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Client Users guide

HCM File is your Affordable Care Act (ACA) reporting solution, created to help firms like yours file maintain compliance with IRS ACA reporting requirements.

This Users Guide provides information on how to use the HCM Web Portal for your filing. With this Guide and your Account Manager, you have all the tools you need for a successful, on-time filing. Your Account Manager will be with you every step of the way; so don’t hesitate to reach out whenever you need assistance.

Table of Contents

5-Step Process

From account set-up through filing, the entire process will be handled within the HCM Portal:Click Here for Country Codes

  1. Build Account
  2. Add Employees
  3. Set Codes
  4. Submit Filing
  5. Track Filing

Getting Started

To begin the process, your Account manager will set-up a kick-off call with the person(s) at your company who will use the portal to execute the filing, as well as your benefits advisor. Existing clients should download their census before they adjust classes

On the kick-off call, your Account Manager will:

  • Provide an overview of the HCMFile process
  • Conduct a walk-through of the HCM Web Portal
  • Set-up your account on the HCM Portal

Note: It is important that clients download their workbook from 2015 before they adjust/add any employee classes.

The process is slightly different for new vs. returning clients

StageNew ClientsExisting Clients
Build AccountWork with account manager to build the account and create classesPrint groups and classes and make any adjustments
Add EmployeesComplete workbook for 2017Download new census with 2016 data (optional) or Complete Workbook with new data
Add EmployeesUpload and validate dataUpdate and validate data
Set CodesGenerate codes and review 1094 and 1095 OutputGenerate codes and review 1094 and 1095 Output
Set CodesEdit any last minute changesEdit any last minute changes
Submit FilingSend mail and, eFiling to IRSSend mail and, eFiling to IRS
Track FilingView status and submit correctionsView status and submit corrections