Export employers

Create an export employer record

1. In the Navigation pane, highlight the Payroll/Human Resources > Setup > Export Employers folder.
2. Click . The New Export Employer window opens.

   

3. Enter a unique Code for the export employer.
4. Enter a Description of the export employer.
5. If you need to enter an alternate EIN, enter it in the Other EIN field. If you have used an EIN (including a prior owner's EIN) on Form 941, Form 943, Form 944, or Form CT-1 that is different from the EIN reported on Form W-3, enter that EIN here. In general, you will leave this field blank and report the employer's EIN.

6. The Establishment Number can be used to identify separate establishments in your business. For instance, you can use the establishment number to distinguish store or factory locations or to separate different types of payroll. You can file separate Forms W-3 with Forms W-2 for each establishment even if they all have the same EIN, or you can use a single W-3 for all Forms W-2 of the same type. The establishment number identifies each location (defined by an employer reporting under the Establishment Reporting Plan). The Establishment Reporting Plan is an optional reporting method used by some employers with more than one location or type of business. The Social Security Administration no longer requires or uses this data (except for uniformed military service employees). This field has also been used for a Payroll Record Unit (PRU), but is not applicable for tax years 1987 and later.

   If neither of the situations above applies, you can leave this field blank. Otherwise, enter the establishment number using any combination of blanks, numbers, or letters.

7. In the Kind of Employer field, enter the appropriate code for the export employer. This code is required for electronic reporting (EFW2). Valid codes include:
   • F - Federal government
   • S - State and local government employer
   • T - Tax exempt employer
   • Y - State and local tax exempt employer
   • N - None apply
8. Enter the appropriate Employment Code for the export employer. R is the most commonly used code. Valid codes include:
   • A - Agriculture (Form 943)
   • H - Household (Schedule H)
   • M - Military (Form 941)
   • Q - Medicare Qualified Government Employee (Form 941)
   • X - Railroad (CT-1)
   • F - Regular (Form 944)
   • R - Regular (all others) (Form 941)
9. If the export employer is located in a U.S. territory, enter the Tax Jurisdiction code for the export employer. Valid codes include:
   • V - Virgin Islands
   • G - Guam
   • S - American Samoa
   • N - Northern Mariana Islands
   • P - Puerto Rico
10. If the export employer is transmitting Form 1095-C information to the IRS and the IRS issued the employer a four-character name control code when it provided the employer with an EIN, enter the code in the Name Control field. This field is optional, so if you're unsure of the code, leave this field blank. The IRS may reject your transmission if the value doesn't match their records.
11. If the export employer is a third-party sick pay payer filing a Form W-2 for an insured's employee or is reporting sick pay payments made by a third party, mark the Third-Party Sick Pay checkbox.
12. In the Address section, enter address information for the export employer. Use the Location field to provide specific address information such as a suite number or room number. Use the Delivery (Street) field to provide a street address or post office box. For employers in the United States, leave the Country field blank.

13. In the Name field, enter the export employer's contact's full name or click the right arrow to open the Full Name dialog box where you can enter the name in parts.

    

    The Name field and the Full Name dialog box are synced so that changes you make to one are updated to the other.

14. In the remainder of the fields in the Contact section, provide job title, phone, fax, and email information for the export employer's contact person. If the export employer is used for ACA reporting, the Job Title field is used to provide the title on the first page of Form 1094-C.

15. If this employer uses ActivityHD to track and report Affordable Care Act (ACA) information, select the ACA tab and mark the Applicable Large Employer Member checkbox. Otherwise, skip to step 27.

    

16. Enter the four-digit Tax Year for ACA reporting.
17. Mark the Qualifying Offer Method checkbox to certify the employer is eligible to use and is using the Qualifying Offer Method to report Form 1095-C information for one or more full-time employees for all months during the year for which the employee was a full-time employee for whom the employer shared responsibility payment could apply.

18. If you entered "2016" or later in the Tax Year field, the next checkbox is labeled Reserved and is disabled.

19. If you entered "2017" or later in the Tax Year field, the next checkbox is labeled Reserved and is disabled.

20. Mark the 98% Offer Method checkbox to certify the employer is eligible to use and is using the 98% Offer Method to report Form 1095-C information. To qualify to use this method the employer must offer affordable health care coverage providing minimum value to at least 98% of its employees for whom it is filing a 1095-C employee statement and must also offer minimum essential coverage to those employees' dependents.
21. From the Method drop-down list, select which day to report the monthly total employee count for. The total employee count includes full-time employees, non-full-time employees, and employees in a Limited Non-Assessment Period. Your options are:
    • Month Begin
    • Month End
    • Month Day 12
    • Pay Period Begin. The first day of the first pay period during the month.
    • Pay Period End. The last day of the first pay period during the month.
22. The Run Type field is enabled if you select "Pay Period Begin" or "Pay Period End" in the Method field. Select the payroll run type that is associated with the pay periods you want to use to determine the total employee count.
23. In the MEC Offers column of the ALE Member Information - Monthly section, mark the checkbox(es) which correspond to the months in which the employer offered minimum essential coverage (MEC) to at least 95% of their full-time employees and their dependents. If the employer offered MEC to at least 95% of their full-time employees and their dependents for all twelve months, mark the All 12 Months checkbox.
24. In the Aggregated Group column, mark the checkbox(es) which correspond to the months in which the employer was a member of an Aggregated ALE Group. If the employer was a group member for all twelve months, mark the All 12 Months checkbox.

25. If you entered "2017" or later in the Tax Year field, the third column in the ALE Member Information - Monthly section is labeled Reserved and all text boxes in the column are disabled.

26. If any of the checkboxes in the Aggregated Group column in the ALE Member Information - Monthly section are marked, the Other Members of Aggregated ALE Group table is enabled. Enter information about the other members of the Aggregated Group the employer belongs to. Enter the group members in descending order starting with the group member with the highest average monthly number of full-time employees.

    Note

    If any member of the Aggregated Group uses the 98% Offer Method, all members of the Aggregated Group should report the average monthly number of total employees rather than full-time employees.

    Enter the following information for each group member:

    1. In the Business Name Line 1 column, enter the first line of the group member's business name.
    2. If needed, in the Business Name Line 2 column, enter the second line of the group member's business name.
    3. In the Control Code column, enter the control code assigned to the group member.
    4. In the EIN column, enter the group member's employer identification number (EIN) including the dash.
27. Save the new export employer record.

Export Employers Listing

Purpose

The Export Employers Listing provides a list of the export employer records defined in Payroll.

Content

For each export employer record included on the report, the listing shows:

• description
• other EIN
• establishment number
• kind of employer
• employment code
• tax jurisdiction
• name control code
• third-party sick pay indicator.

In addition, you can include one or more of the following:

• address information
• ACA information
• other members of an Aggregated ALE Group the employer belongs to
• timestamps
• memos
• custom fields.

The following total appears on the report:

• record count.

Print the report

1. In the Navigation pane, highlight the Payroll/Human Resources > Setup > Export Employers folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of export employers:
     1. Right-click the Export Employers folder and select Select and Report > Export Employers Listing from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the data.

        

   • To report on specifically selected export employers:
     1. In the HD view, select the export employers to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To report on a particular export employer record from the Export Employer window:
     1. In the HD view, locate and double-click the export employer to report on. The Export Employer window opens.
     2. Click .
3. Select the Options tab.

   

4. Mark the checkbox(es) for the additional information to include:
   • Address Information
   • ACA Information
   • Other Members Detail
   • Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
   • Timestamps
   • Memos
   • Custom Fields (only visible if custom fields are set up)
5. Select the Output tab.
6. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
From
The email account from which to send the email. Valid options are:
• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

Data extensions

The following data extensions are available for the report:

• Export employers
• ACA group members