Year-End Checklist (US)

☐ Confirm transaction type setup

☐ Run Processed Transaction Detail AQ

• ☐ Add/review W2 box and label
• ☐ Ensure transaction type is set up to include in ACA tracking

☐ Review and resolve any missing SOC codes

☐ Review Greenshades properties in Admin Tools

☐ Review company EIN and address in Admin Tools

☐ Verify your company BNC as it will be required for Greenshades filings

• ☐ Need to determine the BNC? View IRS help

☐ Gather consent for electronic delivery of W-2s, 1095-Cs, and 1099s

• ☐ Create Adobe electronic consent form and distribute to employees not yet consented

☐ Review insurance plan(s) and benefit package(s) set up in the ACA Companion

• ☐ Add or update insurance plans as needed
• ☐ Add or update benefit packages as needed

☐ Review ACA Employers in the ACA Companion

• ☐ Add any new suppliers to the ACA Companion
• ☐ Review ALE group and dates

☐ Update insurance offer dates in the ACA Companion as employees terminate

• ☐ If missing declinations in the ACA Companion, learn about the ACA Declination Export option so you are ready to use it in January

☐ Plan for mailing your W-2s and 1095-Cs — in-house or outsource?

• ☐ Review BOLD Bulletin for Greenshades print and mail pricing
• ☐ Learn more about the Greenshades print & mail process

☐ Generate Feed & XML in Weekly Process

• ☐ Resolve any errors

☐ Review states you do business in for changes to minimum wage

• ☐ Update minimum wage in Admin Tools

☐ Review benefits to determine if new transaction types are needed

• ☐ Create new transaction types as needed
• ☐ Create employee benefit plans where applicable

☐ Review your Tax IDs for accuracy and ensure none are missing

• ☐ Update/add Tax IDs in Admin Tools

☐ Collect unemployment rate changes from states you do business in

• ☐ Update unemployment tax rates in Admin Tools

☐ Collaborate with your Worker's Comp provider to determine if rates will be updated

• ☐ Update WC rates in Admin Tools

☐ Prepare to distribute W-2s, 1095-Cs, and/or 1099-NEC forms to your workers

• ☐ Run Get W2 Details AQ to estimate number of W-2s
• ☐ If printing in-house, order paper. Avionté preferred partner: Nelco Solutions

☐ Generate 1095-C forms and start to review

• ☐ Review forms for accuracy by running the Get Employee 1095-C Info AQ and reviewing codes. Note: the month of December will not be populated until you re-run in January.

☐ Determine final payroll date and check date, and communicate internally. Establish a firm deadline for when all payroll for the year will be finalized, including corrections.

• ☐ Process any final employee payments including bonuses, check corrections, etc.

☐ Re-run Generate Feed & XML in Weekly Process after the last payroll of the year and all adjustments are complete

• ☐ Resolve any errors

☐ Audit W-2 data. Utilize W2 Reconciliation process

• ☐ Compare Form W-2 data to Taxes Summary AQ. Ensure totals match.

☐ Take the list of employees created in December and audit those specific employee W-2s for accuracy

• ☐ Review and verify all box totals on the W-2s

☐ Ensure employer healthcare contributions are displayed on W-2

• ☐ If not capturing employer contribution in Avionté, use the Healthcare Contribution Import

☐ Print and mail forms to workers

• ☐ W-2s   ☐ 1095-C   ☐ 1099-NEC   ☐ Other

☐ Post forms to the employee portal

• ☐ W-2s   ☐ 1095-C   ☐ 1099-NEC   ☐ Other

☐ Regenerate 1095-C forms in the ACA Companion and do a final review/audit

• ☐ Verify 1095-C codes; use our code population guide to understand how codes are determined
• ☐ Use overrides as needed

☐ E-File required tax filings with the IRS and SSA via Greenshades

• ☐ W-2s   ☐ 1095-C   ☐ 1099-NEC   ☐ Other

☐ Update Federal W-4 and state W-4s in your Adobe library using Avionté standard templates

• ☐ Keep an eye on the BOLD Bulletin and AVI for notification of new templates
• ☐ Identify employees with exempt Federal Form W-4 and request a new form for the new year