Payroll Analysis Tool - Data Pro Accounting Software, Inc.
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1. Select the name of the PRAnalysis file that you saved previously as shown below lookin ghPROWARE OB Name Date modified Type 9 4 2015 10 25 AM Click on Select to continue Click on Yes to continue the import of the file 38 Payroll Analysis Tool User Manual Import data OK to import data from the following file DPI mportACa xlsx If everything was configured properly you should see the following message only with the correct record count of the number of employees in your specific file All data imported There were 12 employees imported and 0 employees that were updated with any changes found Be sure to review your imported data carefully Once you click on OK you will be returned to the Main Menu From there click on the Employees button at the top of the menu You will see a screen displayed similar to the following showing a listing of all your imported employees 39 Payroll Analysis Tool User Manual 4 File OBB es Edit Reports Housekeeping Help Fr les G SH Add Edit Individuals Print Autofit Clientinfo Defaults Reports Backup Restore Reset Last Name First Mame End Date Bill Maquire Bivens Susan K Conners Charles Elliot Frank 11 19 15 Espinosa Phillip amp Franklin Alberto T FRA 102 Gordon Jirn GOR 107 Harris Fabiana HAR 101 Jack Friedman FRI 109 Rouse Stan ROU 103 Ryan Tom A RYA 502 Wright Ron WRI 1052. For instance the default name of the file is PRAnalysis xlsm If you had three companies you could name them PRAnalysis100 xlsm PRAnalysis200 xlsm amp PRAnalysis300 xlsm You would open up each file separately and you would probably be calling the same POWERServer Hostname and Port Number but would use a different Company ID for each implementation Next you will enter the same User ID and Password you would use when logging into the Infinity POWER software This will control the Advanced Security rights that will be passed to PRAnalysis in the same way as they are passed to you when you login to the accounting software Whatever rights you have in the accounting software they will be the same in PRAnalysis If you do not have rights to Payroll in the software you will not be able get access to any of that data in PRAnalysis As mentioned earlier keep in mind that if you do have all rights to all modules once you have extracted data into a spreadsheet you will want to save it in a network secure directory or on your local machine where you have proper security as the data is now in a Microsoft Excel file and no longer protected by the Infinity POWER Advanced Security Administrator module Much care must be exercised when utilizing this tool Also you may have rights in Company 100 but not in Company 200 and Company 300 Therefore different users may be configured for differing filenames xxx NOT RK Do not save the P
3. Description employee contribution for self only coverage equal to or less than 9 5 of the mainland single Federal poverty line and at least minimum essential coverage offered to spouse and dependents Minimum essential coverage providing minimum value offered to employee ONLY Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependents NOT spouse Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to spouse NOT dependents Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to spouse AND dependents Minimum essential coverage NOT providing minimum value offered to employee or employees and spouse or dependents or employee spouse and dependents Offer of coverage to employee who was NOT a full time employee for any month of the calendar year and enrolled in self insured coverage for one or more months of the calendar year Enter this code in the ALL box and do not complete the monthly boxes No offer of coverage employee not offered any health coverage or employee offered coverage that is not minimum essential coverage Qualifying Offer Transition Relief 2015 Employee and spouse or dependents recewed NO offer of coverage an offer that is not a qualifying offer or a qualifying offer for less than 12 months Co
4. Install PRAnalysis to CRAs Gorge InstallShield Click on the Next button to continue the installation ay PRAnalysis InstallShield Wizard Ready to Install the Program The wizard is ready to begin installation If you want to review or change any of your installation settings cick Back Click Cancel to exit the wizard InstallShield Click on the Install button to continue with the installation 5 Payroll Analysis Tool User Manual is PRAnalysis InstallShield Wizard oO The program features you selected are being installed Please wait while the InstallShield Wizard installs PRAnalysis This may take several minutes status Loo Eh InstallShield The system will begin to install files and show its progress at this point Once it is completed the following screen will appear Click on Finish to complete the installation Te PRAnalysis InstallShield Wizard Shield Wizard Completed The InstallShield Wizard has success Click Finish to exit the wizard Once you are done you will find that there are two additional files now installed into this folder 6 Payroll Analysis Tool User Manual AiG PRAnalysis xdsm Ei register bat Before you proceed with anything else Right Click on the register bat file Select the option to Run as administrator as shown on the following screen The screen will flash a series of messages in the
5. database information you ll need to accumulate and report to the government not only on your actual employees but also on their spouses dependents and health care coverages as well Pro Ware s ACA 1095 Reporting will generate all necessary forms and includes an e file option in the event your data needs to be e filed Employers with more than 250 employees will need to e file their forms instead of submitting paper forms Further since many Data Pro customers take advantage of the multi company capabilities Pro Ware offers two solutions One is a Single Client license for those firms with a single Federal ID 21 Payroll Analysis Tool User Manual However under the terms of the ACA companies with multiple Federal ID s but yet with common ownership still have to calculate all of their employees together to determine whether or not they meet the minimum number of Employee threshold As such Pro Ware also supports a multi client software product solution as well Why Pro Ware ACA 1095 Reporting If you put absolutely no value on your time you could simply enter your employee data dependent data and health coverage codes into fillable PDF forms You will even find some software applications that use this approach However Pro Ware s ACA 1095 Reporting takes a much more expeditious approach that results in a process that can be completed in very little time Once you accept the fact that this is not
6. di Street address inchiding room or suite no 12 City or town 13 State of province id Couty and AP or krag posta code 16 Gcntast tdephme number 15 hame of person to contact 17 Resevwed Transmittal of EmployerProvided Health Insurance Offerand corprecten 2015 OMB No 1545 2251 2014 For Official Use Only OO 1 O 18 Total nu mber of Forre 1095 0 submitted with thistransrrfttal a a mm mn ALE Member Information 19 Is this the authoritative transmittal for this ALE Member If Yes checkthe box and continue If No see instructions 2 2 2 en 20 Total nu rmber of Forrre 1096 C filed by andlor on behalf of ALE Mernber 2 en 21 Is ALE Mernber a rember of an Aggregated ALE Group If No do not corplete Part IV 22 Cartfications of Bigibdity select all that apply C A Qualifying Offer Method C B Qualifying Offer Method Transition Relief C C Section 4980H Transition Relief Yes _ D 98 offer Method Under penalties of perjury dechre that have examined this etum and accompanying documents and to the best of my knowledge and belief they are true corect and compte Title For Privacy Act and Paperwork Reduction Act Notice see separate instructions Sigatre ba Fom 1094 C i204 For more information on Pro Ware s ACA 1095 Reporting go to the following web site and order on line directly http www proware cpa com aca features h
7. 00 2067 00 D2 39 04 a 43 50 45 25 42 50 46 25 44 75 42 50 47 00 48 25 2432 25 a2 46 605 39 50 44 00 43 25 43 75 39 50 37 50 39 75 42 50 42 50 2189 753 a2 42 00 40 00 40 00 40 00 41 00 40 00 40 00 41 00 40 00 40 00 2076 00 a2 39 81 48 50 46 00 40 00 49 00 41 00 42 25 40 00 45 75 46 50 2402 60 od 46 08 24 75 25 00 20 75 23 25 24 00 23 00 23 00 24 00 24 00 1382 75 a2 26 52 40 50 36 00 47 50 47 00 42 00 49 50 42 50 44 25 49 25 2283 50 52 43 79 Total F T Total P T Cf el el ee ls le S S y MS Notice how on line 4 that the Employee resigned in Week 47 That changed the Employee s status from Active to Resigned Good or whatever would have been the case There are several choices for Status By the time you come across Row 4 to Column AZ you will notice that the accumulation of hours then stops since they didn t receive any further paychecks 20 Payroll Analysis Tool User Manual The Employee is still coded as a Full Time status since all of the Payroll runs that they participated in during their tenure were as a Full Time employee Those employees with less than 30 hours per week Susan Bivens and Tom Ryan are coded as N to Full Time status Then at the bottom right of the summary the system performs a calculation automatically totaling up the number of Full Time Employees 10 and the total number of Part Time Employees 2 in this example This isn t th
8. 25 40 00 51 00 45 50 42 00 42 00 ESP 903 Espinosa Phillip 455 12 8867 MANAGEMENT Active 40 00 40 00 40 00 40 00 40 00 43 00 35 00 FRA 102 Franklin Alberto T 184 232 8451 GEN LABOR Active 40 00 45 25 46 75 44 00 32 50 44 50 36 50 FRI 109 Jack Friedman 223 10 8880 SALES Active 40 00 40 00 40 00 36 00 40 00 36 00 41 50 GOR 107 Gordon Jim 265 88 1242 ADMIN Active 40 00 40 00 40 00 45 50 54 00 41 00 43 00 HAR 101 Harris Fabiana 455 12 8667 ADMIN Active 40 00 40 00 40 00 36 00 43 00 44 00 41 00 MAG 108 Bill Maquire 410 67 1038 SALES Active 40 00 40 00 40 00 41 50 40 00 42 00 35 00 ROU 103 Rouse Stan 223 41 8441 MANAGEMENT Active 40 00 40 00 40 00 39 00 47 00 52 50 48 25 RYA 502 Ryan Tom 264 15 4354 GEN LABOR Active 24 00 33 50 35 00 29 00 31 50 26 00 32 00 3 WRI 105 Wright Ron 264 15 4334 GEN LABOR Active 40 00 40 00 47 00 46 50 46 00 43 00 45 75 1 2 3 4 a 6 T si 9 Right side of Hours Current Year AW AX Af BA BB BC BD BE BF BG BH EI Week 44 Week 45 Week 46 Week 47 Week 48 Week 49 Week 50 Week 51 Week 52 Total Hours Weeks Worked Weekly Avg Full Time 20 25 24 25 25 00 23 00 22 00 23 50 21 75 24 00 26 25 1342 75 a2 25 73 N 37 00 35 50 49 00 44 00 38 00 46 00 41 50 32 00 47 75 2223 00 a2 42 63 39 00 31 35 43 50 2084 50 46 45 19 36 00 40 00 41 00 40 00 40 00 42 00 40 00 40 00 39 00 2094 00 52 40 16 49 00 47 50 47 50 46 00 45 25 20 50 45 75 43 25 45 25 2430 00 a2 46 00 40 00 40 00 41 50 36 00 40 00 40 00 41 00 39 00 40
9. coverages spouses and children which is completely out of the scope of the Infinity POWER Payroll accounting module The requirements of the ACA are purely database reporting items and not transactional in nature which is what the Infinity POWER Payroll module was designed to be all along Should companies determine that they have fifty 50 or more full time equivalent employees and need to handle the compliance of ACA reporting there are two levels of Pro Ware software The Single Client mode is for a company with just one Federal ID Number The Multi Client mode is designed to support where there is common ownership among several companies with multiple Federal ID Numbers 2 Payroll Analysis Tool User Manual More information and licensing information for Pro Ware can be found at http www proware cpa com aca features html Installing the Payroll Analysis Tool The first requirement of using the Payroll Analysis Tool is that you MUST have a licensed copy of Microsoft Excel to use this product Versions 2003 2007 2010 or 2013 are compatible The Payroll Analysis Tool may be downloaded from the Data Pro Accounting Software web site at www dpro com ACA PRAnalysisSetup exe You don t need your normal Customer Number and Password to login to get access to this program option When you download the PRAnalysissetup exe file first you will save it to your network drive or your local PC drive Once you have sav
10. information is repeated below for reference r HOME INSERT PAGE LAYOUT FORMULAS DATA REVIEW VIEW ADD INS DYMO Label ACROBAT db Cut Calibri 11 A a gt e Be Wrap Text General ia ES Copy ea a M a Center 9 aan Format Painter 7 g a ei See haan elie p Aa Formatting Clipboard F Font F Alignment F Number F c35 7 fr A E C D E F G H J 1 Employee First Name Last Name 55 Number Address 1 Address 2 City State Zip Status 2 BIV 830 Susan K Bivens 455 12 856 115 N Himes Avenue Tampa FL 33610 Active 3 CON 106 CharlesS Conners 265 28 2411 5422 N Sheldon Road Apt 233 Tampa FL 33635 Active 4 ELL 104 Frank Elliot 257 85 8442 7113 Henderson Blvd Apt 208 Tampa FL 33602 Resigned Good 5 ESP 903 PhillipG Espinosa 455 12 8867 1701 N Davidson Street Tampa FL 33609 Active 6 FRA 102 AlbertoT Franklin 184 22 8451 9833 N Hanley Road Tampa FL 33637 Active 7 FRI 109 Friedman Jack 223 10 8880 15519 Lake Shore Villa Tampa FL 33636 Active 8 GOR 107 Jim Gordon 265 686 1242 4500 Tampa Street Tampa FL 33612 Active 9 HAR 101 Fabiana Harris 455 12 8867 445 5 Ford Street St Petersburg FL 33517 Active 10 MAG 108 Maguire Bill 410 67 1038 14523 Halfway Lane Tampa FL 33697 Active 11 ROU 103 Stan Rouse 223 41 8441 14225 Addison Drive Bldg 2 Tampa FL 33601 Active 12 R A 502 Tom A Ryan 264 15 4354 6781 Cornerstone Drive Clearwater FL 33724 Active 13 WRI 105 Ron Wright 2064 15 4354 1212 W Cypress Blvd
11. run this option instead of deleting their record and adding them as a new employee 1 Number of heading rows to skip Do NOT include blank rows in this number The consequences of not doing this would mean that all the work you are about to do to manage and maintain the database information for reporting on the Employee s spouse and dependents and their health care options will be removed You only want this import process to pick up New Employees mark Employees as Terminated or Resigned Change their Address and the like You want to be in change mode only So pay very careful attention that you select this box 35 Payroll Analysis Tool User Manual The Pro Ware software will also provide you with a Default option of ACA Coverage Codes so that when you import your Employees these codes can be automatically assigned to each Employee You will still have the ability to override these codes on an Employee by Employee basis but this allows you the ability to set the default for all or at least the majority of your Employees 1095 C Employee Defaults 1A w Default Offer of Coverage Code Ai Employer provided self insured coverage 300 00 Default Share of Cost Prt eee 2C i Default Sec 4980H Code T Pere eee eee eee eee ee If you re not familiar with these codes yet you will be soon The Pro Ware software provides you with a listing within their software to assist you File Edit Help
12. 0 00 705 64 2 565 12 9 455 19 5 6 2013 54 135 04 50 00 594 88 2 006 69 0 00 6 1 2005 4 607 72 520 00 594 88 2 934 30 50 00 9 29 2008 5 244 04 1 300 00 611 52 4 044 59 13 433 84 3 15 2014 4 901 00 1 040 00 594 88 1 825 98 50 00 2 20 2013 3 401 32 0 00 594 88 1 451 93 50 00 2 20 2008 3 562 52 50 00 594 88 2 562 99 50 00 18 Payroll Analysis Tool User Manual Notice on the above screen that as the data is retrieved that 1t does not come in with any special formatting characteristics In other words if you want to bold center or color specific titles and columns you may do so since you are working in Microsoft Excel Just keep in mind that if you do so and do not save your data out to a separate worksheet the next time you click on the Retrieve Data button it will all be overwritten So if you are just in the process of review you may want to wait on special formatting until you have compiled your data for the year Hours Current Year When the Retrieve Data button is selected not only is the tab labeled Census updated but so are the others titled Hours Current Year and Hours Prior Year You can use the information in these tabs to assist you in determining whether your firm is subject to the more advanced reporting requirements of the Affordable Care Act ACA Employers of fifty 50 or more full time equivalent employees are required to complete a transmitt
13. 7 1701 N Davidson Street Tampa FL 33609 Active 6 FRA 102 Alberto T Franklin 184 223 8451 9833 N Hanley Road Tampa FL 33637 Active 7 FRI 109 Friedman Jack 223 10 8880 15519 Lake Shore Villa Tampa FL 33636 Active amp GOR 107 Jim Gordon 265 686 1242 4500 Tampa Street Tampa FL 33612 Active 9 HAR 101 Fabiana Harris 455 12 8867 445 5 Ford Street St Petersburg FL 33517 Active 10 MAG 108 Maquire Bill 410 67 1038 14523 Halfway Lane Tampa FL 33697 Active 11 ROU 103 Stan Rouse 223 41 8441 14225 Addison Drive Bldg 2 Tampa FL 33601 Active 12 RY A 502 Tom A Ryan 264 15 4354 6 781 Cornerstone Drive Clearwater FL 33724 Active 13 WRI 105 Ron Wright 264 15 4354 1212 W Cypress Blvd Tampa FL 33623 Active 14 bh Fi PRAnalysis Settings C census urs Current Year Hours Prior Year Notice in red how you can uniquely name the tab or name each tab its original name from the default PRAnalysis file that it was created from This way you know what you are looking at and when it should be used Just remember to save the files in a secure place on your PC or network drives These are now normal Excel files and anyone can gain access to this sensitive data in Excel now that you have extracted the data from the security of the Infinity POWER Accounting Software You may not want everyone having full access to your entire employee list Keep in mind these files have Social Security Numbers and important address information which 1s ideal mater
14. At this point you can choose any of the Employees on the list and click to highlight them Their specific data will now appear on the right side of the screen First Mame Last Name Employee ID Social Security Number Date of Birth Employment Start Date Email Address Address City Zip Code User Defined Payroll Analysis Tool Alberto T Franklin FRA 102 04 16 1965 01 11 2010 9833 N Hanley Road Tampa Employment End Date State FL Country United States 40 User Manual Below this specific Employee information lies the starting point of where Pro Ware ACA 1095 Reporting now takes over from your Payroll data Now you are getting into Health Care Offers and Coverage information on not only your actual Employees but their Spouses and their dependents This is where the line is drawn for the Affordable Care Act and transactional accounting The bottom right of this screen allows you to manage this specific information on each employee spouse and dependent 1093 C Notes Offer amp Coverage Start Month End Month Offer Code Share Cost 4980H Code December I Employer provided self insured coverage Individuals Last Name FirstName 55N DOB Coverage Franklin Alberto T AXA XA G451 January December Franklin Louise XAK XX 3144 January December Franklin Thomas L January December Save to Defaults Load From Defaults How To Edit Close Further if you don t line u
15. Data ACA 1095 Reporting_Data ACA acar Last Modified Thursday August 20 2015 3 10 PM Version Date Wednesday August 12 2015 3 49 PM YearEnd 2015 Form 1095 C File Statistics Classification New Hires Terminated Last Import Dependents From the Main Menu click on File and then Import Data as shown below File Edit Reports Housekeeping Client Information Ctrl I Employees Ctrl E Defaults Ctrl D Backup Restore h Version Transfer b Close Window Ctrl W Exit 31 Payroll Analysis Tool User Manual File Edit Help Select type of source file you will import from 1095 C Excel spreadsheet provided by PRO WARE Download 1095 C 1095 B Excel spreadsheet provided by PRO WARE Download 1095 8 O Dependent information Map Fields 0 Number of heading rows to skip Do NOT include blank rows in this number _ Update employee if Employee ID is found Uncheck to add as new employees _ Delete all employee data before import Dependent data will also be deleted _ Delete last import of employee data before import Dependent data will also be deleted 1095 C Employee Defaults Default Offer of Coverage Code 0 00 Default Share of Cost Default Sec 4980H Code Covered Individual Defaults _ Employer provided self insured coverage Nov Dec Alll2 Jan Feb Mar Apr May Jun Jul Aug Sep Oct moomoo o O O 0 0 0 00 Default Months of Coverage f
16. OWER modules then skip to the end of this document where there is documentation on how to set up the POWERServer which is repeated here for convenience It is normally found as part of the Advanced Security Administrator module setup in the System Administrator module Likewise if you do not have the Advanced Security Administrator feature turned on in your software and have been using the Standard Security feature then you will have to first deploy this feature before you can proceed Data Pro Technical Support at 727 803 1550 can assist users with this security reconfiguration If you are not certain of the name of your accounting server or PC where the accounting data is hosted go to that machine and right click on File Explorer as shown below Right click on This PC Click on the Properties option as highlighted on the following screen Open i Manage Move to Quarantine Fa Scan for viruses Map network drive Disconnect network drive Create shortcut Delete Rename Properties The next screen will have a section that will display the Computer Name Description and whether you are attached to a Domain Enter the Full Computer Name 10 Payroll Analysis Tool User Manual Control Panel Horne l Device Manager Remote settings System protection Advanced system settings See also Action Center Windows Update View basic information Windows edition Windows 8 1
17. Pro 2013 Microsoft Corporat Get more features with a ne System Processor Installed memory RAM System type Pen and Touch fo mputer name dene i Computer name Full computer name Computer description Domain Windows actrvation Windows is activated Feag Product ID 00262 50292 7 Do not enter the IP Address as it may change over time The computer name most likely will not Notice in the example below that it is accountingserver Payroll Analysis Tool Company ID UserID Password 11 Specify Connection to the Accounting POWERServer Hostname POWERServer Port Number User Manual Next enter the POWERServer Port Number This is the PORT on the network where the traffic may flow This is part of the configuration of the POWERServer Port 9500 is generally the standard port number that is used You will next enter the three character Company ID This alpha numeric identifier tells the software which company you are processing transactions on You may have tens of thousands of combinations using the three digit options You may also want to save PRAnalysis multiple times in the same directory using a naming structure associated to different Company IDs if you plan to extract data regularly from differing companies That way you can configure each variation uniquely to each company once and then call it up based on a unique icon from your desktop as needed or simply by its unique filename
18. RAnalysis file with your User Name and Password stored in the main file For instance if you create a shortcut to launch the spreadsheet for convenience but you have left your credentials in the file then you have basically made all of your Payroll data available to anyone who clicks on your desktop icon Itis recommended to never save you credentials in this file 12 Payroll Analysis Tool User Manual Employee Data Retrieval Criteria The prompts below this header in the tool are designed to allow for unique extractions of Payroll data each time Some extractions are for census reporting to insurance companies and or mutual funds Others extractions of Payroll data will be used in helping determine whether or not your firm is required to comply under the Affordable Care Act ACA rules Since there are multiple ways that the ACA can calculate whether an employee is considered full time part time or seasonal it is the Employer s responsibility to ensure they have met all of the necessary criteria If you only have ten employees then the calculation is rather simple You currently have no requirements under the ACA to file additional forms and reporting In performing your analysis of your Payroll data files choose from the following questions to extract the data in the manner you seek Once you have extracted the data you can then save it off to another Excel file xls or xlsx are m
19. Tampa FL 33623 Active 14 be 1 PRAnalysis Settings C census pours Current Year Hours Prior Year Notice how different pieces of information are stored in different columns within the Census tab For instance the Employee is stored under Column A First Name is stored under Column B Social Security Number is stored under Column D State is stored under Column H Therefore you must then tell the Pro Ware software which fields are to be found in which column within the Census tab inside the PRAnalysis File that you have saved off to a unique and separate filename Notice on the following screen how the entries are made into the mapping screen Follow these guidelines in your own software license for correct data mapping 33 Payroll Analysis Tool User Manual File Edit Help FIELD NAME EXE FIELD CONTENTS Employee ID f A Required Employee ID Last Name i Required Lastname First Name Required Firstname Social Sec Mo k equired Social Sec No Date of Birth Fequired Date of Birth Address Address Pefault value City A City TE Default value Zip 3 Zip Country Country Email Address Email Hired Date Hired Date Terminated Date Terminated Date User Defined User Defined required if you need employees linked to employers Check Field Mapping How Ta Once you have made your mapping entries click on the Check Field Mapping button at the bott
20. a Ta DYN WANS exe AWOON INC SOFTWARE INC Payroll Analysis Tool You may download this product for FREE now at www dpro com ACA PRAnalysisSetup exe The Payroll Analysis Tool is an application which may be installed on your workstation or accounting server to provide a direct link between the Infinity POWER Accounting Software Payroll module and Microsoft s Excel Spreadsheet program This program should only be installed on the user s workstation s that have some responsibility related to Payroll The application will need to install and register the client component that communicates with the POWERServer module that facilities the direct retrieval of data from the Payroll system As a special utility that sits inside Microsoft Excel required the Payroll Analysis Tool makes direct calls to the Infinity POWER Payroll module using special POWERServer commands POWERServer is an advanced technology that comes standard with every Infinity POWER System Administrator module System Administrator either Part 100 or 695 for SQL is required to run any Infinity POWER module This product may be installed on any user s desktop within your organization However you don t have to worry that your staff without the proper security rights are going to be able to view your Payroll data in an unauthorized fashion That s because you must have the proper accounting software security rights to get to the Payroll
21. al form 1094 B or 1094 C containing information about the employer and an employee form 1095 B or 1095 C for each full time employee Forms must be filed with the Internal Revenue Service in early 2016 Failure to file 1s mandated by significant penalties if you don t file timely or don t file all the required forms Most of the information required on these new forms isn t found inside the Infinity POWER Payroll module The Payroll module is designed to maintain information regarding the company s employees and how to calculate payments to them while withholding Payroll taxes and other items It is a fully transaction based software module with direct integration to the General Ledger Job Cost Main Module Check Reconciliation and DP DashBoard modules The reporting requirements of the ACA for firms with fifty 50 or more full time equivalent employees are required to keep and track data found completely outside the scope of the Payroll module This would include items such as an employee s spouse s name social security number and whether they were covered by insurance elsewhere in any given month Likewise is true for every one of the employee s dependents The Payroll module has nowhere to store and report this database kind of information That is a task to be done by the Employer according to the ACA The Payroll Analysis Tool s mission is to first assist companies in determining whether or not they must meet these new mandat
22. ave into the same worksheet Retrieve Data Notice that this Excel spreadsheet opens with a series of boxes dedicated to a variety of configuration options and questions along with a series of tabs along the bottom of the screen They are tied together The lower box will make the request for data from the Payroll module and will then extract and deposit the data into the associated tab below PRAnalysis Settings Census Hours Current Year Hours Prior Year However first things first The top right box must be defined to communicate with your accounting server using the POWERServer module and then to specify which company you want to access Data Pro does support multi company processing Specify Connection to the Accounting POWERServer Hostname POWERServer Port Number Company ID UserID Password In the Specify Connection to the Accounting System box the first configuration option is to define the POWERServer Hostname This would be the name of the computer where the POWERServer has been installed and is communicating directly with your accounting software modules If this computer is the same computer as where you are installing PRAnalysis you can use the default setting of Localhost which means it is calling the same computer that both applications are installed on 9 Payroll Analysis Tool User Manual If at this time you have never set up the POWERServer as a feature of your Infinity P
23. background and then disappear This only needs to be performed once but it is mandatory Convert to Adobe PDF Convert to Adobe PDF and EMail Please realize that what you have installed now is an Excel spreadsheet with special automation capabilities built into it that you can t see You will find that because it is a spreadsheet and since you can basically install it wherever you want you may want to create a shortcut on your desktop to make it easier for you to remember where to locate it in the future To do so now go to the directory where you just installed the PRAnalysis utility In the example below this is C PRAnalysis Name oc PRAnalysis xlsm EN register bat To create a shortcut on your desktop highlight the file with your mouse and right click so that the menu appears as shown on the following screen 7 Payroll Analysis Tool User Manual Open New Print Convert to Adobe PDF Convert to Adobe PDF and EMail Combine files in Acrobat E Ha E EditPlus Fa Move to Quarantine Fa Scan for viruses Open with Restore previous versions Send to b Rename Properties This will have the effect of creating an icon on your desktop similar to the following image P RAnalysis Shortcut Now you can simply double click on the shortcut and the system will launch Microsoft Excel and open the PRAnalysis file automatically When it does the opening screen will appear as show
24. ck option in the Help menu to ask questions or get additional information Click on OK to continue Pro Ware will also provide you with updates and changes news as you enter the software File Edit Help What s New in ACA 1095 Reporting The What s New contains important information about the latest changes made to ACA 1095 Reporting As new features are added the What s New will automatically re display when starting the application to ensure that you are informed of these new features Mark the check box at the bottom of the screen to suppress it from being displayed August 12 2015 Update UPDATE FOR INSURANCE COMPANIES Insurance companies filing Form 1095 B to report policy holder details can now enter employer information to appear on Part Il of the form First identify the file as an insurance company in the General Section of the Client Information screen then go to Employers in the File menu to enter a list of employers Employers can also be imported using the Import in the File menu This feature is only available in the MultiClient version of ACA 1095 Reporting June 11 2015 Update LATE BREAKING NEWS On June 10 2015 new legislation was proposed in the house H R 2712 Common Sense Reporting and Verification Act of 2015 to simplify the reporting requirements under Code Sections 6056 However the Treasury will be tasked with coming up with new reporting requirements no later than 180 days after th
25. d regulations of the Affordable Care Act Again this only applies to your firm if you have fifty 50 or more full time equivalent employees If not you will not need to purchase the Pro Ware software or any other product to submit and manage this data for the requirements of the ACA However if you firm does meet this criteria then you must purchase either the PRO WARE ACA 1095 Reporting software program or some other reporting tool to provide the necessary database tracking and filing options to meet the requirements of the ACA Assuming you have acquired the Pro Ware software reporting software the following steps will guide you to illustrate that the PRAnalysis Tool has the information in place to provide the proper basis of extracting your Employee s data into the Pro Ware software Once imported into Pro Ware it will allow you to manage and maintain all of the other data that is completely outside the scope of the Infinity POWER Payroll application itself First you would go to the Pro Ware web site and order the proper version of the product that you would need based on your company s current situation whether you have a single company or multi company environment that needs to report as one under the ACA rules http www proware cpa com aca features html The two products to consider are as follows AGA 1095 Reporting Subscription Initial Purchase 249 00 ACA 1095 Reporting MultiClient Subscription Initial Purchas
26. data files Why Because the POWERServer module directly communicates with your company s Payroll data files and all communications require that only valid users that have been predefined in the Infinity POWER Advanced Security Administrator module can gain access to your Payroll data files based on the security rules that you have defined in advance In addition the user rights are defined either on a group or user level which means that management controls who gets access to specific program options and or data files 1 Payroll Analysis Tool User Manual Thus if User A doesn t have rights to the Payroll module they won t be able to extract any information or perform analysis at all from the Payroll module Some companies may have their SYSADM control this module with full rights and simply save the various Excel data files on their network for specific users to use when applicable There are many ways to use this advanced tool Keep in mind this is very valuable information that you are data mining from your accounting Payroll data files Once extracted these new spreadsheets of data searches should be stored on your PC or Network with the same level of special security you use now for your accounting data files Therefore you need to make special considerations as to who can make these data extractions and where they can store this information With the growing level of concern r
27. e 5599 00 All pricing listed effective 09 01 2015 and subject to change 23 Payroll Analysis Tool User Manual Once you have ordered one of the products on line at Pro Ware s web site you will receive a series of e mails within minutes of your registration then your order information and then your Serial Numbers and links to download their software The following instructions are designed as a guideline during installation and for the purposes of assisting Data Pro users to get to the point of importing their Employee Payroll data into the Pro Ware software It is not intended to be a complete user guide for the Pro Ware software product That is included automatically in the Pro Ware software Installing Pro Ware ACA 1095 Reporting Once you save the software down to your server or local PC click on the setup exe and the following screen will appear Welcome to the ACA 1095 Reporting Setup Wizard This will install ACA 1095 Reporting on your computer It is recommended that you dose all other applications before continuing Click Next to continue or Cancel to exit Setup Click Next to continue 24 Payroll Analysis Tool User Manual License Agreement Please read the following important information before continuing Please read the following License Agreement You must accept the terms of this agreement before continuing with the installation PRO WARE LLC End User License Agreemen
28. e bill is passed and the new requirements will NOT apply to the 2015 reporting year While this proposed legislation could provide welcome relief to the reporting requirements in the future it does not affect the information gathering in 2015 that will be required to complete the 2015 information reports As a side note if you visit www govtrack us a website that tracks proposed legislation you ll see that the prognosis for this bill is a 2 chance of being enacted May 27 2015 Update CROSS REFERENCE FILES The Learning Resources in the Help menu now contains links to cross reference files that will help you determine where to enter information that needs to be printed on the IRS tax forms ALE MEMBER INFORMATION Tha AIC mambar infarns satinn an mons hn antara in tha lliant Infans astinn reraman cmdarthn TNNE AIC hMianmbar Infarnsatinn cactian and than cli bina tha hanaan Fenin _ Do not show on startup Copy to Clipboard 30 Payroll Analysis Tool User Manual You will then be introduced to the Main Menu Remember this documentation is to only describe the steps necessary for you to import your Employee Payroll data into Pro Ware ACA 1095 Reporting and not for every step and function on how to use their software File Edit Reports Housekeeping Help FHS HABeSI1e 0 Client Info Defaults Employees Reports Backup Restore Reset Update Help Exit my Client File Selected Company ACA File C Pro Ware
29. e only calculation that Employers should use in their determinations of full time equivalents but it should provide a good guideline in concluding whether or not they may need to comply with the more advanced reporting requirements of the Affordable Care Act ACA In this example that would not be the case Hours Prior Year The ACA may also require Employers to perform a look back function which means that since different Employees start and stop employment at varying intervals throughout the year you may need to combine the information from more than just the current year to determine whether or not an Employee is considered a full time equivalent employee If you choose Yes to the prompt on the main screen the PRAnalysis Tool will update the tab Hours Prior Year simultaneously for analysis The format of the information is identical to the Hours Current Year format PRO WARE ACA 1095 Reporting If you use the PRAnalysis Tool and determine that you haven t reached the threshold where you need to comply with the more advanced reporting requirements you need to only allow your insurance company to provide the requisite reporting for your ACA needs For those companies that determine that they are near or have exceeded this threshold then the Data Pro PRAnalysis Tool was designed to integrate directly with the PRO WARE ACA 1095 Reporting software program It specializes in the actual additional tracking of the
30. ed it use Windows Explorer to go to the folder where you saved the file to be able to open the file Double click on the PRAnalysisSetup exe file The installer program will begin PRAnalysis InstallShield Wizard Preparing to Install PRAnalysis Setup is preparing the InstallShield Wizard which will guide you through the program setup process Please Wait Decompressing PRAnalysis msi EE Cancel Once it is ready for installation the following screen will appear 3 Payroll Analysis Tool User Manual i PRAnalysis InstallShield Wizard allShield Wizard for Welcome to the Ir PRAnalysis nalyst computer To continue dick Next WARNING This program is protected by copyright law and international treaties Click on Next to continue the installation You can allow the software to default to the PRAnalysis folder or if you want to change the location either by drive letter or folder name Click on the Change button to override the default settings as shown on the following screen H PRAnalysis InstallShield Wizard Change Current Destination Folder Browse to the destination folder InstallShield Click OK once you have defined the Folder Name for the installation 4 Payroll Analysis Tool User Manual 3 PRAnalysis InstallShield Wizard Click Next to install to this folder or dick Change to install to a
31. egarding the loss of personal information and identity theft these Excel data files need to be highly protected from access by third parties This tool is for use with products such as Pro Ware s ACA 1095 Reporting software for those companies with more than 50 full time equivalent employees The Affordable Care Act ACA has created new reporting requirements based on the health care coverage provided to employees in 2015 Employers of 50 or more full time equivalent employees are required to complete a transmittal form 1094 B or 1094 C containing information about the employer and an employee form 1095 B or 1095 C for each full time employee These forms must be filed with the Internal Revenue Services in early 2016 The Payroll Analysis Tool isn t designed to comply with the actual filing of these IRS mandated forms It is an analysis tool designed to help Employers analyze their Payroll data files and generate census data for compliance with a variety of insurance and 401k reporting matters However it does also help companies determine whether or not they meet the threshold of having to file the ACA forms and if so to provide a direct link from the company s Payroll data to Pro Ware s ACA 1095 Reporting software This is explained in greater detail at the end of this document From there the Pro Ware ACA 1095 Reporting software provides a set of tools which allow Employers to manage the other data regarding offered health care
32. ial for Identity Theft This is very important that this information is secured at this point A password on the Excel file would be highly recommended Therefore when you go to save the Excel file as a separate worksheet once you have given it a name click on the Tools option at the bottom of the screen as shown below 17 Payroll Analysis Tool User Manual Save as type Excel Workbook xlsx Authors Scott Fenimore Tags Add atag Title Add a title L Save Thumbnail ide Folders Save Click on General Options The following screen will appear General Options Always create backup File sharing Password to open Password to modify Read only recommended Cance Enter your passwords to open and to modify the file You may also select whether to have Excel Always create a backup copy and whether to open the file in Read only mode These are all choices for you to make and determine Depending on the Special Pay Types you enter for your firm you can see up to five per retrieval as shown on the following screen which is on the far right of the spreadsheet Q R 5 Hire Date Term Date INS FIT DEN 401 6 1 2013 2 243 80 520 00 594 88 382 78 50 00 2 20 2002 2 362 88 520 00 741 00 1 942 83 50 00 7 10 2006 11 19 2015 2 265 04 690 00 582 82 744 81 0 00 6 1 1999 5 867 68 520 00 910 00 3 182 88 50 00 1 11 2010 4 931 68 0 00 715 00 800 31 0 00 3 6 2011 4 907 76 5
33. ion like the PRAnalysis Tool and then accessing the accounting system It is recommended that you choose the same network server that the accounting system is installed on SETTING UP POWERSERVICE 1 From the Accounting Server lt click gt the Start button and select the Run menu option or Search Programs and Files from your desktop as shown below All Programs Ro eee Type the name of a program Folder document or i Internet resource and Windows will open it For you Open se Cancel Browse 2 Type cmd in the Open text box 3 lt Click gt the OK button or Magnifying Glass The Command Prompt window displays 47 Payroll Analysis Tool User Manual tas Administrator C AWindows system32Z cmd exe Ci gt cd power C POWER gt 4 Change the directory to where the accounting system is installed i e cd c power The prompt changes to the accounting software directory 5 From the command prompt in the accounting software directory type POWERService install and press Enter on the keyboard This command installs the POWERServer module as a Windows Service which automatically starts whenever your server is turned on or rebooted 6 Type exit and press Enter on the keyboard to close the command prompt window STARTING THE POWERSERVER FOR THE FIRST TIME Once the POWERServer has been installed as a service you must start the process for the first time 7 Fro
34. ity requests and responses made to and from the POWERServer There are three choices for logging the POWERServer activity e Disable Log e Log Connections Only e Log All Activity NOTE When you choose to log All Activity the POWERServer log file can become very large in size It is suggested that this should only be done during a testing or debugging phase of the client application 45 Payroll Analysis Tool User Manual START POWERSERVER PROCESS Once the configuration section is completed and saved you may then start the POWERServer process The system will display a box on your screen and ask Do you wish to start it now Click on the Yes button and a new application window will appear on your desktop Tools Launch This option allows pou to start the POWE AServer process Do you wish to shart it mow This window must be kept open as it 1s waiting to receive requests from the client That is why it is generally better to set up POWERServer as a Windows Service which allows it to run in the background all of the time even if you should have to reboot your computer 46 Payroll Analysis Tool User Manual SETUP POWERSERVER AS A WIN32 SERVICE One of the servers or workstations on your network must now be chosen as the POWERServer server This is the server that runs the POWERServer process in the background listening for connection requests from the client applicat
35. ks for their 401k plans If you have a matching program this analysis would allow you in Excel to create a formula to calculate how much the Employer s match amount should be based on your specific company s rules so it can be submitted for payment The PRAnalysis Tool will generate all of the data with up to five 5 Special Pay Types information at once Should you need more than five Special Pay Types worth of information you may save this information to a separate Excel Worksheet and re run this option as many times as you desire using the additional Special Pay Types and add the data from each run to the original Excel Worksheet The Worksheet Tabs below are where the data is extracted to Census Hours Current Year Hours Prior Year Census e Employee first Neme Last Name 5S Number Address 1 Address 2 City State Zip Status Department we Class Marital Status Gender Race BirthDete Hire Date Term Date 401 125 GAP ur DEN CON 106 ChetlesS Conners 265 258 2411 5422 N Sheldon Road Apt 233 Tarnp FL 33635 Active GEN LABOR 2 5 M White 1 16 1962 2 20 2010 54 702 95 250 00 1 175 00 5114 40 151 00 L 104 Frank Elliot 257 85 8442 7113 Henderson Blvd 208 Tampa FL 33602 Active GEN LABOR r 2 M M Black 9 24 1959 7 10 2013 5482 06 51 508 50 770 00 6 00 139 57 RA 102 Albert T Franklin 184 22 8451 9833 N Hanley Road Tomp PL 33637 Active GEN LABOR 2 M MA Hispanic 4 16 1983 1 11 2009 0 00 255 20 1 017 50 000 0 00 R1 109 Friedma
36. lled 08 20 2015 Expiration Date 09 19 2015 Days Remaining 15 How to Order Continue as Derno Subscription Information Enter company name exactly as shown on the email containing your subscription information Serial Number i Company Name Subscription Code agree to the terms of the subscription policy View Subscription Policy Activate Now This is where you will need your Serial Number and Subscription Code that you would have received via e mail to activate your software license Once you have entered this information along with your Company Name click on Activate Now You will then be prompted to agree to the terms of the subscription policy ACA 1095 Reporting has been activated Your subscription will be active until September 4 2016 This license is a yearly subscription service with updates provided throughout the year The following screen will appear as you enter the software for the first time 29 Payroll Analysis Tool User Manual File Edit Help WELCOME TO ACA 1095 REPORTING ACA 1095 Reporting ACA 1095 Reporting is the most efficient way to gather and track health insurance information that needs to be reported in accordance with Code Section 6055 and 6056 Be sure to check the Learning Resources screen in the Help menu if you have questions about any of the options in ACA 1095 Reporting If you have specific questions about any feature or option in ACA 1095 Reporting use the Feedba
37. m your Windows desktop lt right click gt on the My Computer icon and select the Manage menu option The Computer Management window displays as shown on the following screen 48 Payroll Analysis Tool User Manual File Action View Help s E Computer Management Local Name a iff System Tools 7 oars p 4 Task Scheduler Lam PES gt Event Vi f ide 4 a Ces Services ann Applications Lie b de Local Users and Groups b Performance gay Device Manager F es Storage E Disk Management b gt Ee Services and Applications More Actions 8 From the menu on the left lt click gt the Services and Applications option and then select the Services sub option A list of services installed on your system displays in the right window 9 Scroll down to the POWERServer service lt right click gt and then select the Start menu option The POWERServer utility starts and returns to the Computer Management window File Action View Help s AME as BA an mp E Computer Management iLozal a it System Tools ay 7 p gt GB Tesk Scheduler POWERServer me Description aa p fa Even Viewer ee eee aie BO Manages p Startec b B Shared Folders a _ p Local Users and Groups nat 4 2 est Statec p a Performance Description g Device Manager Runs powerd exe as e Windows a ae re Startec a Storage Service E Disk Management E ice Startec 4 Sewices anc Applications ay WMI C
38. n Jack 2234 10 8880 15519 Loke Shore ville Tomp FL 33636 Active SALES N white 2 5 1948 3 6 2005 0 00 187 00 1 292 50 550 00 0 00 OR 10 Jim Gordon 2605 88 1242 4500 Tampa Street Tompa FL 53612 Active ADMIN N White 10 12 1961 5 6 2011 507 18 1 377 53 1 017 50 0 00 125 64 MAR 101 Sus Marris 4455 12 8867 445 Ford Street St Petersburg Fi 53527 Active ADMIN r 4 M f Black 12 9 1980 6 1 2009 1 236 17 2 238 83 385 00 000 000 MAG 108 Maquire Bill 4100 67 1033 14523 Halfway Lane Tampa FL 33697 Active SALES zz M M White 6 14 1973 9 29 2006 660 00 1 936 00 30 00 S000 S000 ROU 103 St Rouse 223 41 8441 14225 AddisonDrive Bldg 2 Tampa FL 33601 Active GEN LABOR 3 S M white 8 21 1981 3 15 2014 897 80 1 223 00 S000 S000 SOM NRI 10 Ron Wright 26415 4354 1212 W Cypress Blvd Tampa FL 33623 Active GEN LABOR 1 M White 1 16 1967 2 20 2007 432 60 822 30 1 00 S000 SOM The following fields are extracted into the Census tab whenever the Retrieve Data button is selected on the main PRAnalysis Settings screen Retrieve Data This can be selected as many times as desired as information is updated Each time it is selected it will clear the data from the prior retrieval and update all tabs with the latest information found in the Payroll data files That s why you should save it off to a separate worksheet once you are satisfied with the results 15 Payroll Analysis Tool User Manual The fields that are ext
39. n management of this ACA process while you may still be in the process of hiring and firing employees throughout the rest of the calendar year Instead of a one time only opportunity to import the data into Pro Ware at the beginning of January once the calendar year for Payroll has been completed you can do the export to Pro Ware immediately and then proceed to provide updates on any recurring basis as changes occur 22 Payroll Analysis Tool User Manual These changes could include items such as an Employee s Address Status and other fields that are essential to the ACA reporting process Based on the master settings the Pro Ware import process can be defined to only allow changes to the database for those items that are either new or minor database changes without overwriting the rest of the Employee s record You wouldn t want a situation with a product whereby you start to perform your maintenance of the spousal and dependent information and it gets overwritten by a later import This is the primary reason why Pro Ware s ACA 1095 Reporting was selected for an integrated software partner Importing PRAnalysis Data Into PRO Ware Once you have retrieved your Payroll data into Microsoft Excel using the Data Pro PRAnalysis Tool you have now put it in a position where it can be imported into the PRO WARE ACA 1095 Reporting software program for further management and reporting under the rules an
40. n on the following screen If this is the first time you have loaded the file you may get a Security Warning as shown that Macros have been disabled Click on the Enable Content button to proceed 8 Payroll Analysis Tool User Manual E EE DAN Pre lt lt AN O10 Of fe B ENIC ZS A SOFTWARE ING POWERServer Hostname POWERServer Port Number Payroll Analysis Tool Employee Data Retrieval Criteria 0 Enter the calendar year in which to gather Payroll data This is not your company s fiscal year Calendar Year 1 Enter Y or N to include Non active employees Include Non Active Employees 2 Use a numeric value to represent the day of week 1 equals Sunday 7 equals Saturday First Day Of Week Sun Sat 1 7 3 Choose to include Salary Employees or only Hourly Employees Y or N include Salary Employees 4 Choose to retrieve the current Year s Hours Y or N Optional Retrieve Current Year Hours 5 Choose to Retrieve the Prior Year s Hours Y or N Optional Retrieve Prior Year Hours Enter a Special Pay Type for analysis Up to five per retrieval This will generally includes Special Pay Types such as 401k s 125 Cafeteria Plans Additional FIT deductions as well as earnings Pay Types like a Bonus or Commissions 20 If more than five Special Pay Types are needed for analysis save the first retrieval of data to a 1 separate worksheet first and then repeat using different Pay Types and s
41. ne safe harbor measures affordability of employer sponsored coverage based on the federal poverty line for a single individual in effect within six months before the first day of the plan year Use this code if the employee used the rate of pay safe harbor to determine affordability for this employee for any months The rate of pay safe harbor measures affordability of ermployer sponsored coverage based on an employee s rate of pay Use this code if Section 4980H b non calendar year transition relief applies to this employee for the month If certain conditions are met the employer has a non calendar year plan may be treated as offering minimum essential coverage that affordable and provides minimum value for the months prior to the current plan year Copy to Clipboard Finally you can establish whether these defaults apply to all Employees for all twelve 12 months of Coverage or for just selected months You must choose what applies Covered Individual Defaults Alll2 Jan Feb Mar Default Months of Coverage 37 Payroll Analysis Tool User Manual Once you have defined all of these options click on the Import button at the bottom right of the screen The software will prompt you once more for the name of the file to import as shown on the following screen Select import file Use the dialog displayed next to select the file that you want to import your data from Click OK to continue
42. ollowing screen will appear File Edit Help FIELD NAME 9 m ry 5 7 3 b b On S J Employee ID Required Last Name Required First Name Required Social Sec Mo Date of Birth Address City ip Country Email Address Hired Date Terminated Date User Defined D Required Required Default value Po Default value Default value po required ff you need employees linked to employers Check Field Mapping Payroll Analysis Tool 32 The following screen will appear The key option to select is Employee information Once you have selected this option click on the Map Fields button directly to the right The FIELD CONTENTS Employee ID Lastname Firstname Social Sec No Date of Birth Address City State Zip Country Email Hired Date Terminated Date User Defined How To User Manual This is the most important step in integrating the PRAnalysis Tool to the Pro Ware ACA 1095 Reporting software The PRAnalysis Tool has used the Infinity POWER POWERServer module to directly access your Payroll data files and inserted the specific data into three different tabs within the worksheet Specifically for the purposes of importing data into the Pro Ware ACA 1095 Reporting software the Census tab information is what will need to be mapped to the fields on the previous screen The Census tab s
43. om of the screen as shown to insure that you haven t made any mistakes Next you will select the name of the file to import Select import file Use the dialog displayed next to select the file that you want to import your data from You can name the file any name you want that makes sense to you including a Company ID Year and so forth The following naming structure is for demonstration purposes only 34 Payroll Analysis Tool User Manual Look in PROWARE o t fir i Mame Date modified Type rie DPI mportACaA xlsx 9 4 2015 10 25 AM Microsoft Recent places File name DP impot ACA xlsx Files of type Becel ads xda Go to the directory folder where you have stored your PRAnalysis worksheet and select the filename Click on Select once you have it highlighted Click OK once you are done The overlay window for mapping will close and you will return to the original screen Next there are a couple of very important options that must be chosen 1n this process The first one is to enter the number one 1 for the question Number of heading rows to skip The PRAnalysis Tool only has one row for headings and you don t want those headings imported into the Pro Ware software The second and most important option is to click on the box for Update employee if Employee ID is found This tells the import function to only update any changes for an employee it sees each time you
44. ontrol ir Ae Startec b gt igi SOL Server Confiquratic it Re Refresh Startec Properties m Startec Startec Help 55 Startec Extended 4 Standard Start sewice POWFRServer on cal Computer 49 Payroll Analysis Tool User Manual PRINT POWERSERVER LOG FILE You may print the POWERServer log file at any time by choosing this option This option will also allow you to remove the POWERServer log file When you remove the log file it will be re created upon the next call to it from the client i e PRAnalysis Tool Please keep in mind that if you are logging All Activity this file can become very large in size ET Pint POWERSewer Loafile Too s Launch Press the buttons below to either print the POWER Server log file or Clear the existing log lile Print Log Fle Clear og File By default we normally suggest you turn off the POWERServer log unless you are testing and performing initial configurations 50 Payroll Analysis Tool User Manual
45. ory reporting requirements This information is summarized by Employee at the far right of this Tab Hours Current Year to help Employer s determine how many Employees meet the current definition of full time employment currently 30 hours This may change over time The following screen illustrates the summary of Employees on a weekly Payroll schedule and then summarized at year end for analysis 19 Payroll Analysis Tool User Manual Please note in the first image that this is shot from the far left of the spreadsheet where the Employee Number is listed alongside their Name Social Security Number Department Status and then how many hours they worked for the current pay cycle If you are running weekly Pay Cycles as shown on the following screen each week will have hours displayed Should your Payroll cycles be less frequent such as Bi weekly or Semi Monthly the weeks will skip a column and the hours will double in amounts to be displayed only on the weeks when the Payroll was actually run Left side of Hours Current Year A E C D F G H J K L Employee EmployeeName 55 Number Department Status Week 1 Week Week3 Week4 Week5 Week Week 7 BIV 830 Bivens Susan 455 12 8867 ADMIN Active 259 00 28 50 22 50 31 00 24 50 25 00 29 50 CON 106 Conners Charles 5 265 28 2411 GEN LABOR Active 40 00 44 50 40 00 43 50 38 00 41 00 47 00 ELL 104 Elliot Frank 25 85 8442 GEN LABOR Resigned Good 40 00 46
46. ost compatible with programs like Pro Ware The PRAnalysis software will automatically clear the tabs located at the bottom of the spreadsheet as shown below each time the Retrieve Data button is selected Retrieve Data Therefore saving the extracted data to a unique filename separately allows you to keep as many variations of the queries as you desire PRAnalysis Settings Census Hours Current Year Hours Prior Year Once the query using the POWERServer has been completed to the Payroll data files the following notification will appear to let you know you can proceed Data Retrieval Complete The following screen is a series of user prompts that control which data is extracted each time from the Payroll data files 13 Payroll Analysis Tool User Manual Setting the Employee Data Retrieval Criteria 1 2 3 4 5 6 Employee Data Retrieval Criteria Calendar Year Include Non Active Employees First Day Of Week Sun Sat 1 7 Include Salary Employees Retrieve Current Year Hours Retrieve Prior Year Hours Retrieve Data Enter the calendar year in which to gather Payroll data This is not your company s fiscal year All Payroll data is tracked on a Calendar Year basis not fiscal year Enter Y or N to include Non active employees This allows you to exclude all former employees from your analysis However for ACA calculation purposes you will want to include them in y
47. our retrieval of data Use a numeric value to represent the First day of the week in which your Payroll calculation starts Sunday I Monday 2 Tuesday 3 Wednesday 4 Thursday 5 Friday 6 Saturday 7 Remember this is not the day you calculate and issue Payroll checks This is the starting day of each Payroll cycle Therefore if you pay on Wednesdays which is equal to 4 your First Day of Week would then be 5 which is a Thursday Choose to include Salary Employees or only Hourly Employees Y or N You may only be interested in analyzing your hourly employees and do not want to include Management or other salaried staff Or you can choose both Choose to retrieve the Current Year s Hours Y or N Optional Determine whether to include the Current Year s number of hours by Employee in your analysis Choose to Retrieve the Prior Year s Hours Y or N Optional Determine whether to include the Prior Year s number of hours by Employee in your analysis 14 Payroll Analysis Tool User Manual 7 Enter a Special Pay Type for analysis Up to five Special Pay Types per retrieval This field and the next four fields allow the user to enter the title of the Special Pay Type to be included in the analysis of the Payroll Data This is ideal for Census reporting For instance you may need to see how much money was pulled from your employee s pay chec
48. p the coverages correctly the Pro Ware software will assist you with error trapping to prevent you from making reporting errors to the government The Offer amp Coverage contains an invalid Employee Share of Cost The Offer amp Coverage Share Cost column should be blank or zero when the Offer Code column ts not 16 1C 1D or 1E See IRS instructions for 1095 C line 15 41 Payroll Analysis Tool User Manual You ll also get guidance as you enter data on each person by month as to what code applies for each specific month under the ACA File Edit Help Jan S 4980 S 4980 elelo elele elelo e 40 leol ae elal e A How To Cancel The final result being that when all is said in done the compiled information you have accumulated will then be transferred to the proper form for ACA reporting whether it be on paper documents or electronically if you have 250 or more employees 42 Payroll Analysis Tool User Manual om 1094 C Departrent of he Treasury nterra Revenue Senice Part I Coverage Information Retums P Information about Form 1094 6 and its separate instructions is at www Fs gov OMe Applicable Large Empkyer Member ALE Member aa E enie aa US ACA 3 Contact tdephore number 3 Street address finchidingroomor suite no 10 Employer identification mum ber EIN d City or town 7T hame of person to contact 9 Narre of Designated Goverment Entty only if applicable
49. py to Clipboard 36 Payroll Analysis Tool User Manual This section of the screen also allows you to define your default Share of the Cost of Insurance provided The second default codes to set are for the Section 4908H Codes These too are listed in detail by the software to assist you in defining what should be used as a default when making the import of Employee data File Edit Help any day of the month Employee not a full time employee use this code if the employee is not a full time employee for the month and did not enroll in a minimum essential coverage Employee enrolled in coverage offered Use this code for any month in which the employees enrolled in health coverage offered by the employer regardless of whether any other code might apply Use this code for any month during which an employee ts in a Limited Non Assessment Period Use this code for any month for which the employer is treated as offering health coverage to an employees if the employer is required by a collective bargaining agreement to make contributions for that employees to a multi employer plan that offers affordable minimum value self only coverage and also offers health coverage to the employee s dependents Use this code if the Form W 2 safe harbor was used to determine affordability for the employee for the year Use this code if the federal poverty line was used to determine affordability for any months The federal poverty li
50. r Support Management System Administrator j Security Administrator Productivity Tools Form Generator POWER Upgrade Utility Start Up From Scratch Start New Year s Files Once you select the POWERServer Module there are four data items that need to be set up for the POWERServer Configuration 44 Payroll Analysis Tool User Manual B POWERServer Configuration i Tools Launch Login User Hame Berit Logn User Password waeaaae IP Sozket Port H 9500 Aciviyloagng Disable Jeg Cancel Apply LOGIN USER NAME The Login User Name is the User ID set up in the Advanced Security Administrator module for the specific user to be called to communicate between the client and the POWERServer Web is a common User ID used for defining web servers and other automated communications LOGIN USER The Login User Password is the password that was assigned PASSWORD to the specific User ID in the Advanced Security Administrator that corresponds with the Login User Name IP SOCKET PORT The IP Socket Port is the port number that is defined to use to communicate through the TCP IP protocol This port number should match the port number used by the client application when initializing the TCP IP connection to the POWERServer Commonly Port 9500 is used by Data Pro applications ACTIVITY The POWERServer module can create a log file which LOGGING contains information about user logins and their activ
51. racted from the Payroll data files will include the following fields and optionally include any Special Pay Types at the end based on any selections you have made If none are selected or if only one or two Special Pay Types are chosen only those that are entered will be displayed on the Census tab Fields included in Census Tab 1 Employee Number 2 First Name 3 Last Name 4 Social Security Number 5 Address 1 6 Address 2 7 City 8 State 9 Zip 10 Status Active Resigned Terminated Leave of Absense or Laid Off 11 Department if option turned on 12 Worker s Compensation Class if option turned on 13 Marital Status 14 Gender 15 Race 16 Birth Date 17 Hire Date 18 Termination Date if non active employees are included 19 Up to five additional Special Pay Types as entered by the user None if none entered Once the data has been retrieved from your Payroll data files into the PRAnalysis Tool the recommended procedure is to now save this query off to a new Excel Spreadsheet with its own naming convention This is because each time you perform a unique or different click on the Retrieve Data button a new retrieval of Payroll information will be made When this occurs whatever data was previously retrieved and sitting in the Census Hours Current Year or Hours Prior Year tab will automatically be removed and replaced by the new retrieval Therefore if
52. something you can put off any longer the first step 1s to get your employee and if necessary dependent data into ACA 1095 Reporting To accomplish this you can use their flexible and easy to use import option This is what the Data Pro PRAnalysis Tool is designed to specifically utilize and integrate with This tool provides you with the basis to get all of your company s core Employee data extracted from your Infinity POWER Payroll software database dBase FoxPro or SQL and into a position so that it can be easily imported into a wide range of third party applications including Pro Ware s ACA 1095 Reporting software product s Once you have imported this core data you can even assign default coverage codes to all imported employees to save even more time Once you have your employee data in Pro Ware s ACA 1095 Reporting software you may need to make changes to the data for new hires terminations and health coverage changes This is where their ACA 1095 Reporting can save you even more time because of a feature they call multi select Multi Select allows you to select groups of employees and make changes to all of them instead of having to edit each one individually Multi Select can also be used to print reports making report generation very flexible More importantly Pro Ware was selected as an integrated partner because of the specific ability to import your current Payroll information immediately and begi
53. t This is a legal agreement between you an individual or a legal entity and PRO VWARE LLC hear after referred to as PRO WARE By using Asset Keeper Pro hear after referred to as The software you are agreeing to the terms and conditions of this license agreement If you do not agree ta the terms and conditions I accept the agreement I do not accept the agreement lt tc cane You need to accept their License Agreement and click on Next Select Destination Location Where should ACA 1095 Reporting be installed a Setup will install ACA 1095 Reporting into the following folder To continue dick Next If you would like to select a different folder dick Browse Atleast 75 0 MB of free disk space is required Select the default location to install the software or override it Click on Next to continue 25 Payroll Analysis Tool User Manual Select Start Menu Folder Where should Setup place the program s shortcuts F E Setup will create the program s shortcuts in the following Start Menu folder LL To continue dick Next If you would like to select a different folder cick Browse _ Don t create a Start Menu folder Select the Start Menu Folder Click on Next Select Additional Tasks Which additional tasks should be performed Select the additional tasks you would like Setup to perform while installing ACA 1095 Reporting then dick Next Additional icons Crea
54. te a desktop icon Make sure to click on the Create a desktop icon option so that it will be easy for you to remember where to find this application Click on Next 26 Payroll Analysis Tool User Manual Ready to Install Setup is now ready to begin installing ACA 1095 Reporting on your computer Click Install to continue with the installation or dick Back if you want to review or change any settings Destination location C Program Files x86 ACA 1095 Reporting Start Menu folder ACA 1095 Reporting Additional icons Create a desktop icon The software is now ready to install Click on Install Installing Please wait while Setup installs ACA 1095 Reporting on your computer Extracting files C Program Files x86 ACA 1095 Reporting REFTABLES DB The software will begin the installation process 27 Payroll Analysis Tool User Manual Completing the ACA 1095 Reporting Setup Wizard Setup has finished installing ACA 1095 Reporting on your computer The application may be launched by selecting the installed icons Click Finish to exit Setup Launch ACA 1095 Reporting Once it is completed you can click to Launch ACA 1095 Reporting and then on the Finish button Once the software launches the following screen will appear Payroll Analysis Tool 28 User Manual File Edit Help 30 Day Trial Period 15 days remaining in evaluation period Date Insta
55. tml Or call them directly at Phone 402 861 8800 Fax 402 861 8653 Monday Friday 8 30 am 5 00 pm CST Pricing AGA 1095 Reporting Subscription Initial Purchase ACA 1095 Reporting MultiClient Subscription Initial Purchase 2249 00 999 00 All pricing listed effective 09 01 2015 and subject to change 43 Payroll Analysis Tool User Manual POWERServer This section will cover the general concepts of the POWERServer module which is included as a core component of the System Administrator module It 1s included here as it is required that the POWERServer be configured and running for the PRAnalysis Tool to be able to function The prerequisite required to use the POWERServer module is the Advanced Security Administrator module It must be installed and running You cannot use Standard Security with the POWERServer Instead you must be able to specify a User ID to be assigned to handle the TCP IP calls from the PRAnalysis Tool to the POWERServer which passes along the specific users rights and permissions to access data from the various modules POWERSERVER CONFIGURATION The POWERServer may be accessed from the Systems menu as shown below General Ledger Accounts Payable Purchase Order Entry Accounts Receivable Inventory Management Sales Order Entry Point of Sale Payroll Job Cost Main Module Time Sheet Entry Check Reconciliation Report Writer Report Writer Run Time Custome
56. you were pleased with the retrieval that you made and wanted to use it for part of your current Payroll Analysis then you should click on the triangle in the upper left of the Excel Spreadsheet m L 1 Employee EmployeeName 55 Number 2 BIV 830 Bivens Susan 455 127 856 16 Payroll Analysis Tool User Manual This will automatically highlight all data in the current Excel tab You can then click on the Copy option at the top of the screen or use the CTRL C function to copy the data Then click on File New and select Blank Workbook in Excel and Paste CTRL V the data into the new Workbook and save it with new filename as shown in the following screen r HOME INSERT PAGE LAYOUT FORMULAS DATA REVIEW VIEW ADD INS DYMO Label ACROBAT F Cut Calibri Ju J A al IE Ee Wrap Text General 3 ia a poet ee Gare apes Fr j oy 0 00 oe ag Format Painter I U eer sa Ar SSE EEE Merge amp Center 3 0 a Clipboard Ta Font Ta Alignment F Number F C35 7 f A B C D E F G H J 1 Employee First Name Last Name 55 Number Address 1 Address 2 City State Zip Status 2 BIV 830 Susan K Bivens 455 12 8660 115 N Himes Avenue Tampa FL 33610 Active 3 CON 106 CharlesS Conners 265 28 2411 5422 N Sheldon Road Apt 233 Tampa FL 33635 Active 4 ELL 104 Frank Elliot 257 85 8442 7113 Henderson Blvd Apt 208 Tampa FL 33602 Resigned Good 5 ESP 903 PhillipG Espinosa 455 12 886
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