Prerequisites:
  • Download and install the ACA update for FundWare from the Blackbaud FundWare Downloads page.
  • Determine if you should be filing a 1095B or a 1095C, we have seperate steps for each form. If you are unsure which classification applies you more information can be found on the IRS website.
  • Review our ACA FAQ page.
  • Go to the FundWare ACA website and download the spreadsheet based on the form you will be using.NOTE:  This will be needed if importing information into Aatrix. 

How to use the ACA spreadsheet for the 1094/1095 C:
 
  • Open the ACA 1095/1094‐C Spreadsheet.  Select the Employee Information tab at the bottom of the spreadsheet.
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  • Enter all of your data directly on the spreadsheet or copy the data from the 1094/1095-C extract utility. The steps on using the utility are below. Please note, the spreadsheet contains sample information for employee’s with both Family and Single coverage and should be removed when your data is entered.
  • Enter the Number of Covered Individuals and EmployerSponsored SelfInsured columns. You must have a Y in column ‘N’ to have the employee included. For more column specific details hover your mouse over the red tick mark that appears in the top right corner.
  • In the Offer of Coverage columns, select a coverage code for each month. The coverage codes are supplied directly from the IRS. A brief explanation of these codes is available here.
  • In the Employee Share columns, enter the coverage amount the employee was responsible for paying each month.
  • In the Safe Harbor columns, select a safe harbor code for each month. The coverage codes are supplied directly from the IRS. A brief explanation of these codes is available here.
  • Select the Employee’s Coverage Individual tab at the bottom of the spreadsheet.
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  • In the Employee and Covered Individuals rows, select each month the employee and/or dependent was covered. If you select All it will populate the 'All' column in the preparer. If you only have coverage for some months those particular months should be selected. NOTE: The IRS requires either the SSN or DOB for all covered individuals on the ACA form.
  • When you complete the spreadsheet, select Export to ACA Preparer on the Employee Information tab. This will create a text file (ACA1095C & 1094CData). This data will be imported into the ACA Tax Preparer in our next steps. 
  • Steps on using the Aatrix Preparer can be found here.

How to use the ACA spreadsheet for the 1094/1095 B:
  • Open the ACA 1095/1094‐B Spreadsheet. Select the Employee Information tab at the bottom of the spreadsheet.
  • Enter all of your data directly on the spreadsheet or copy the data from the 1094/1095-B extract utility. The steps on using the utility are below. Please note, the spreadsheet contains sample information for employee’s with both Family and Single coverage and should be removed when your data is entered.
  • When entering employee information, be sure to enter the Number of Covered Individuals and EmployerSponsored SelfInsured columns. You must have a Y in column N to have the employee included.
  • Enter the Policy Origin code.
  • Select the Employee’s Coverage Individuals tab at the bottom of the spreadsheet.
  • In the Employee and Covered Individuals rows, select each month the employee and/or dependent was covered. If you select All it will populate the 'All' column in the preparer. If you only have coverage for some months those particular months should be selected. NOTE: The IRS requires either the SSN or DOB for all covered individuals on the ACA form.
  • When you complete the spreadsheet, select Export to ACA Preparer on the Employee Information tab. This will create a text file (ACA1095B & 1094BData) which you will export into the ACA Tax Preparer.
  • Steps on using the Aatrix Preparer can be found here.
How to run the optional ACA extract utility:
 
To complete your ACA speadsheet you can manually enter data, copy from any source you have, or use the new optional FundWare export utility. The utility will by default export all employee information such as basic biographical details. However, to export anything further you must first setup new employee data items and enter relevant data into them. This will not be the fastest option for all organizations. Please note this is optional and the benefit of going through these extra steps is that you can store the data for future years in the FundWare software.
  • Login to FundWare division 00, system administration.
  • On the left menu click system utilities to open the execute program screen.
  • Enter the following for program name: PYL1095B OR PYL1095C. Please note you DO NOT need to run both programs, only the one related to the form type your organization needs to file. Switches and parameters can be left blank. Use today's date and pick the division in which you run payroll.
  • Click run and see the following screen for the 1095B:
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This screen for the 1095C:
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  • For each field you may enter an appropriate existing employee data item to extract that information. You may also choose to leave all fields other than year blank and fill in this data in later steps. Please note the employee data items do not exist by default, you must add them new to utilize anything beyond employee biographical data.
  • Please note for the ‘Include flag Y/N’ field the following rules apply. Please note you can override any of these settings manually when working on the spreadsheet itself.
  •           If Include data item is NOT used then the extract will include all employees who have payroll history for the year. This is the default setting.
  •           If Include data item is used then the following rules apply:
  •           If employee Include value = N then the extract will not include them regardless of payroll history
  •           If employee Include value = Y then the extract will include them regardless of payroll history
  •           If employee Include value = does not exist then the extract will include them if the employee has payroll history for the year
  • After clicking ‘enter’ through all fields select yes to create a text file with the extracted data. This file will exist in your data folder under the name ACA.1095B.Employee.Info or ACA.1095C.Employee.Info
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NOTE: Last step is needed to import the extracted information into Aatrix.
  •  Copy and Paste text files into your ACA Excel spreadsheet.