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RPCBENUS_ACA_PERSON - Collect Data for Employees

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Purpose

You use this report to extract master data and benefits information for selected employees and store it in the database tables for Affordable Care Act (ACA). The data stored in these database tables is used to fill the Forms 1095-B and 1095-C in accordance with the requirements of the Internal Revenue Service (IRS).

Integration

Prerequisites

• You have made the Customizing settings in Customizing for Personnel Management under Benefits -> Plans -> Health Plans -> Affordable Care Act.

• You have made the settings in Customizing for Personnel Management, under Benefits -> Plans -> Health Plans -> Assign Health Plan Attributes.

• You have made the settings in Customizing for Personnel Management, under Personnel Management -> Benefits -> Plans -> Health Plans -> Define Cost Rules.

• You have made the settings in Customizing for or Personnel Management, under Personnel Management -> Benefits -> COBRA -> Define Notification and Payment Intervals (for COBRA offers).

• You have maintained data for the selected employees in the following infotypes:

• 0000 Actions

• 0001 Organizational Assignment

• 0007 Planned Working Time

• 0008 Basic Pay

• 0167 Health Plans

• 0171 General Benefits Information

• 0211 COBRA-Qualified Beneficiary

• 0212 COBRA Health Plans

• You have provided the following authorization to the user responsible for this report execution:

• Default HR reporting and HR authorization objects (such as P_ABAP, P_ORGIN) for the infotypes mentioned above

• Authorization object P_PCLX with read and write authorization for country-specific payroll cluster RU (authorization object P_PCLX controls the access to ACA tables)

Features

Selection

On the Selection Criteria group box, the following fields are displayed:

• Person ID

• Personnel number

• Employee group

• Employee subgroup

• Work contract

On the Run Type group box, one of the following options should be chosen:

• Original:By choosing this option, an original execution will be processed. That means, a new execution will be triggered to process new employee's forms that were not previously reported.

• In case you execute this option (Original) with all optional fields left blank (with the exception of the Reporting Periodfield), the system will extract and store the data for all employees available in all ALEs.

Note:With this option selected, the ReceiptID, SubmissionID, and RecordID will not be available for input.

• Replacement:This option is used if you have previously generated original forms and files, but one or multiple XMLs have been submitted and rejected by the IRS. Then, this option is used to refile the same information as in the original run with the error that is being corrected in the replacement file. In order to update your employee's data, the whole replacement file should be submitted.

• Correction: Report Changed Employees:This option is used in case you have changes in employee's data and for this reason you need to trigger a correction run for the required employees. This option only processes the employees who have been identified with errors that should be updated accordingly.

Note 1: In case you perform a correction run by selecting this radio button and the employee still does not have an original run it will be rejected from processing. Beyond that, make sure you have entered the correct employees and their Personnel Numbers, respectively.

Note 2:It is recommended to enter Personnel Numbers individually listed in the Select Single Values option instead of Select Ranges option. With the Select Single Values option, the output log for the given processed employees guarantees a complete employee's log generated by this report.

• Correction: Report All Employees:This option is used in case you have changes in employee's data and for this reason you need to trigger a correction run for these employees.

Note:Through this option, at the end of execution, the report will process all employees' forms, including those who do not require or do not have any existing corrections to be processed.

On the General Program Control group box, the following fields are displayed:

• Test mode:If the execution is a test run, choose Test Mode and data in the database will not be updated during execution. The general workflow process ends. You use test mode to check for and correct any employee master data errors before the productive run. If the execution is a productive run, deselect Test Modeand the database tables will be updated accordingly so that you can proceed to the next workflow step in the Collect Data for ALEs(HRBENUS_ACA_ALE) report.

• Show Employee Details:Through this option at the end of extraction execution, you will have access to all collected information and to a preliminary version of employee's form. At this point, no ALE information is available; therefore, the corresponding fields are expected to be blank.

On the Correction/Replacement Rungroup box, the following fields are displayed:

• ReceiptID: Indicates a unique receipt identifier provided by the IRS.

Note:When running this report with the Replacement option selected, it is required that you enter the Receipt ID which contains the files with Rejected or Accepted with Errors status to be submitted for correction to the IRS.

This Receipt ID should be informed in order to import employee's data to identify the previous transmissions that contain records to be replaced.

• SubmissionID: Indicates a submission identifier provided by the IRS. It identifies a 1094 node within one XML file.

• RecordID: Indicates a record identifier provided by the IRS. It identifies a 1095 node within one SubmissionID.

On the ALV Layout group box, the following field is presented:

• Employee Details

To choose additional selection fields, proceed as follows:

1. Choose Selection Fields.
2. To select individual fields, select field option and choose Select.
3. To select all fields, choose Select all.
4. Choose Continue.

Standard Variants

Output

When you execute the report, it collects employee data based on your selection and stores it in the database. In the output of the report, you can check the messages generated during processing.

To collect the relevant employee data, the report performs the following steps:

1. From the Personnel Area and Personnel Subarea of the Organizational Assignment infotype (0001) data, the program derives the tax company information and based on that, it finds the reporting and transmitting ALE using the UBARA (Reporting Applicable Large Employer) and UBATA (Transmitting Applicable Large Employer) features.
2. After determining the employee's reporting ALE, the system uses it to import the tax company configuration defined in the Configure ALE Data for Reporting Customizing activity (view V_T77PAYUS_TXCMP).
3. After that, the system reads the features UBAIC (ACA Individual Classification) and UBABC (ACA B/C Form Generation). Both features need to have a valid return value for the employee, otherwise the employee will be rejected, that is, no data will be stored in the ACA database for the employee.
4. If both features have been configured correctly, and the employee is not classified as Skipped or Excluded, the system then reads the override features:

• UBAEO: ACA Offer of Coverage Override

• UBAES: ACA Employee Share Override

• UBAAS: ACA Applicable Section 4980H Override

1. In case the selection period is greater than a month, the system splits the employee information in a monthly basis. For instance, in the Reporting Period field on the selection screen, you selected Current Yearand entered an employee who was terminated on June 15 of the selected year. To determine input values for features, the system reads the Infotypes 0000, 0001, 0007, 0008 and 0171 by each split found on the mentioned infotypes for the selected employee. Then it reads the features UBAIC (ACA Individual Classification), UBABC (ACA B/C Form Generation), UBAEO (ACA Offer of Coverage Override), UBAES (ACA Employee Share Override) and UBAAS (ACA Applicable Section 4980H Override). In this example scenario, the employee only had a change in the master data due to termination on June 15. Since the information is split by month, this means that we will have the same information from January until June, and another information on from June until December. Also, since the termination happened in the middle of June, for that specific month, we would have two calls to the feature for that month. To address this scenario the system uses a priority logic to define which output should be shown for the entire month.

If the form 1095-B is generated, then the general workflow process ends. For form 1095-C, only the values for lines 14, 15, 16 and 17 are not filled yet. With the master data and features information grouped by month, the system is able to calculate these values.

Activities

Once the report has completed processing the employee data, you can check the data saved in the database in the Check Results and Set Data for Submission to IRS (RPCBENUS_ACA_EVAL) report.

To print the forms, you must also collect data for the ALEs using the Collect Data for ALEs (RPCBENUS_ACA_ALE) report.

For printing, you use the Print Forms 1095-B and 1095-C (RPCBENUS_ACA_PERSON_PRINT) and Print Forms 1094-B and 1094-C (RPCBENUS_ACA_ALE_PRINT) reports.

Example

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