Affordable Care Act Reporting in Dynamics GP

Phase 1: Determine Eligibility, Begin Tracking

Phase 2: Reporting, Employees & IRS

 

Phase 1

Phase 1 was included in the 2014 Year-End Update

  • Track changes to records in place
    • Includes table/column changes for automatic AVA tracking in calendar year 2015
  • Included in Microsoft Dynamics GP 2013 and higher
    • No tracking available for Microsoft Dynamics GP 2010
  • Need to use Human Resources Management even if you only owned Payroll previously
    • GP PR customers own and should have the HR module installed with GP2013 +

What must you do to begin tracking?

  • Install the 2014 Year-End Update / GP2015 Jan hotfix
  • Make sure Human Resource is installed
  • Install Human Resources and Payroll Suite to utilize Deductions in Arrears (DIA)
    • Deductions in Arrears allows you to track uncollected deductions to ensure they are recovered in a future pay run.
  • Reconcile your Benefits from PR to HR
  • Enter your dependents and ACA information
    • Dependent info required only for self-insured plans

Look back period

  • Time clock information
  • UPR30300 detail by check, employee, code, year
  • UPR30301 summary by month
  • Employee Pay History report

Exchange

  • Extra Field
  • Secondary Status
  • Additional information

Benefit Master and Setup (HR)

  • BE010130
  • BE020230

Benefit History Tracking

  • HR_Benefit_History_2 (HR2BEN10)
  • HR_Benefit_Life_Hist (HR24BE17)
  • HR_Benefit_Retire_Hist (HR2BEN39)
  • HR_Benefit_Tiers_MSTR_Hist (HR2BEN40)

Phase 2

Who has to file?

All Applicable Large Employers (ALE members). ALE members are employers that employ 50 or more full-time employees on average. (A full-time employee is anyone who works more than 30 hours a week or more than 130 hours per month.)

When do employers need to file?

  • Due to employees by February 1 for 2016.
  • There is a waiver for employees with 50-99 employees for 2015. You MUST file 1094-C and sign the workforce was not decreased. (2016 = no waiver).
  • File by February 28 (And by March 31 if electronic).

If you have more than 250 employees, you must file electronically. GP will not file electronically (Would need a 3rd party such as Greenshades or Integrity Data Sypnio).

The IRS penalty for non-filing of mandated reporting has gone up to $500 per required return. Yes, this applies to ACA returns due Q1 2016: the much-talked-about Form 1095-C for employees and its transmittal, Form 1094-C.

E-filing of Form 1094-C (the transmittal of Form 1095-C) is required for submissions of 250 or more. E-filing functionality is not available in the ACA changes to Dynamics GP 2013 and GP 2015.

To be ACA compliant, entities that are commonly controlled or affiliated must consolidate reporting on Form 1094-C. With ACA changes to Dynamics GP 2013 and GP 2015, you can print Form 1094-C from employee records on a single database, but not from records on multiple databases. NOTE: this may mean employers using MEM with payroll.

GP: What needs to be set up? What is available to print?

  • Add ACA details to Health Insurance Enrollment for each employee:

 

NOTE: If employer has 250 or more FT employees, then one of the ISV products to be identified later in the session would be required for electronic filing. Data is not then pulled from this window in that case.

  • ACA Offer of Coverage available code options include:

  • Safe Harbor available code options include (regulations provide for three separate “safe harbor” methods that may be used by large employers to determine affordability):

  • Add Employee Dependent details for each employee (Dependents required only on self-insured plans):

  •  Prior to printing forms, you can edit the details as required:

  •  Print the 1095-C Navigation: Microsoft Dynamics GP >> Tools >> Routines >> Print W-2:

  • Forms Added/Updated within GP
    • Print W-2 (UPR_Year_End_Wage_Forms_Printing) 
    • Edit W-2 (UPR_Year_End_Editing_W2)  
  • Reports Added/Updated within GP
    • 1094-C Transmittal of Employer Health Ins
    • 1095-C Employer-Provided Health Insurance

Additional Resources Available to You

Making the Most of Your GP Upgrade (Part 2)

Businesswoman Talking to Colleagues in Meeting

This is a two part series of blog posts that address the questions of:

  1. Why Upgrade
  2. How to make the upgrade process most successful and least stressful

So, how do you make the upgrade process most successful and least stressful? Hopefully you saw part #1 of this blog series: Why Upgrade? 

Now it is time to develop a strong plan.  This is where an experienced GP Partner can be especially helpful. InterDyn BMI is ready to assist!

  1. Review compatibility of every application and system that GP either runs on or interacts with:
    1. Server Operating System
    2. Workstation Operating System
    3. SQL Server Version
    4. 3rd Party Versions
    5. Peripheral Software Versions
    6. Customizations
  2. Define your infrastructure choices/decisions. What platform have you chosen and will there be a migration path to a new solution required?  Also consider the various deployment options available to you.
    1. On Premise – Physical or Virtual
    2. Hosted and/or Cloud – Offsite, no server hardware required on premise
    3. Managed Services – InterDyn offers IT managed services in an array of formats to help relieve or supplement your existing IT resources.

Regardless of your choice in this area, InterDyn will work closely with your IT team to come up with a plan for how to move forward with your chosen solution.

  1. Define which new features and functionality are to be deployed within the new version, and schedule training where appropriate to ensure your organization is well positioned to maximize the use of the new capabilities.
  2. Review the detailed list of all of your reporting requirements made in the ‘Why Upgrade’ steps. Some requirements may dictate the use of new technologies available like SSRS, Excel Refreshable reports, or possibly additional third party software.  Have all requirements been addressed?
  3. Business process efficiencies. Determine where you can leverage new functionality to replace time consuming manual or repetitive tasks.  Consider what tasks take what you consider ‘too much time’ that InterDyn can help find you options for?

Take action….incorporate a Test upgrade.  This test process provides you and your organization the opportunity to walk through the upgrade process and learn the impacts at a time when you have more flexibility.  You will then be able to process your company specific transactions and scenarios in the upgraded test system to learn what the difference might be and address any questions or concerns within the new platform, all without disrupting your business.

The TEST upgrade process will result in you having reliable information including:

  1. The amount of time needed for the actual live upgrade, beginning to end
    1. Time it takes to download software
    2. Ensure operability of registration keys
    3. Server processing time for upgrade actions
  2. Your required changes to your processes as a result of:
    1. Customizations
    2. 3rd Party
    3. Modified reports
    4. Test Payroll

Test, Test, Test.   It does take time…..but the unforeseen negative consequences are alleviated.  It’s especially important to test those business processes made available to you by the use of any third party products.

If you are interested in an efficient, well executed upgrade then a taking the time to do a test upgrade can save you time and money overall.

InterDyn has years of experience upgrading customers in all sorts of businesses, with all sorts of configurations.  Please contact us today at Upgrades@InterDynBMI.com to learn how we can provide support to your initiatives to upgrade.

Making the Most of Your GP Upgrade

Capture

This is a two part series of blog posts that address the questions of:

  1. Why Upgrade
  2. How to make the upgrade process most successful and least stressful

So, why upgrade?

If you are on Microsoft Dynamics version GP2010 or older, the chances are that you are either in the process of upgrading to a newer version of GP, or are considering an upgrade soon.  The Microsoft support discontinuance deadline of October 13, 2015 applies to GP2010.  Older versions will have already stopped Microsoft support.  An upgrade will then ensure you continue receiving enhancement support and important tax update patches/code availability. InterDyn BMI is always happy to provide application level support to any version you are on in GP.

With that knowledge in mind, now consider the business drivers of your upgrade up front.  What are the key objectives of the upgrade?   This determines the basis of how a successful upgrade for your organization is defined and measured.  Examples of some frequently noted business objects are as follows:

  1. Staying Current on the Software features – The primary objective of your upgrade may very well be to stay current on the latest release of GP.  If so, determine where you can leverage new features to replace time consuming manual or repetitive tasks.  There are several new features available in GP2013, and GP2015 which you should review to see if you can take advantage of them.
  2. New or Emerging Compliance and Reporting Requirements – One topic top of mind today is how organizations can meet reporting requirements associated with the Affordable Care Act (ACA).   Also, you might consider making a detailed list of all of your reporting requirements, ACA related or not.   Some requirements may dictate the use of new technologies available like SSRS, Excel Refreshable reports, or possibly additional third party software.
  3. Creating Business Process Efficiencies – Determine where you can leverage newer version functionality to replace time consuming manual or repetitive tasks.  Training on new functionality after an upgrade is a perfect opportunity to consider “Why have I always done it this way when it seems so labor intensive?”  New navigation tips and tricks are available to you during scheduled time with the InterDyn consulting team within the upgrade process.  Ask us about easier ways to do tasks and see the data you need.
  4. Updating an Aging Infrastructure – The question of hardware compatibility can drive planning to replace old outdated hardware.  Replacing infrastructure can actually make your upgrade easier and can also be a requirement of newer releases of software.  If existing hardware were to fail, would your version of Dynamics GP be able to run on new hardware?  InterDyn experts can help you understand the requirements and options, including several cloud or hosted possibilities.  Imagine….no initial outlay of cash to purchase new servers as a part of the upgrade process!?
  5. Timing – What timing is best to schedule your upgrade and by what date do you need to be upgraded?  Can your business tolerate downtime during business hours?  What amount of time can be committed by your internal staff to the testing of scenarios prior to rolling out the live update?  How should rolling out the live update coordinate with your internal accounting cycle to be the least interruptive to your business?  InterDyn experts have options for your consideration that can meet your requirements for a smooth timing transition.

Stay tuned for part 2 of this blog series which addresses: How to make the upgrade process most successful and least stressful.

Dynamics GP on Azure Improves the Processes of National Lacrosse Team, Georgia Swarm

The Georgia Swarm is a professional sports team in the National Lacrosse League. The team was formed as the Minnesota Swarm and played at the Xcel Energy Center in Saint Paul, Minnesota from 2004 until 2015. The recently relocated team now plays at the Infinite Energy Arena in Duluth, Georgia.
swarm3

The old, soon-to-be discontinued version of legacy accounting software was just not cutting it for the the Georgia Swarm Lacrosse team’s financial management. They needed a better solution, not just to streamline accounts payable, but to gain crucial insight through applying analytics in new ways. “The biggest obstacle we face is getting people to know about the sport and then getting them out to see the games,” says Bill Clem, family man from Minnesota who manages the bottom line for Georgia Swarm Lacrosse. The trick was to leverage the available data to generate a clear understanding of the best ways to reach out to potential and existing fans, and to keep the team’s roster robust and competitive.

Meeting the expectations of that fan base with resourcefulness and diligence requires an organization supported by a robust IT infrastructure and the ability to “slice and dice the data the way we need it” as Clem puts it. Their old system was not up to the task of providing customized analytics, and could not make use of data like ticket sales, travel costs, and player salaries to generate reports into a meaningful format that would help to maximize the team’s financial resources. When he received word that their legacy software would be phased out, and at around the same time his team would move from Minnesota to Georgia, Clem decided it was time to look for a new way to meet the changing, growing needs of the team.

Working with their partner InterDyn BMI, the Swarm soon decided that Microsoft Dynamics GP on Azure would be the best fit for their needs. “The old way was to download data into a spreadsheet – ticket utilization, season ticket holder data, promotions,” says Clem. “Before implementing Dynamics GP on Azure, we were not able to utilize data like player stats, game stats, and airline ticket costs per player, hotel costs, and payroll.” But now, Clem anticipates that his financial team, using Dimensions in Dynamics GP, “will be able to analyze the cost per player, per game. It will help us to be more efficient. We don’t have millions of dollars for operations, so we have to operate efficiently.”

“There were no big roadblocks at all” during the transition to Dynamics GP, reflects Clem, “and Dimensions was a big part of that.” Training on the new system was almost as simple as “going from a Ford to a Chevy” because Dynamics GP is such an intuitive tool. And other tools like Microsoft Office 365 are helping to raise the Swarm’s business performance bar as well.

The team is settling in to its new home, and while it is a bit too early for any quantitative measures of success, the new tool is already proving itself with ease-of-use, increased functionality, and enhancing all-around process efficiency. Sales can be tracked more effectively, the enrollment process is now fully automated, and there is a single repository of customer data. Additionally, management’s enhanced visibility means planning is much more targeted and cost-effective.

When the game is Box Lacrosse and your fans are Swarm fans, that’s a very good way to be.

The content of this case study was taken from Microsoft’s Customer Stories library: Read the full article