aca year end close and reporting - integrity data...announcing: 1095-c fulfilment service we can...

copy Integrity Data 2016 All rights reserved

ACA Year End Close and ReportingDecember 20 2016


Agenda

bull UPDATED ACA reporting deadlines

bull The new year-end close wizard

bull E-filing

bull Documentation requirements

bull Resources

bull QampA

2


ACA form deadlines for Tax Year 2016

January 1 2017 January 17 2017IRS eFiling starts for the 2016 efiling

January 31 2017 March 2 2017Furnish Form 1095-C to employees

February 28 2017Mail its transmittal Form 1094-C to the IRS

March 31 2017

E-file Form 1094-C with the IRS

httpswwwirsgovpubirs-dropn-16-70pdf

3


Step-by-step guide to the Year End Close - Wizard

4


Where do I find the YE Close Wizard

5


What does the Wizard do

6


What are the Wizardrsquos Main Page Features

7


Letrsquos get started

8

copy Integrity Data 2016 All rights reserved9











Edit 1095-C Page


Edit 1095-C Page (cont)





E-filing Recommended for all required for some

24


Do you have 250 or more 1095-Cs to send

bull An organization is required to send ACA information returns electronically if it has 250 or more 1095-C forms to submit

bull This requirement is by individual entity submitting not total submissions in a commonly controlled or affiliated group

bull Companies with fewer than 250 submissions can mail paper copies of 1095-Cs with their accompanying 1094-C to the IRS

bull The IRS highly recommends all submissions be filed electronically even if the entity does not have 250 or more 1095-Cs to send

25


Our solution DIRECTLY integrates with the IRS AIR (Affordable Care Act Information Returns) system Every transmission will have a unique Receipt ID assigned

The Receipt ID generated by the IRS is the official record identifier All subsequent corrections and replacements must reference the original Receipt ID


Timeframe for status updatesbull Every electronic transmission will have a unique Receipt ID assigned by the IRS

bull The IRS will periodically update status of the Receipt ID

bull It may take up to 7 business days for the IRS to update the status of your transmission

bull Integrity Datarsquos ACA Compliance Solution will monitor IRS status updates and will display that on your screen

bull It is the filerrsquos ndash YOURndash responsibility to monitor the IRS status and take action if a rejection or error is discovered

bull Each transmission ndash original or correctedndash will have its own status trail

bull When corrections or replacements are made our software will know which original Receipt ID to reference

27


IRS statuses for electronic submission errors

bull Processing - IRS has not completed processing the transmission

bull Accepted - IRS has completed processing the transmission and found no errors

bull Partially Accepted ndash IRS has accepted it but at least one submission was rejected

bull Accepted with Errors - IRS has completed processing the transmission and the errors are documented in the Error Data File attached to the Acknowledgment

bull Rejected - IRS has rejected the transmission Depending on why the transmission was rejected an Error Data File may or may not be attached to the Acknowledgment

28


Step-by-step guide to e-Filing

29


At this point you are ready

bull Year-End Close created IRS Forms 1094-C and 1095-C

bull You are clicks away from filing

bull Check to see if you need to do any editing for the 1094-Cbull You may be part of a controlled group where another entity

processed their own returns You still need to reference them in Part IV

bull If you are the authoritative filer for your entity another system may have filed returns for their specific group You may have to edit the employee counts and submission totals in your filing to include those submissions

30


E-filing

31

bull Menu options for electronic filing

bull IRS Filingbull IRS Filing Activity


IRS Filing

32

bull Select and submitbull User interface

consistent bull Every submission is

trackedbull Extensive drill-back

capabilities


IRS Filing Activity

33

bull Every submission has a status that changes

bull Every record within a submission has a status that changes

bull You can view all of it here

bull You can edit errors and resubmit from here


IRS Filing Activity Detail

bull Making edits and preparing to re-file corrections for multiple employee 1095-Cs without leaving the filing area

34


E-filing terms relating to corrections

35


Once you have chosen whether to submit by paper or electronically ndash

bull All subsequent corrections (or replacements) must be submitted in the same format as the original

bull An IRS Form 1094-C transmittal cannot comingle original IRS Form 1095-C submissions and corrected IRS Form 1095-C submissions ndash they need to be transmitted separately Our application allows you to select between Original and Corrected

bull It is possible to submit a corrected IRS Form 1094-C without any corresponding IRS Form 1095-Cndash for example bull Total employee count was wrong for a monthbull An affiliated group member was not listed on Part IV

36


Events that prompt the need for a correction

bull Company discovers error or omission ndash ie employee was covered for a month but was reported as not having coverage for that month

bull Employee discovers error or omission ndash ie employee discovers a dependentrsquos SSN in Part III is not correct

bull IRS provides written notice ndash if company files in paper form the IRS will send a letter outlining errors needed to be corrected

bull IRS electronic notificationndash if the status verification on a submission is lsquoAccepted with Errorsrsquo or lsquoRejectedrsquo

37


When you have filed electronically our system will monitor your changes

bull If you edit a 1095-C that was already sent to the IRS when you save the change we automatically will ask if you want to mark the form as ldquoCorrectedrdquo

bull This is also true with the 1094-C

bull These prompts are automatic

38


Electronic filing offers some protection for out-of-sync data

bull If you try to electronically submit for a particular year we will warn you if a previous electronic file was generated

bull If a previous submission is pending we will not allow you to proceed

39


Accepted with Errors

bull A correction may not always be required merely because you received an Accepted with Errors

bull You will have to go back and do some research as to whether or not there was an error in the data that was originally transmitted

bull If no errors were found no other action is needed

40


Rejected

bull If an electronic file is rejected the filer will have up to 60 days from the date the file was transmitted to submit an acceptable replacement

bull It is the filerrsquos responsibility to check the status of each transmission

bull If an acceptable replacement file is not received by the IRS within 60 days the filer could be subject to late filing penalties

41


SOURCE April 26 2016 IRS call for ACA software developers


You MUST monitor the status of your submissions

bull Every submission willhave deep audit trails for your review

bull We will identify all rejections and errors

43


How long do we have to keep 1095-C data and the documentation

behind it

44


Keep ACA data for 3 years

bull If sending paper forms to IRSbull Maintain copies of all 1094-Cs and 1095-Cs sent to the IRS ndash originals and

correctionsbull You will need to make copies for each paper transmittal Our software will

have the most up-to-date information

bull If sending electronically to IRSbull Our software will keep a historical log of all submissionsbull You can download a transmission package for each submission that will

have copies of the 1094-C 1095-Cs XML file and IRS acknowledgmentsbull A best practice would be to download this package and save in electronic

form

45


Data Retention Package

bull If you are filing electronically our solution can create a zip file for each transmission This is called a Data Retention Package

bull The zip file will includebull PDF version of the 1094-C

bull PDF versions of the 1095-Cs

bull A PDF version of the IRS communication and errors received

bull A PDF version of the Transmission Report

bull XML data for the manifest file (goes with the data file)

bull XML data for the data file (1095-C and 1094-C)

bull XML data for the response from IRS

46


Resources

47


Announcing 1095-C Fulfilment ServiceWe can print AND mail 1095-Crsquos for you this upcoming filing season

48

You

bull review 1095-C forms

bull push fulfillment button

We

bull print the 1095-C forms (parts I II amp III where needed)

bull fold and stuff forms with 1095-C instructions in an authorized tax form envelope

bull apply appropriate first class postage

bull deliver all forms pre-sorted to the USPS

bull capture the date amp time each form enters the USPS system

integrity-datacomsendmyacaforms to sign up for this time-saving service


Upcoming User Group sessionsWeekly during ACA reporting season

49

bull Tuesday Dec 27 at 130 CST ndash Open QampA on ACA Tracking and Reporting

bull Tuesday Jan 3 at 130 CST ndash ACA Year-End Close and Reporting for IRS Compliance

bull Tuesday Jan 10 at 130 CST ndash Open QampA on ACA Tracking and Reporting




SIGN UP ON OUR ACA UG PAGE ndash PASSWORD ACAUG


Find slide decks and recordings from past ACA User Group lessons on this pagehttpwwwintegrity-datacomaca-user-group-content-library

Password ACAUG


Affordable Care Act reporting FAQs on Integrity Datarsquos sitebull Go to httpwwwintegrity-datacomknowledge-basebull Then click on lsquoACA Reporting Requirementsrsquo or lsquoACA Compliance Solutionrsquo


A different type of ACA tracking


supportintegrity-datacom

Always email this address so that we can track

your concern ndash and see that everyone who must weigh in on the answer can do so

RECOMMENDED way to get Support questions answered promptly and fully


Our commitment to youbull We will treat your referral with respect and professionalismbull We will keep you informed regarding the outcome of our

conversationbull THANK YOU for your recommendation Once your referral has

bought our solution we will send you a gift from a very special local business of which we are a raving fan

How can you introduce us to your friendsbull We would appreciate your introduction to your friend through

emailsalesintegrity-datacom

bull You can also share your friendrsquos information using the form on wwwintegrity-datacomreferral


Questions

54


Thank you for joining us

To add team members to our notification list

for ACA User Group calls

Email Lindy Belley

LBelleyintegrity-datacom

For clarifications on details presented and to suggest topics for future ACA User Group calls

Email Keith Schmidt

kschmidtintegrity-datacom


Integrity Datarsquos publications and presentations are designed to make employers aware of

IRS reporting requirements under the Affordable Care Act best practices for compliance

with those requirements and the consequences of noncompliance

This material is intended to provide accurate information as of the date posted It is provided

with the understanding that neither Integrity Data nor the authors and presenters are

rendering legal or accounting advice

With respect to your organizationrsquos decision making for Affordable Care Act compliance

review the information presented with legal counsel specializing in employee benefits law



Agenda

bull UPDATED ACA reporting deadlines

bull The new year-end close wizard

bull E-filing

bull Documentation requirements

bull Resources

bull QampA

2






March 31 2017



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Edit 1095-C Page








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E-filing

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IRS Filing

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IRS Filing Activity

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Rejected




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behind it

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form

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Resources

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You



We









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Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt

















March 31 2017



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4



5



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Edit 1095-C Page








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E-filing

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IRS Filing

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IRS Filing Activity

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Rejected




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behind it

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form

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Resources

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Questions

54





Email Lindy Belley



Email Keith Schmidt














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5



6



7



8












Edit 1095-C Page








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E-filing

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IRS Filing

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IRS Filing Activity

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Rejected




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behind it

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form

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Resources

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We









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Questions

54





Email Lindy Belley



Email Keith Schmidt














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6



7



8












Edit 1095-C Page








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25












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E-filing

31




IRS Filing

32




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IRS Filing Activity

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Rejected




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behind it

44








form

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Resources

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We









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Questions

54





Email Lindy Belley



Email Keith Schmidt














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7



8












Edit 1095-C Page








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E-filing

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IRS Filing

32




capabilities


IRS Filing Activity

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Rejected




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behind it

44








form

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Resources

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We









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Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt














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8












Edit 1095-C Page








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25












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E-filing

31




IRS Filing

32




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IRS Filing Activity

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Rejected




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behind it

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form

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Resources

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We









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Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt














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Edit 1095-C Page








24







25












27








28



29








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E-filing

31




IRS Filing

32




capabilities


IRS Filing Activity

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Rejected




41







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behind it

44








form

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Resources

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We









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Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt























Edit 1095-C Page








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25












27








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29








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E-filing

31




IRS Filing

32




capabilities


IRS Filing Activity

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Rejected




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behind it

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form

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Resources

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We









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Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt



















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25












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E-filing

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IRS Filing

32




capabilities


IRS Filing Activity

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Rejected




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behind it

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form

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We









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Questions

54





Email Lindy Belley



Email Keith Schmidt


















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E-filing

31




IRS Filing

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capabilities


IRS Filing Activity

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Rejected




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behind it

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form

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Resources

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Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt























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E-filing

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IRS Filing

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capabilities


IRS Filing Activity

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Rejected




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behind it

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form

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Questions

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Email Lindy Belley



Email Keith Schmidt



















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E-filing

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IRS Filing

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capabilities


IRS Filing Activity

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Rejected




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behind it

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form

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Resources

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We









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Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt














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E-filing

31




IRS Filing

32




capabilities


IRS Filing Activity

33








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36







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Rejected




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behind it

44








form

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Resources

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We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt



















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E-filing

31




IRS Filing

32




capabilities


IRS Filing Activity

33








34



35






36







37






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39






40


Rejected




41







43



behind it

44








form

45











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Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt













E-filing

31




IRS Filing

32




capabilities


IRS Filing Activity

33








34



35






36







37






38





39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt













IRS Filing

32




capabilities


IRS Filing Activity

33








34



35






36







37






38





39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt













IRS Filing Activity

33








34



35






36







37






38





39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt















34



35






36







37






38





39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt














35






36







37






38





39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt

















36







37






38





39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt


















37






38





39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt

















38





39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt
















39






40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt

















40


Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt













Rejected




41







43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt


















43



behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt














behind it

44








form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt



















form

45











46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt






















46


Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt













Resources

47



48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt














48

You



We









49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt














49










Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt














Password ACAUG


















Questions

54





Email Lindy Belley



Email Keith Schmidt





























Questions

54





Email Lindy Belley



Email Keith Schmidt
















Email Lindy Belley



Email Keith Schmidt












aca year end close and reporting - integrity data...announcing: 1095-c fulfilment service we can...

Documents