click Execute to initiate the Generate process, the program creates a report listing what records will be created.

If there were any errors during the generation process, the program provides an option to create an output file of the errors. Common errors include:

• No ACA group for Group/BU in Employee Master • No Status information found for ACA Group/Personnel Status combination



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• Record(s) already exist for this employee/group/period

When any errors are corrected and the reports have been reviewed, use the Post Records option to save and post generated records.

Selecting Yes creates the period records indicated in the proof. After records are generated, users can view and edit them in the ACA Period Records program.

If the generate is unable to build an ACA Period Record for an employee due to overlapping dates, a prompt will be provided.

Depending on the option you choose, the system will handle this situation differently. Understanding the ACA requirement for tracking initial and standard periods will better equip users to determine what option should be selected. This will vary by district and employee record.

For employee 46, we choose item 4 - we will Add the Standard Record and Remove the Initial Record noted in the prompt. When the run is complete, and we post the records (and the other changes), we do an open search of employee 46 and find only the Standard period record:



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For Employee 9, we choose item 1 - we keep the calculated Standard period record dates the same and adjust the "Stability" period on the Initial period record. Note that the records are now what we expect - since the Initial period "Stability" End Date (shown above) is within the Standard period "Stability" date range, but the Start Date is not, the Initial period record "Stability" End Date is shifted to just before the Standard period "Stability" start date:



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For employee 6, we do the inverse - keep the Initial period the same, adjust the Standard period record (option 2). Again, this produces the result we expected - the "Stability" Start Date gets shifted to past the end of the Initial period record's "Stability" End Date:

Lastly, for employee 44, we try option 1 again, to adjust the Initial period record. However, because the "Stability" dates in that Initial period record (3/1/2018 to 6/30/2018) are completely "inside" the Standard period "Stability" dates, we can't know which way to adjust the Initial period record. We end up not adding the Standard period record because of this ambiguity, and inform the user on that basis:

Following this, if there are any other errors you will get this prompt. The errors in the report exist for different reasons, for example, it could be because their Employee Master Group/BU is not linked to an ACA Group Code. If the listed employees should not have an ACA Period Record generated, you can ignore the errors. If some of the employees should have records generated, you will want to cancel the process and adjust your setup as needed.



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Generate ACA Period Records for 2020 Standard Records for 2020 reporting should have been created in a previous year. If this step has been completed, the step may be skipped. If not yet created, please proceed with the following step. If you are not sure if Standard records were generated, select Search and search for Period Group Type “Standard” and Stability Period “01/01/2020 to 12/31/2020).

• Select Generate Standard Records and enter 2018 in the Year for highest priority period group field. This is important to do now as tracking for 2020 insurance started in October 2018 and it will simplify reporting the following year. You can wait until after the 1095’s are reported to complete this step, however, it is important to run the process as close to the October 3rd measurement period begin date as possible to capture active employees as of that date.

• Enter the Date Type used by your district; in this example, we used Hire Date • Latest Date: 12/31/2019 • Enter “1” for Cycle • Do NOT Mark “Include Inactive Employees” • Leave ACA Group Code blank to generate for all employees



Generate ACA Period Records for 2021 • Create standard records for calendar year 2021 by entering 2019 in the Year field. This is

important to do now as tracking for 2021 insurance starts in October 2019 and it will simplify reporting the following year. It is important to run the process as close to the October 3rd measurement period begin date as possible.

• Enter the Date Type used by your district, in this example, we used Hire Date. • Latest Date: 12/31/2019



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• Enter “1” for Cycle • Do NOT Mark “Include Inactive Employees”. • Leave ACA Group Code blank to generate for all employees



If errors are found after the record generation, use the Mass Delete option to delete a defined group of ACA period records. Once you have defined the records to delete and select Mass Delete, the program provides a confirmation message. If you confirm the delete, the program deletes all ACA period records in the current active set.

From the ACA Period Records program, there are multiple reporting options; use the Print, Text File, PDF, and Preview options in the Output group of the ribbon to print, view, or save the report. You can also use the Excel option in the Office group of the ribbon to export the records to Microsoft Excel.

Part of 1095 reporting is the indication if insurance was offered to Full Time Employees. Munis has a tool that allows users to export and import information back into ACA Period Records. All Full-Time employees, or any other employee that was offered insurance in 2019, will need to have the “Coverage Offered” box marked on their ACA Period Record whether they elected insurance coverage or not. This is best accomplished by finding on different fields on the ACA period record and exporting/importing back into Munis the coverage offered flag.

Step #3 - Mark “Coverage Offered” on Standard Period Records An offer of coverage to full-time employees must be reported on 1095-C’s. In order to report the offer of coverage, all FT employees (assuming coverage was offered) need to have the Coverage Offer flag marked. While there is an option to "set coverage offered" when importing the Participant file in step



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#7, that process will not mark the coverage offered flag for full-time employees that declined health insurance, therefore this step is required.

1. Select Search and find on: a. Period Group Type: Standard b. Full Time: Yes c. Stability Period: 01/01/2019 to 12/31/2019

2. Select the Excel output button on the menu bar and then select “Export Period Record Information to Excel”.

3. Deselect the SSN field as it is not needed to export and import into Munis as long as the Employee Number is available.

4. An Excel workbook will open on your computer. Save the file locally to your computer as

changes need to be made and uploaded to Munis.



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5. Update the Coverage Offered cells to “Y”. Copy and Paste to all cells below. However, if an

employee on the Excel spreadsheet was not offered insurance, the Coverage Offered field should remain “N”.

6. Save and close the Excel file.

7. In Munis, select Import from the menu bar (under the More drop-down menu) and then select “Import Period Record Information”.

8. Select Define, select the import file by navigating to the file on your computer. Note, after selecting the file, the import file name will automatically change to a temporary file name used by the system to upload the file. No action to change the file name is required.

9. Select Import. The program will allow users to review the changes before importing. Select Yes to post.

10. Review the employee’s ACA Period Record to ensure the “Coverage Offered” flag was marked.

11. To protect employees’ Personally Identifiable Information (PII), the Excel file should be deleted from your computer and the Recycle Bin emptied.



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Step #4 - Import “Coverage Offered” for Initial Period Records Initial period records are created based on the date a new employee is hired. Because the hire date varies on new employees, the Admin and Stability date ranges on the ACA period record will vary. The records that have a stability period that falls anywhere within calendar year 2018+ may need to be modified to indicate coverage was offered to full-time employees.

1. Select Search and find on: a. Period Group Type: Initial b. Full Time: Yes c. Stability Period: >01/31/2018 to blank.

i. This will return all Initial and FT records in which the stability period falls during any month during the 2019 calendar year. Note, there will likely be some employees exported that already have the Coverage Offered flag marked (Yes) from the prior year. The Coverage Offered Flag should remain as Y for Yes.

2. Mark these records as “Coverage Offered” by repeating the steps listed in the prior section of this document starting at step #2.

Step #5 - Adjust ACA Period Records as Needed Administrative and Stability Dates on the ACA Period Record determine what codes are generated on the employee’s 1095-C record. Adjustments may be made to either the period record so that the correct codes are generated on the 1095 form or the individual 1095’s may be manually corrected. Below are a few common scenarios. Note, there may be different variables per district and employee. Users may also elect to manually fix or change the employee’s 1095-C after the forms are generated.

Scenario #1: Adjust Initial Period Records for FT employees as needed Employees that have Initial Period Records with stability dates that span both 2018 and 2019 may need to be adjusted. For instance, the following employee had coverage last year (2018) and has an Initial Period Record with stability dates that span 7/1/2018 to 6/30/2019. Depending on the selections made for adjusting records when creating Standard Period records, you may not have a record with stability dates that span all of 2019.



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The employee had insurance for all of 2019. If the Initial Period Record is not adjusted, when importing the coverage dates the file import will limit the last day of coverage to mirror the end of the stability period date on the Initial Period Record (6/30/19). If changes are not made to the Stability Dates on the Initial Period Record it will cause the 1095-C to report incorrectly.

Either manually adjust the Period Record or you can manually adjust 1095-C forms. Note, users comfortable using the export/import feature may also use Excel to make changes to the stability end date on the Initial Record.

1. Option #1: Select Search and find on: a. Period Group Type: Initial b. Full Time: Yes c. Stability Period: >01/01/2018 to <11/30/2019. d. Update the Stability End Period date to 12/31/19 (assuming the employees listed are

still full time). e. Users may elect to use the Export/Import feature to update the stability end date.

2. Option #2: Add a Standard Period Record

a. Period Group Type: Standard b. Full Time: Yes c. Stability Period: 01/01/2019 to 12/31/2019 d. Mark “Coverage Offered” box

Example Employee:

Records will need to be reviewed, and if the employee is still active and FT, the Stability End Date will be adjusted to reflect 12/31/2019.



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Scenario #2: PT/Substitute that becomes a Full-Time Employee Employees who were employed in a position other than Full Time (substitute or PT), switched to Full Time during the calendar year and therefore were offered insurance may require two period records. The employee would already have a Standard Period record that must be edited, and an additional Standard Period record is required.

If the employee is still in the initial measurement period (no standard period record) users may elect to update the initial period record instead to reflect the appropriate Administrative and Stability dates. Users also always can change the codes manually on the 1095-C forms in Munis to ensure correct reporting to the IRS.

This scenario assumes the Hire date from the substitute position in Munis remains on the Employee Master and was not updated to reflect the new position. Munis offers flexibility in what employment dates are used in the ACA Period Definitions and in the 1095-C Generate process. Because of this and how your district manages employment dates on the employee master, your results may differ. Users can change the codes manually on the 1095-C forms in Munis to ensure correct reporting to the IRS.

As seen in the examples below, a longtime employee who was a variable hour employee (Substitute) needs an ACA Period Record with the following items set:

• Period Group Type: Standard Record • Full Time: Undetermined • Variable Marked

This indicates the employee was hired before 1/1/19 but was not eligible for insurance and no offer of coverage is marked.

The employee switched to a Full-Time position on 8/25/19. An Initial Period Record may be entered to show the status change and health insurance coverage. Remember, the Administrative and Stability Dates drive what codes the IRS requires on the 1095-C forms.

As seen in the next example, once a variable status employee becomes a full-time employee an additional ACA Period Record may be required with the following items set:

• Period Group Type: Initial



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• Full Time: Yes • Coverage Offered Flag Set • Administrative Period Dates entered • Stability Period Dates entered

After the 1095 is generated the proper codes are reported. Manual changes may be made to the 1095 for proper reporting if needed.

• Jan–July: 1H & 2B • Aug-Sep (Admin Period): 1H & 2D • Oct-Dec (Coverage): 1A & 2C Note: Records are produced based on a number of settings in each district’s Munis system and

results may differ. Since districts manage employee hire and end dates on the employee master differently, results may vary. The 1095 codes are based on, at the minimum, the following items: • Period Record Type: Initial or Standard • Dates on the ACA Period record:

o Measurement Period o Administrative Period o Stability Period

• Employment Dates Start and End Indicator used in the 1095-C generate process • Dates listed on the Employee Master record



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Scenario #3: Full-Time employee leaves employment and is rehired with Insurance Coverage

Break in service: Less than 26 weeks for educational organization Under the look-back measurement rules, where an employee has a break with no hours of service and that break in service is less than 26 weeks, the employee must be treated as an ongoing employee when they resume work during the stability period. If that rule causes the employee to return as ACA-FT and they had health coverage before the break in service (or would have had an opportunity to elect coverage during the break in service, e.g. due to open enrollment), then the employee must be given the opportunity to enroll in coverage no later than the first day of the calendar month following their resumption of service if the employer wants to ensure it avoids a “play or pay” penalty.

More information on break in service rules can be found on page 13 of the “Affordable Care Act – Implementation Guide for Kentucky School Districts” on the KDE website.

Note, this only must be done to records for those employees who return. No action is required for employees who leave if their termination date is entered on the employee master.

In this example, a full-time employee leaves the district on 3/19/19 with insurance ending the end of the month. The Stability Period End Date on the Standard record should be updated to the employee’s health insurance term date.

The employee returned to the district on 8/15/19 with less than a 26-week break and was hired as full-time employee. Assuming the employee was given the opportunity to enroll in coverage no later than the first day of the calendar month following their resumption of service, an additional ACA Period Record is required with the following items set.

• Period Group Type: Initial • Full Time: Yes • Coverage Offered Flag Set • Administrative Period Dates entered

http://education.ky.gov/districts/FinRept/Pages/Health-and-Life-Insurance-Benefits-and-Flexible-Spending-Accounts.aspx




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• Stability Period Dates entered

This scenario assumes the Hire date from the original position in Munis remains on the Employee Master and was not updated to reflect the new position. Munis offers flexibility in what employment dates are used in the ACA Period Definitions and on the 1095-C generation. Because of this and how your district manages employment dates on the employee master your results may not be the same. Users can change the codes manually on the 1095-C forms in Munis to ensure correct reporting to the IRS.

After the 1095 is generated the proper codes are reported. Users also can change the codes manually on the 1095-C forms in Munis to ensure correct reporting to the IRS. If you have difficulty achieving the same results it is suggested to manually fix the 1095-C because it can be done quickly and easily.

• Jan – March (Coverage): 1A & 2C • April – July: 1H & 2B • August (Admin Period): 1H & 2D • Sep-Dec (Coverage): 1A & 2C

Scenario #4 Full-Time employee leaves employment and is rehired as PT or Substitute

Break in service: Less than 26 weeks for an educational organization Under the look-back measurement rules, where an employee has a break with no hours of service and that break in service is less than 26 weeks, the employee must be treated as an ongoing employee when they resume work during the stability period. If that rule causes the employee to return as ACA-FT and they had health coverage before the break in service (or would have had an opportunity to elect coverage during the break in service, e.g. due to open enrollment), then the employee must be given the opportunity to enroll in coverage no later than the first day of the calendar month following their resumption of service if the employer wants to ensure it avoids a “play or pay” penalty.



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More information on break in service rules can be found on page 13 of the “Affordable Care Act – Implementation Guide for Kentucky School Districts” on the KDE website.

If the employee was not given the opportunity to enroll in coverage no later than the first day of the calendar month following their resumption of service, a decision can be made by the district on how to report. The Administrative period may need to reflect that of a new employee rather than an employee with less than a 26-week break in service.

If the employee was rehired as a substitute or part-time, the second ACA period record would be set up as an Initial Record, however, as an Undetermined, Variable Hour employee with the appropriate Measurement, Administrative, and Stability period entered that correspond to the employee’s rehire date. If the employee was in a stability period when they left employment and a break of 26 weeks has not passed, the employee may be eligible for insurance after rehiring. If insurance wasn’t offered, a determination needs to be made by the district on how to report the employee on the 1095-C.

Scenario #5: Full-Time Employee that transfers into your school district Employees that transfer into your district who already have health insurance are not treated the same as a new full-time employee regarding the Administration Period. A new employee typically has a waiting period before insurance starts; however, a transfer has coverage already and it is just a matter of when the employee is transferred to your district’s health insurance billing. Because the Admin and Stability date ranges vary from a traditional new employee, the ACA period record that was automatically created will need the Administration Period (if applicable) and Stability Period modified to reflect individual transfer employee circumstances.

For example, if an employee transfers into the receiving district there may not be a waiting period. Example: employee A was hired 8/15/19 (when the contract was given), and the insurance with the sending district went through the end of August, then picked up at the receiving district on 8/15/19 with no lapse in coverage with insurance starting on 9/1/19 with the receiving district. This would have to be manually addressed either on the period record reflecting a shorter admin period or on the 1095 record. The 1095-C would reflect a one month waiting period, then 1A and 2C beginning in September instead of October. Again, this is only an example and each situation may be different and vary by employee.





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• Jan – July: 1H & 2A • August (Admin Period): 1H & 2D • Sep-Dec (Coverage): 1A & 2C

Step #6 - Import Health Insurance Dependents The KY Dept. of Employee Insurance (DEI) provides employee dependent and participant information to assist in Kentucky school districts with ACA reporting. DEI will create a file of dependent coverage dates that is expected approximately January 7, 2020. Information on the exact delivery date will be communicated via email. Each district will receive an import file that is saved to the spool directory. The file is named 20xxACADep###-000#.txt where xx is the reporting year and ### is the district’s KHRIS number and # is the file iteration.

Download the ACA Dependent file to your computer using the File Transfer program.

If you do not have access to either program or are unable to locate the file in your spool directory, please contact your Munis system administrator (typically the finance officer) as your Munis System Role information, Spool file maintenance setting may be set to Personal access only.

Select Download from the spool directory.



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Find the appropriate year’s files (*2019ACA*) using the search or filter option located at the bottom of the screen. An example from 2015 follows.

Double-click on the file and save it to your computer. Continue with the instructions that follow to import the file.

Employee Dependent Import More information can be found via a document found on the Munis KnowledgeBase: Employee Dependents and Employee Beneficiaries Import.

Human Resources/Payroll ► Human Resources ► Benefits Administration ►Employee Dependents

1. Select Import. 2. Select Define. 3. On the Import File, select the downloaded file by selecting the file picker and navigating to the

file on your computer. Note, after selecting the file, the import file name will automatically change to a temporary file name used by the system to upload the file. No action to change the file name is required.

4. Select ACA DEP– Dependent Import for ACA from the drop-down box for the Form. 5. Enter a comma (,) for the Delimiter.

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6. For the Update Option, select “Always Add As New Dependents”.

7. Select Output-Post and select to Display or Save the report. 8. After reviewing the report select Yes to import the dependent records.

9. To protect employees’ Personally Identifiable Information (PII), the downloaded file should be deleted from your computer and the Recycle Bin emptied.

Import Errors During the import process, users may receive an Input File Errors notice.

1. Select Yes and Display or Print the report.



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2. In this example, the following error report states that no employee with SSN (Field Data) 123-99-9999 exists in the district’s Munis system, however, this is the SSN on file with KHRIS. Either Munis or KHRIS has the wrong SSN number on file.

Users will need to research to determine the valid SSN and if needed add the dependent manually. Users can download the file and review the names of the dependent for more information.

In this example, lines 1, 2, and 3 are referenced in the error report below. Using a text editor or Excel, users can search for the invalid SSN in the file or lookup by line number.

An example of a text editor program is Notepad which is a standard Windows program or Notepad++ https://notepad-plus-plus.org/ which is a free Notepad replacement. Please contact your IT department before choosing to install.

Error report:

An example of a file supplied by DEI is seen below using Notepad++. Notepad++ will display the line number referenced in the error report making it easier to identify any errors.

The file is laid out in the following format:

Employee SSN, Dependent Last Name, Dependent First Name, Dependent SSN, Dependent DOB, Coverage Start Date, Coverage End Date

3. After determining what caused the error and corrections are made, users can manually Add the dependent record to the Employee Dependent program. Under no circumstances should users import the file again unless you have reviewed all records and updated any record that contains SSN 999-99-9999 (next step).

4. To protect employees’ Personally Identifiable Information (PII), the downloaded file should be deleted from your computer and the Recycle Bin emptied.

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Review Dependent Records – CRUCIAL! 1. Select Search and find for any dependent with an SSN of 999-99-9999 by entering 999-99-9999

in the SSN field as seen in the following screenshot.

2. The IRS requires that all dependents have a valid SSN number reported and if not available the

Date of Birth should be supplied in its place. Print a report showing all the dependents with a 999-99-9999 social security number.

The IRS requires that effort be made by the employer to contact the employee to request the SSN. The SSN should be updated in the KHRIS system and within the Employee Dependent record in Munis.

3. Update all records that have a 999-99-9999 SSN with either a valid SSN or delete 999-99-999 from the SSN field and save.

Step #7 - Importing Participant (Employee) Coverage Dates The KY Dept. of Employee Insurance (DEI) provides employee dependent and participant information to assist in Kentucky school districts with ACA reporting.

How will it work? - DEI will create a file of employee coverage dates that is expected approximately January 7,

2020. Information on the exact delivery date will be communicated via email. - KDE & Tyler will take the participant file, break it into individual Excel formatted district files and

place it to the Spool folder of your Live environment. - Districts will download the file to a workstation for use during import. - Districts will use the Import button in the ACA Period Records program to import the coverage

dates for participants.

Prerequisites Before importing employee coverage dates be sure:

- Generated both Standard and Initial Period records

Each district received an import file that is saved to the spool directory. The file is named 20XXACAEMP###-000#.txt where xx is the reporting year and ### is the district’s KHRIS number and # is the file iteration.



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Download this file to your computer using the File Transfer program. If you do not have access to either program or are unable to locate the file in your spool directory, please contact your Munis system administrator (typically the Finance Officer) as your Munis System Role information, Spool file maintenance may be set to Personal access only.

Find the appropriate year’s files (*ACA*) files using the filter option located at the bottom of the screen. An example from 2015 follows.

Double-click on the file and save it to your computer. Continue with the instructions that follow to import the file.

The downloaded file is in an Excel format (xlsx) and must be in this format order to import into Munis.

1. In the ACA Period Records program, from the ribbon select More and the Import button. 2. Select the radio button for “Import Employee Coverage Dates”.



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3. Click the Define button, this places the cursor in the Path box. 4. Click the File Finder icon on the far right of the box to locate the file on your workstation.

5. Locate and select the 20XXEMPACA###-000#.xlsx file (where xx is the reporting year and ### is the district’s KHRIS number and # is the file iteration). Notice the name of the file in the Path box will be different than the name of the file you selected.

6. Click the Import button and you are prompted to print/display the posting report. Please review this report as it contains both records to import and errors - records that cannot be imported. Although the file may be imported with the errors left off, KDE suggests resolving any issues before clicking Yes to import.

7. To protect employees ‘Personally Identifiable Information (PII), the downloaded file should be deleted from your computer and the Recycle Bin emptied once all errors have been resolved.

Import Errors Any import errors will display at the end of the report stating which line of the Excel file did not import.



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1. Open the Excel file and view the row which is the line number on the left side of the Excel sheet. 2. Search the SSN found on the row in Employee Inquiry to verify the employee belongs to your

district. 3. Create an ACA period record for the missing employee if needed. This may be done either

manually or generating Standard Records or Initial Records again to create the missing ACA period record.

4. Either update the coverage dates manually on the ACA period record or import the coverage dates again.

Import File Contents: The Import file contains 3 columns of information:

• Participant/Employee SSN • Starting Coverage Date • Ending Coverage Date

Employees that started and stopped coverage more than once during the year will have multiple coverage date records imported.



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Step #8 - Generate 1095’s Once all the proceeding steps have been completed users can begin generating 1095’s forms. A separate guide is available titled ACA- 1095 Generate (2019 Reporting) to assist with that process.

You must import dependent and employee health insurance coverage into Munis (steps 6 and 7) before proceeding with the creation of the 1095’s.

Documents

Generating and Maintaining ACA Period Records · and 1094/1095 processes. It’s a central place to organize the steps required by your organization and tracks when the steps are