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Q: What are your roles in your company’s ACA process?
A: Bassie: I’m the Director of Payroll, so I’m on top of the process, and Rivka Leah takes care of the actual hands-on work.
Q: What industry is your company in?
A: Health care/nursing homes.
Q: Approximately how many employees do you have and in how many states?
A: About 1200-1300, in 10 facilities, throughout Massachusetts.
Q: Who is your primary Viventium contact for ACA purposes?
A: Susie Smela is our regular CSR, but there were others who assisted us with ACA at year end including Kara, Yonina, and Malka.
Q: Did you process your 2015 ACA forms with Viventium as well?
A: No, we weren’t with Viventium then; we started on January 1, 2016.
Q: Did you feel more prepared for your 2016 ACA processing than your 2015 processing?
A: Definitely, because we had gone through 2015.
Q: When did you start working on tracking your employees with Viventium’s ACA tool?
A: We didn’t start right away; we started to get ready in the summertime.
Q: What inspired you to start your tracking?
A: We knew it had to be done, so once we got settled into our regular payroll routine with your company, we started ACA.
Q: Besides yourselves, how many members were on your ACA implementation team and from which departments?
A: At one point, we had a temp involved to start the whole process and do all the legwork. For the 1095-Cs, a lot of what he had done didn’t work and had to be adjusted because we didn’t realize how it would affect the information on the forms, or because how we were instructed to set things up didn’t work for our particular setup.
Q: How would you describe your ACA experience with Viventium?
A: In general, it was good. In the beginning, when we had questions, the CSRs didn’t necessarily know how to answer our questions, but as year-end got closer they were better educated. When we actually got up to reviewing our 1095s, we were able to see when things had been set up incorrectly and what we needed to adjust in the setup.
Q: Will next year-end be easier?
A: I hope so, and I can’t imagine not. The ACA system in Viventium is definitely very robust.
Q: What ongoing steps will you be taking to maintain your ACA data?
A: ACA information for new hires, status changes, and terminations will be put in as part of the process. We’ll be calculating measurement periods at least monthly, to see who becomes eligible for coverage.
Q: What did you find easiest about the ACA process?
A: It was just a matter of getting to know how to get things accomplished - once we knew what we were doing, the dashboard was a very good tool. It was a long process of going through everything and figuring out the problems.
Q: How did you use the dashboard in this process?
A: The dashboard helped by doing all the work. We just had to calculate and then saw the results. Once we understood how it works it was very beneficial.
Q: What did you find most challenging about the ACA process?
A: It was very tedious - every time we thought we got it done, we then found more mistakes.
Q: If you had any tips for other Viventium ACA users, what would they be?
A: In our industry, we have a lot of employees changing their hourly schedule. We put everyone into a variable benefit category which was very helpful since then they were all measured. In addition, we learned on a Viventium webinar that when new hires are entered into the system, the benefit categories should be put in right away. We found that if you know how the system works, it should be easier at the end of the year.
Q: Any other comments about your ACA experience with Viventium?
A: The webinars are very helpful. We’d also like to make a recommendation that there should be a specific ACA rep assigned to larger clients. Since ACA is so complex, it is a large load for CSRs to manage.
The IRS has canceled its plans to reject 1040 filings that fail to report on an individual’s health coverage.
The individual income tax return (Form 1040) has a line for individuals to report whether they obtained health insurance coverage for the entire year or pay a “shared responsibility” penalty (unless they are eligible for an exemption). The IRS had planned to start rejecting “silent” returns that did not report on health coverage for the year 2016 but has now canceled that plan, effectively rendering the reporting optional. Although penalties will still be due, enforcement will be more difficult, and possibly more unlikely, without the reporting requirement. This move is a direct response to President Trump's Executive Order calling on federal agencies to reduce the burdens of ACA.
This weakened enforcement is a step in the direction towards dismantling ACA; however, the individual mandate requiring individuals to have coverage is still in place as well as related penalties for non-compliance. In addition, the employer mandate requiring employers to track their employees, offer coverage, and furnish and file Forms 1095-C is still in effect. Employers should continue to comply with existing laws to furnish the forms by March 2 and to file by March 31.
If you have further questions, please reach out to your Client Services Representative.
Hubble Visions Unlimited is a scientific equipment manufacturer with 150 employees. Hubble uses a 90-day initial measurement period. Hubble maintains two health plans:
In the following scenario, indicate how the employee’s 1095-C would look:
| Month | Box 14
(Code Series 1) |
Box 15 | Box 16
(Code Series 2) |
| Jan | |||
| Feb | |||
| Mar | |||
| Apr | |||
| May | |||
| Jun | |||
| Jul | |||
| Aug | |||
| Sep | |||
| Oct | |||
| Nov | |||
| Dec |
Click to see the correct answer.
The Trump administration has consistently stated its intention to repeal “Obamacare”. One of the President’s first initiatives was to sign an Executive Order directing Federal agencies to do everything allowed by law to ease the burden of ACA on the public. At the same time, Congress has commenced its work on repeal/replacement legislation.
Nevertheless, until a legislative change is enacted, all current provisions of the ACA remain in force and employers should continue to comply with existing laws and regulations.
What is the outlook for change?
Political observers are cautious. In a recent interview with Fox News, President Trump lowered expectation for fast ACA change, saying “maybe it’ll take til some time into next year.”
Even Congress’s ability to quickly create the necessary legislation is in doubt. Republicans themselves are split as to how much of Obamacare to repeal, what to replace it with, and when.
What we do know for sure is that ACA is the law, and employers need to continue to track employees, offer affordable care, and be ready to report for 2017…and Viventium is in it with you for all your ACA needs.
Check out Viventium’s ACA resources as you finalize your 2016 ACA forms:2016 ACA Year-End Filing Checklist
Want to understand Form 1095-C better? Be sure to watch:
Previewing and Understanding Your 2016 Forms 1095-C
Even if you’ve completed your 2016 ACA filing season, your ACA work is still not done. ACA tracking is a year-long payroll responsibility. Be sure to watch:
A Day in the Life of an ACA Admin
This information is for educational purposes only, and not to provide specific legal advice. This may not reflect the most recent developments in the law and may not be applicable to a particular situation or jurisdiction.
Viventium Software Inc. is a SaaS-based human capital management solution that provides a remarkable user experience and award- winning software. Viventium provides flexible software and expert guidance so clients can be sure their payroll is done right.
Viventium offers specialized solutions in the health services markets which include home care agencies and skilled nursing facilities. Viventium Software supports all fifty of the United States with payroll and HR solutions.
Relax – you’re with Viventium.
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Licenses: Viventium HCM LLC NMLS ID: 2094503
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 1
In the world of work, there’s a tale to be told, About overtime hours, and the payroll gold, A consistent paycheck, that’s the worker’s dream, But when it comes to overtime, it’s not as easy as it seems.
PRE-CHORUS
Oh, Susie worked hard in San Francisco town, But the rules around overtime, they had her feeling down, 42 hours this week, she gave her all, Now it’s time to calculate, let the numbers fall.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 2
Exempt or non-exempt, the title they hold, Where they work, where you’re based, it’s all in the fold, California or New York, the laws they diverge, For payroll admins, it’s a never-ending surge.
PRE-CHORUS
Oh, the DOL’s website, a labyrinth to explore, State regulations galore, it’s quite a chore, Staying compliant, it’s a tricky art, Missing out on requirements can break your heart.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
BRIDGE
But here’s a method that can save the day, A payroll software, to keep errors at bay, Input the info right, integrate with ease, No more manual labor, no more overtime fees.
VERSE 3
Back to Susie’s story, she’s owed her due, According to FLSA, it seems we have a clue, $860 on the table, that’s what we’d say, But California’s got its rules, changing the way.
PRE-CHORUS
Oh, California says, hours past eight, Are overtime-eligible, don’t underestimate, Now Susie’s owed $900, that’s the decree, In this overtime puzzle, you gotta set it free.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
OUTRO
So when it’s overtime, and the rules entwine, Choose a payroll software, let it all align, Viventium’s the name, we’ve got the key, To make overtime calculations a breeze, you’ll see.
ENDING
Don’t overwork yourself, don’t you fret, With Viventium by your side, it’s a safe bet, Relax, you’re with us, in this overtime fight, With the right tools in hand, everything’s gonna be alright.
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 1
In the world of care, where time slips away, Caregivers dedicate, every single day. But when the hours are missed, in the daily race, Retroactive pay, steps up to embrace.
PRE-CHORUS
A caregiver tired, at the week’s end, Forgot to log hours, a mistake to mend. Admins face the challenge, calculations to make, To set it right, for the caregiver’s sake.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 2
Manual calculations, prone to a flaw, Dealing with shifts, odd hours, and the law. As your business grows, the cost takes flight, Automated solutions, shining bright.
PRE-CHORUS
Compliance is key, with FLSA’s might, Calculate and compensate, get it right. Avoid the audit’s gaze, fines and the cost, Retroactive pay, no longer lost.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
BRIDGE
Employee satisfaction, a crucial part, Resolve mistakes, a work of heart. Relationships flourish, in pay’s embrace, A payroll software, creating a trace.
VERSE 3
Star caregivers, valued and strong, Retention and recruiting, where they belong. Automated solution, a total pay dance, Establish your business, a work-life romance.
PRE-CHORUS
A self-winding watch, Viventium’s grace, Optimizing payroll, in every case. No more struggles, in the payroll game, In it with you, time and time again.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
OUTRO
As your business grows, in the hustle and fight, Viventium by your side, making it right. No more worries, in the payroll chain, In it with you, time and time again.
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 1
In the world of business, we all aim to thrive, Year after year, our dreams taking flight. But as we soar higher, we start to see, More money, more problems, just like B.I.G. Outgrowing our shell, it’s an exciting phase, But it brings with it some challenging days. Solutions we had, now show their flaws, As we push the boundaries, breaking through the walls.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 2
Employees across states, in different localities, Tax laws aplenty, creating complexities. Our old software’s limits, we’ve begun to see, Scaling up our business, we need to break free. Calculating pay and taxes, where it all begins, Errors in this process, lead to countless sins. Employees rely on us, trust in our might, To withhold what’s needed, get it just right.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
BRIDGE
Taxes, they’re not simple, that’s for sure, A world of complexity, there’s always more. But Viventium stands with us, in this fight, Geo Tax, our ally, making everything right.
VERSE 3
CPAs may struggle, and admins too, Keeping up with taxes, what can they do? The rules keep changing, it’s hard to keep pace, But Viventium’s here, in this challenging space.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
OUTRO
So relax, dear business, and set your mind free, With Geo Tax on our side, we’re the best that we can be. Viventium’s got us, in this tax-filled fight, No more worries, no more sleepless nights.
REPEAT CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 1
In the world of admin tasks, where changes often arise, There’s a tool that’s been a savior, under office fluorescent skies. With flexibility and precision, it eases their daily strife, Let’s sing about this feature, it’s the pulse of our work life.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 2
Admins wear many hats, in their daily grind, Sometimes they need to adjust, leave no errors behind. Adding extra hours, bonuses, or fixing pay, They need a simple method, to make it all okay.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
BRIDGE
Custom views and filters, tailor it to your need, Focus on the important, no need for needless speed. A hundred-dollar bonus, a few clicks and it’s in flight, Admins get it done, making sure it’s right.
VERSE 3
In the admin’s world, where numbers have their say, This tool steps in gracefully, making tasks less gray. An interface so intuitive, like an Excel sheet, Changing data effortlessly, making work complete.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
OUTRO
So here’s to Payroll Grids, in our song of praise they gleam, For admins working diligently, they fulfill a dream. In the world of office hustle, they bring much-needed light, Let’s tip our hats to this tool, and its invaluable might.
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 1
In the world of payroll, a daily task we face, Admins work hard, in this complex space, They handle policies, with attention and care, But there’s a solution that’s beyond compare.
PRE-CHORUS
Oh, payroll admins, your role’s crucial and true, But there’s a tool we’ve got, just for you, Let’s explore rule-based automation, my friend, With Viventium, your tasks will gently mend.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 2
Standardize policies, that’s the key, For tenure, role, union status, you’ll see, PTO, bonuses, pay rates defined, Automation makes your workload more aligned.
PRE-CHORUS
Oh, payroll admins, the burden’s a load, But rule-based automation lightens the road, No more tiresome chores, no more dread, With Viventium, it’s smoother ahead.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
BRIDGE
In the world of payroll, where tasks repeat, We’ve got the solution, it’s oh so neat, “If this, then that,” it’s simple and sly, With Viventium by your side, you’ll reach for the sky.
VERSE 3
Tenure-based PTO, a common request, With Viventium, it’s passed the ultimate test, Set it up once, and then you’ll see, Automation handles the chore, oh so free.
PRE-CHORUS
Oh, payroll admins, take a breath, take a pause, With Rule-Based Automation, you’ll find no flaws, It’s easy, it’s simple, no programming in sight, Viventium’s got you covered, day and night.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
OUTRO
So if you’re a payroll admin, feeling the weight, Let Viventium’s Rule-Based Automation be your fate, No more worries, no more strife, With Viventium, you’ll transform your work life.
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 1
In the world of business, it’s a complex game, With factors and figures, it’s never the same. Decisions are key, they’ll determine your fate, So listen up closely, don’t be a bit late.
PRE-CHORUS
Gather your data, don’t let it fade, In the depths of spreadsheets, don’t let it cascade. Your HCM software, is it up to the task? To capture and store, to help you unmask.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 2
Once the data’s collected, it’s time to report, But it can be daunting, that’s the common retort. Pre-built solutions, they’re your guiding light, Turning raw data into visions so bright.
PRE-CHORUS
No more manual hours, no errors in sight, With report library’s might, everything’s right. Payroll summaries, tax liabilities, and more, All in a flash, you’ll have what you adore.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
BRIDGE
Viventium’s here, with a passion so true, Constantly improving, for folks just like you. A Report Library, a gift from the stars, For data-driven dreams, it’ll take you far.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
OUTRO
So remember this lesson, in the business terrain, It’s all ’bout decisions, don’t let ’em wane. With data as your guide, and Viventium’s grace, You’ll conquer the challenges you’ll face.
