Finance Manager: Human Resources - SCRIC Home 1095C Processing.pdf · Finance Manager: Human Resources ACA 1095C Processing Utility The Affordable Care Act has a new reporting requirement

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Finance Manager: Human Resources

ACA 1095C Processing Utility The Affordable Care Act has a new reporting requirement effective for 2015. It requires providers of minimum essential coverage (MEC) to report information about that coverage to covered employees and the IRS using the 1095-C form. Note that reporting the value of employee health coverage on Form W-2, in Box 12 using Code DD, is a separate requirement and is explained in the nVision Payroll 2018 W2 Processing documentation.

The HR Utilities – ACA 1095C Processing routine provides access to options that allow you to populate information required for the 1095C, generate 1095-C information, and create an export file.

Table of Contents

Permissions ......................................................................................................................................................... 2 ACA Setup........................................................................................................................................................... 4

Benefits Setup ......................................................................................................................................... 4 Employee Information – Existing Dependents .............................................................................................. 6 Employee Information – Benefits ............................................................................................................... 7 Employee Information – Dependent Benefits ............................................................................................... 8 ACA1095C System Options Setup .............................................................................................................. 10

ACA 1095C Processing ......................................................................................................................................... 11 Generate 1095C Information .................................................................................................................... 12 Options to Populate Employee Offer and Coverage Information ..................................................................... 14

Populate Utility .......................................................................................................................... 14 Offer of Coverage....................................................................................................................... 16 Applicable Safe Harbor Codes ...................................................................................................... 17 Employee Share of Lowest Cost.................................................................................................... 18 Updating 1095C Information ........................................................................................................ 22 Deleting a 1095C Record ............................................................................................................. 23

Code Listing ........................................................................................................................................... 24 Viewing the ACA 1095C Form Record through Employee Information ............................................................. 25 Diagnostic Reporting ............................................................................................................................... 27 Printing the ACA 1095C Forms .................................................................................................................. 29 Create File ............................................................................................................................................. 32

Create Test Scenario .................................................................................................................. 33 Printing a Blank 1094C Form ........................................................................................................ 35 Entering Criteria for ORIGINAL AIR Submission Files ....................................................................... 36 Creating the AIR Submission Files ................................................................................................. 38 Printing the 1094C Form ............................................................................................................. 39

1095C Export File ................................................................................................................................... 40 Printing a Corrected 1095C Form .............................................................................................................. 49 Error Handling for the 1095C .................................................................................................................... 52 Filing Corrections for the 1094C ................................................................................................................ 53 Filing Corrections for the 1095C – Corrections to Records Without Errors ........................................................ 56 Filing Corrections for the 1095C – Corrections to Records With Errors ............................................................. 62 Filing a Replacement for the 1095C ........................................................................................................... 68

Finance Manager nVision HR ACA 1095C Processing Utility


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Permissions

Before beginning, make sure your User Administrator gives you access to the new ACA 1095C Processing option under the Utilities menutree in nVision Human Resources.

Your nVision User Administrator must assign the necessary ACA 1095C Processing option permission to the appropriate user(s) records in User Logins, via the Change Overrides button on the Permission Overrides tab under the Security folder. The permission that controls the ability to use the option are:



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ACA 1095-C Processing Setup

These steps MUST be taken in nVision in order to properly gather the data needed for ACA 1095-C Processing.

Benefits Setup

Two fields in the Benefits table are required to be completed in order to properly generate data needed for the 1095-C form. In addition, be sure to check that the Benefit Group name assigned to the benefit provider begins with ‘Health’. In nVision Human Resources, open the Setup menu tree and the Codes and Types sub-menu. Click the Benefits option. For each benefit in the listing, review the Plan Start and Self-Insured ACA flags to make sure that they are properly set.

Double-click on a benefit record and enter Update mode to make changes.



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If your district/organization operates its own self-funded health plan, as opposed to purchasing a fully-insured plan from an insurance carrier, check the Self-Insured ACA flag. When checked, the If Employer provided self-insured coverage box is checked in Part III of the 1095-C form and information is required to be entered for each covered dependent. If your district/organization purchases a fully insured plan from an insurance carrier, uncheck the Self-Insured Plan flag. If unchecked, the If Employer provided self-insured coverage box is unchecked in Part III of the 1095-C form and no covered dependent information is reported. Choose the Plan Start month. This identifies the month in which the plan starts and is reported in Part II on the 1095C form. For example, if this health benefit plan is in effect from July to June, the plan start month is July; if this health benefit plan is in effect from January to December, the plan start month is January. Review each benefits record. Update the record by setting the proper flags and adding any entries. Then save the record.

Review the Benefit Group Name

Be sure that the name of the Benefit Group assigned to the benefit provider begins with ‘Health’ to ensure that 1095C records are properly generated in.

NOTE: For details on creating and maintaining benefits, refer to the document on the FM website titled nVision HR Benefits Entry and Maintenance Guide.



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Employee Information – Personal Information – Existing Dependents – Dependents tab

Use the Existing Dependents – Dependents tab to enter the name(s) of all dependents who are covered under the employee’s health benefits.

Enter the dependent’s name, date of birth, social security number, and relationship to employee.

Once you have entered and saved all appropriate dependent information, you must link all dependents to the appropriate health benefit. Refer to the following pages for more information. NOTE: nVision provides a utility to link any existing dependents to a benefit group based on selected criteria. Refer to the document titled Benefit Dependent Assignment for details.



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Employee Information – Appointment Information - Benefits

Be sure employees have a health benefit record on the Benefits tab. Note that records must also be entered for employees who have waived health benefits.

First choose the employee’s position from the drop-down. Then add or update health benefit information as needed. NOTE: To view a benefit that was active in the current calendar and linked to a position appointment that is currently INACTIVE, set the filter on the Employee Information – Position Appointment tab to ALL, then highlight the appointment record and click the Benefits tab.

Linking Covered Dependents

Covered dependents can be linked to a benefit group through the Personal Information – Existing Dependents – Dependent Benefits tab.



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Employee Information – Personal Information – Existing Dependents – Dependent Benefits

Use the Personal Information folder – Existing Dependents – Dependent Benefits tab to quickly link each covered dependent to the appropriate benefit group. This information is required for Part III – Covered Individuals – on the 1095-C form.

Use the Dependent drop-down to choose from a listing of the employee’s dependents, which were pre-defined on the Existing Dependents – Dependents tab. Only one dependent at a time can be selected from the drop-down. You can leave the Start Date blank, as nVision automatically assumes that the effective Start Date of the dependent benefit group is the same as the Starting Date of the employee’s benefit coverage start date. If the Dependent’s Benefit Group Start Date is different from the employee’s benefit coverage start date, update the record and enter the appropriate Start Date on the above window. If more than one dependent exists, select the dependent name from the drop-down and, if necessary, update the applicable Dependent’s Benefit Group Start Date. Then save the record. Only enter an End Date if the benefit group coverage has ended. Save the record when finished.



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ACA 1095C System Options Setup

Before processing 1095Cs, be sure to set up the Transmitter TCC, Organization and Contact information, and Line 21 (Member of an Aggregated ALE Group) indicator in System Options. In Tools - System Options, click the HR folder and the ACA 1095C tab.

1. Click Update.

2. Enter the 5-alphanumeric character Transmitter TCC, Organization Alias name (the name the district has

registered with the government, which can be different than what the district name is normally), 4-alphanumeric character Organization Code (Business Name Control, typically the first 4 characters of the employer’s name), Contact Name First and Last Name, and Contact Phone. See the following link for details:

https://www.irs.gov/businesses/corporations/using-the-correct-name-control-in-e-filing-corporate-tax-returns

3. If the ALE (Applicable Large Employer) Member was NOT a member of an Aggregated ALE Group during any month of the calendar year, leave the box UNCHECKED and go to Step 5. If, during any month of the calendar year, the ALE Member was a member of an Aggregated ALE Group, check the box and go to Step 4.

4. If the Member of an Aggregated ALE Group box is checked, add the other members of the Aggregated ALE Group and their corresponding EIN numbers in the grid at the bottom of the window.

5. Save the record.

https://www.irs.gov/businesses/corporations/using-the-correct-name-control-in-e-filing-corporate-tax-returns



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ACA 1095C Processing

HR – Utilities – ACA 1095C Processing There are eight options accessed from the buttons across the upper right-hand side of the window. The Generate option pulls all required 1095C information, based on a selected calendar year, from the employee record and prepares it for export. The Populate option populates the offer of coverage code, safe harbor code, and employee share of lowest cost amount based on the employee’s health benefit starting and ending dates. The Code Listing option generates a listing of valid Offer of Coverage and Safe Harbor Codes along with their descriptions. The Diagnostic option generates a report listing the issues/problems that will occur during the ACA 1095C submission based on the existing entries. The report can be run for all or selected employees. The Print option is used to print the ACA 1095C form, from calendar year 2015 forward. The Create File option is used to create the government ACA AIR submission 1095C file, from calendar year 2015 forward. The Export option exports the generated 1095C information for a selected calendar year into an output file. The Submissions Results option is used to help interpret some of the errors/rejections that the IRS returns to you in a .xml file.



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Generate 1095C Information

Select the Calendar Year from the drop-down. Then click . The ACA Form 1095C Generation Information window displays.

The Generation process will generate 1095C information for all employees who has or had an active benefit in the selected calendar year. The generation routine will also populate the appropriate coverage months for each covered

dependent based on the starting dates in the Benefit Dependent record in Employee Information. Choose All employees or select the specific employees using the filters in the lookup.

Click .

If ACA 1095C information was already generated for the selected calendar year, the message below is displayed.

Click the Clear All Entries button to remove all Offer of Coverage, Employee Share of Lowest Cost, and Safe Harbor Code information for the employees selected. Click the Clear All Entries But Keep Overrides button if you have already generated previously and made manual changes for the selected calendar year and want nVision to only generate new employees who are not already in this listing. Choosing this option will ensure that any changes you have already made in the existing generated entries will not be modified. Click Cancel to leave all entries and cancel the generate process.



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The listing window displays those employees who had an active benefit in the selected calendar year.

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If needed, you can delete an employee 1095C record by highlighting the appropriate record(s) and choosing Delete. Delete all records by checking the Select All button at the bottom of the window and choosing Delete. Then enter required information in the Employee Information – Personal information – Existing Dependents – Dependent Benefits record and/or Benefit Setup table, and re-generate the 1095C. The next step is to populate the data that is required for Part II (Employee Offer and Coverage Information) of the 1095C form.



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Options to Populate Employee Offer and Coverage Information

To populate the employee offer and coverage information required for Part II (boxes 14 through 16) of the 1095C form, you have two options: Use the Populate utility to populate the appropriate Offer of Coverage code, Safe Harbor code, and Employee Share of Lowest Cost Amount for selected employees or employees in specified employee groups or pay profiles for all or selected benefit providers, based on the employee’s health benefit starting and ending dates. ALL DEFAULT VALUES MUST BE CHECKED FOR ACCURACY. After running this utility, tweak any defaulted information by updating the individual employee 1095C record and typing over the existing information, as needed. The utility will also populate the coverage months in each dependent’s record. OR Manually update each individual employee record that was generated and key in the appropriate Offer of Coverage and Safe Harbor codes and employee share of lowest cost.

Populate Utility

This utility simplifies the entry of Offer of Coverage, Applicable Safe Harbor, and Employee Share of Lowest Cost data that is required for reporting the employee benefit on the 1095C form. Rather than having to access each individual employee 1095C record to enter this information, you can use the utility to populate these codes. The utility will populate the specified offer of coverage code and safe harbor code codes, by employee and benefit provider, based on the employee’s health benefit starting and ending dates, and populate the employee share of lowest cost amount based on the start and end dates specified on the window. After you have run the utility, you can tweak any information, as needed, in the individual employee 1095C record.

From the main ACA 1095C Processing menu, click .

Use this window to choose the populate criteria.



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First choose the employee group(s), pay profile(s), employee(s) – All or Selected, and benefit provider(s) – All or Selected. When choosing Selection and using the lookup, use the filters in the lookup windows to choose specific criteria. Based on the employee group(s), pay profile(s), employee(s), and benefit provider(s) selected, chose the appropriate Offer of Coverage and Safe Harbor Codes. Enter the Employee Share only if the coverage offered to the employee provided minimum value AND code 1B, 1C, 1D, 1E, 1J, or 1K is selected in the Offer of Coverage field.

NOTE: For a description of fields, click the button at the top of the 1095C Processing window. Refer to the following pages for details.



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Offer of Coverage The information in these fields are reported in Line 14 on the 1095-C form. Valid selections are as follows:

Indicator

Code

Description

1A Qualifying Offer: Minimum essential coverage providing minimum value offered to full-time employee with Employee Required Contribution equal to or less than 9.5% (as adjusted) of mainland single federal poverty line and at least minimum essential coverage offered to spouse and dependent(s).

1B Minimum essential coverage providing minimum value offered to employee only.

1C Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependent(s) (not spouse).

1D Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to spouse (not dependent(s)). Do not use code 1D if the coverage for the spouse was offered conditionally. Instead use code 1J.

1E Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependent(s) and spouse. Do not use code 1E if the coverage for the

spouse was offered conditionally. Instead use code 1K

1F Minimum essential coverage NOT providing minimum value offered to employee; employee and spouse or dependent(s); or employee, spouse and dependents.

1G Offer of coverage for at least one month of the calendar year to an individual who was not an employee for any month of the calendar year or to an employee who was not a full-time employee for any month of the calendar year (which may include one or more months in which the individual was not an employee) and who enrolled in self-insured coverage for one or more months of the calendar year. Enter code 1G in the “All 12 Months” box and do not complete the monthly boxes.

1H No offer of coverage (employee not offered any health coverage or employee offered coverage that is not minimum essential coverage).

1I Reserved (No longer applicable)

1J Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage conditionally offered to spouse; minimum essential coverage not offered to dependent(s).

1K Minimum essential coverage providing minimum value offered to employee; at least minimum essential coverage offered to dependents; and at least minimum essential coverage conditionally offered to spouse.



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Applicable Safe Harbor Codes The information in these fields are reported in Line 16 on the 1095-C form. These codes indicate that under a rule or safe harbor, the employer will not be subject to an assessable payment under section 4980H(b) for the month, or that the health coverage offered will be treated as affordable for purposes of section 4980H(b). Valid codes are as follows:

Indicator Code

Description

2A Employee not employed during the month. Enter code 2A if the employee was not employed on any day of the calendar month. Do not use code 2A for a month if the individual was an employee of the employer on any day of the calendar month. Do not use code 2A for the month during which an employee terminates employment with the employer.

2B Employee not a full-time employee. Enter code 2B if the employee is not a full-time employee for the month and did not enroll in minimum essential coverage, if offered for the month. Enter code 2B also if the employee is a full-time employee for the month and whose offer of coverage (or coverage if the employee was enrolled) ended before the last day of the month solely because the employee terminated employment during the month (so that the offer of coverage or coverage would have continued if the employee had not terminated employment during the month).

2C Employee enrolled in health coverage offered. Enter code 2C for any month in which the employee

enrolled for each day of the month in health coverage offered by the employer, regardless of whether any other code in Code Series 2 might also apply. See Instructions for Forms 1094C and 1095-C (2017) on the IRS website for additional details.

2D Employee in a section 4980H(b) Limited Non-Assessment Period. Enter code 2D for any month during which an employee is in a section 4980H(b) Limited Non-Assessment Period. See

Instructions for Forms 1094C and 1095-C (2017) on the IRS website for additional details.

2E Multiemployer interim rule relief. Enter code 2E for any month for which the multiemployer arrangement interim guidance applies for that employee, regardless of whether any other code in Code Series 2 (including code 2C) might also apply. See Instructions for Forms 1094C and 1095-C (2017) on the IRS website for additional details.

2F Section 4980H affordability Form W-2 safe harbor. Enter code 2F if the employer used the section 4980H Form W-2 safe harbor to determine affordability for purposes of section 4980H(b) for this employee for the year. If an employer uses this safe harbor for an employee, it must be used for all months of the calendar year for which the employee is offered health coverage.

2G Section 4980H affordability federal poverty line safe harbor. Enter code 2G if the employer used the section 4980H federal poverty line safe harbor to determine affordability for purposes of section 4980H(b) for this employee for any month(s).

2H Section 4980H affordability rate of pay safe harbor. Enter code 2H if the employer used the section 4980H rate of pay safe harbor to determine affordability for purposes of section 4980H(b) for this employee for any month(s).

2I Reserved (No longer applicable)



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Employee Share of Lowest Cost The information in these fields are reported in Line 15 on the 1095-C form. Complete this field only if the coverage offered to the employee provided minimum value AND code 1B, 1C, 1D, 1E, 1J, or 1K is selected in the Offer of Coverage field. Enter the amount of the employee share of the lowest-cost monthly premium for self-only minimum essential coverage providing minimum value that is offered to the employee. Enter the amount including any cents. If the employee is not required to contribute any amount towards the premium, enter “0.00.” Leave these fields blank if:

If the employer did not offer health coverage, or it offered health coverage that was not minimum essential coverage or did not provide minimum value.

If you have selected Offer of Coverage Codes 1A, 1F, 1G, or 1H.



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After selecting the Offer Code and Safe Harbor Code, enter the employee share of lowest cost. Then indicate the applicable employee share start and end dates to help nVision populate the amounts in the appropriate month boxes.

Click Populate. Where possible, nVision will provide prompts to assist in criteria entry.

Click OK at the prompt and correct the criteria selected.

Then click Populate.



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Click the Update All Entries button if all Offer of Coverage, Employee Share of Lowest Cost, and Safe Harbor Code information in the existing employee’s 1095C record is to be replaced with the newly selected populate criteria.

Click the Update All Entries But Keep Overrides button if you have already populated previously and made manual changed for the selected calendar year and want to ensure that any changes you have already made in the existing populated entries will not be modified. Click Cancel to reselect your criteria.

Viewing Populated Entries

To view the populated entries, double click the employee record in the Generation listing window.



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The Employee ID and Employee Name are pulled from the Employee Information record. The names of the Covered Individuals are pulled from the HR – Employee Information – Personal Information – Existing Dependents – Dependent Benefits tab. This information cannot be added or changed on this window. The remaining information can be changed by typing over the existing information or adding new indicators or flags. The Plan Start Month is pulled from the Benefits Setup table (HR – Setup – Codes and Types). The Self Insured Coverage flag defaults from the Benefits Setup table (HR – Setup – Codes and Types). Check the Self-Insured Coverage box, if the ‘If Employer provided self-insured coverage’ box should be checked in Part III of the 1095-C form and information is required to be entered for each covered dependent. Uncheck the Self Insured Coverage box if the ‘If Employer provided self-insured coverage’ box should be unchecked in Part III of the 1095-C form and no covered dependent information is reported. The Offer of Coverage and Applicable Safe Harbor Code months, as well as the Employee Share of Lowest Cost, are populated from the Populate utility previously run. Information can be tweaked or added as needed. Review each employee benefit 1095 line record. Update the entries as needed. Then save the record.

If you have any questions regarding which Offer of Coverage or Safe

Harbor code to use, please contact the IRS or refer to the following link:

https://www.irs.gov/pub/irs-pdf/i109495c.pdf

https://www.irs.gov/pub/irs-pdf/i109495c.pdf



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To Update 1095C Information

1. Choose the appropriate Calendar Year in the ACA 1095C Processing window.

2. If needed, click the button at the top of the ACA 1095C Processing window to print a listing of valid Offer of Coverage and Applicable Safe Harbor Codes, along with descriptive text for each code.

3. Highlight the employee name in the listing window. Then enter Update mode.

4. If needed, change the Plan Start Month and/or Self-Insured Coverage Indicator. Refer to the prior page for an explanation of these fields.

5. Enter the appropriate Offer of Coverage Code. The information in these fields are reported in Line 14 on the

1095-C form. Enter one of the indicator codes in either each monthly box or in the All 12 Months box.

6. Enter the appropriate Applicable Safe Harbor Code. These codes indicate that under a rule or safe harbor, the employer will not be subject to an assessable payment under section 4980H(b) for the month, or that the health coverage offered will be treated as affordable for purposes of section 4980H(b). The information in these fields are reported in Line 16 on the 1095-C form. For each individual calendar month, enter one applicable code from Series 2. If the same code applies for all 12 calendar months, enter the applicable code in the All 12 Months box and leave the individual calendar month boxes blank.

7. Enter the Employee Share of Lowest Cost amount per month. The information in these fields are reported in Line 15 on the 1095-C form. Complete this field only if the coverage offered to the employee provided minimum value AND code 1B, 1C, 1D, 1E, 1J, or 1K is entered either in the All 12 Months box or in any of the monthly boxes in the Offer of Coverage fields. Enter the amount of the employee share of the lowest-cost monthly premium for self-only minimum essential coverage providing minimum value that is offered to the employee. Enter the amount including any cents. If the employee is not required to contribute any amount towards the premium, enter “0.00.” If the employee share of the lowest-cost monthly amount was the same amount for all 12 calendar months, enter that monthly amount in the All 12 Months box and leave the monthly boxes blank. If the employee share of the lowest-cost monthly amount was not the same for all 12 months, enter the amount in each calendar month for which the employee was offered minimum value coverage. Leave the Employee Share of Lowest Cost fields blank if:

If the employer did not offer health coverage, or it offered health coverage that was not minimum essential coverage or did not provide minimum value.

If you have selected Offer of Coverage Codes 1A, 1F, 1G, or 1H.

8. If the dependent had coverage for some, but not all of the full year, check the boxes for the applicable coverage months. If the dependent had coverage for the full 12 months, check the Cover 12 Months box ONLY. The coverage month boxes flagged on this window will be the same as what is displayed in Part III of the 1095-C form. Under the Covered Individuals section of the window, change/add any of the individual coverage month flags as needed or simply check the All 12 Months box. DO NOT CHECK THE ALL 12 MONTHS BOX AND ANY OF THE INDIVIDUAL MONTHS.

9. Save the record.



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This employee had a health benefit that started on March 1, 2018. The Populate utility was able to populate the applicable codes for March through December, based on the benefit starting/ending dates. However, for the months of January and February, nVision cannot populate the Offer of Coverage Code for this employee. An entry MUST be made in the individual month boxes of January and February.

Update the record by entering the appropriate code(s) for the remainder of the months.

Save the record.

To Delete a 1095C Record:

1. Choose the appropriate Calendar Year in the ACA 1095C Processing window.

2. Highlight the employee name in the listing window.

3. Enter Delete mode. Confirm that you wish to delete the record.



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Code Listing

Click to display a listing of valid Offer of Coverage and Applicable Safe Harbor Code indicators.



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Viewing the ACA 1095C Form Record through the Employee Information – Appointment Information – Benefits tab

In addition to modifying and viewing the 1095C record via the ACA 1095C option on the Utility menu, the 1095C record can be viewed and modified via the ACA 1095C Form button on the Employee Information – Appointment Information –Benefits tab.

Highlight the appropriate health benefit and click .



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Enter Update mode to enter the appropriate Offer of Coverage, Employee Share, Safe Harbor and Covered Individual information (if needed).

Be sure to Save the record if you make changes. Any changes that you make via the ACA 1095C Form window in Employee Information will automatically flow to the ACA 1095C Processing Utility window, without needing to generate. NOTE: If the ACA 1095C Processing window is already open, simply click the Refresh button to see the changes.



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Diagnostic Reporting

Click to generate a report listing some of the issues/problems that will occur during the ACA 1095C submission based on the existing entries.

The report can be run for all or selected employees. Leave the Employees field set to All to run the diagnostic report for

all employees. Otherwise, set the Employee drop-down to ‘Selection’ and use the lookup to choose one or multiple employees.

Click . The Diagnostic Report will reflect errors such as the following:

If Line 14 Offer of Coverage has the same value for every month, the report suggests to use the ‘All 12 Months’

box instead. If Line 15 Employee Share of Lowest Cost has the same value for every month, the report suggests to use the ‘All

12 Months’ box instead If Line 16 Applicable Safe Harbor has the same value for every month, the report suggests to use the ‘All 12

Months’ box instead. If the employee is using the individual months to fill in the Offer of Coverage, Employee Share of Lowest Cost, or

Applicable Safe Harbor, every month must have a value. If an employee has no data at all in Lines 14, 15, and 16. If the employee himself/herself has no months of coverage checked off. If the employee’s dependent has no months of coverage checked off. If the employee’s dependent has a date of birth that is in the future. If the employee’s dependent has no social security number or date of birth.

If the employee’s dependent has no first and last name.



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The ACA 1095C Diagnostic Report includes the employee ID, employee name, dependent name (if applicable), and problem/issue message. A sample report follows:

Use this report as a guide to correcting errors.



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Printing the ACA 1095C Forms

To create a .pdf file and print the 1095C Forms, choose the appropriate calendar year from the drop-down and click

at the top of the ACA 1095C Processing window. The ACA 1095C Printing window displays.



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To Print 1095Cs:

1. Using the Form drop-down, choose the form being used to print 1095Cs – e.g., 2UP Singled Fold Blank, Employee Pressure Seal.

After selecting a form, view a blank form by clicking . Print a blank form by clicking the Print button at the top of the blank form preview window.

2. Select the employees to be printed. Highlight one or multiple employees in the listing or check the Select All box to print 1095Cs for All employees.

3. Use the drop-down to choose the Sort Order for ACA 1095C printing – by Building or alphabetically by Employee Name.

4. Click .

Click to fit the 1095C to the full window frame and enable scrolling.



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5. After reviewing the contents of the .pdf file and all reports, load the 1095C forms in the printer. Click the Print

button at the top of the .pdf file.

6. Be sure to carefully review all forms prior to submission. Click OK at the prompt. Close the Preview window

when you have finished.



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Create File

The Create File option allows you to define the criteria used to create the ACA 1095C AIR submission files.

To begin the process, choose the appropriate calendar year from the drop-down and click at the top of the ACA 1095C Processing window. The ACA 1095C Create File window displays.

This window allows you to define file criteria, create a test scenario, print a blank 1094C form, create files, and print the 1094C form.



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Create Test Scenario

The Affordable Care Act (ACA) information returns and transmittals are electronically filed through the ACA Information Return (AIR) system. Anyone transmitting requires a Transmitter Control Code (TCC). So, if you are a Regional Information Center (RIC) and you are transmitting on behalf of multiple individual districts, you must have a TCC. If you are an individual district transmitting for yourself, you must have a TCC. You must have your TCC number before you begin this process. Note that the TCC you receive from the IRS is a ‘test’ Transmitter Control Code. Transmitters must pass a test scenario using the ‘test’ TCC. This will help ensure you can communicate with the IRS before you submit information returns through the AIR system. You are only required to successfully complete the communication test one time. Once the test scenario is approved by the IRS, the ‘test’ TCC becomes the permanent production TCC.

NOTE: Finance Manager believes that you can use the same TCC number and that the creation of a test file is not mandatory, since a test file was created for processing 2017 ACA 1095C Forms. Check the IRS guidelines for more information.

Creating the Test File

Perform the following steps to create the test file.

1. Be sure that, in Tools – System Options – HR – ACA 1095C, you have indicated the appropriate ‘test’ Transmitter TCC, Organization Alias, Organization Code (Business Name Control, typically the first 4 characters of the employer’s name), ACA Contact First and Last Name, and Contact Phone Number.

2. On the ACA 1095C Processing window, make sure that at least one employee has been generated for the 2018 calendar year and the proper offer of coverage, applicable safe harbor code, and employee share of lowest cost is indicated. If more employees have already been generated and the appropriate required information was entered, you don’t have to worry.

3. On the ACA 1095C Processing window, select Create File. Then click to create test files to help ensure that you can properly communicate with the IRS before submitting your official employee ACA 1095C information through the AIR System.

Click OK on the message box. NOTE THAT THE NAMES OF THE TEST FILES MUST NOT BE CHANGED. These test files do not contain any employee information from the districts. They do contain sample ‘test’ employee information, as well as the ‘test’ TCC. Once you have successfully completed the communication test, you will not have to perform this step again.



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To see the XML Document files created, go to the File Location specified on the ACA 1095C Create File window.

The ‘1094C_Request’ XML file contains all the transmitter information for the 1095C. The ‘Manifest_1094C_Request’ XML file contains the header information for the organization. This includes all the information entered on the Tools – System Options – HR - ACA 1095C window – Organization Alias, Organization Code, Contact First Name, Contract Last Name, Contact Phone, and TCC number.

4. Go to IRS website and transmit the test files.

https://www.irs.gov/for-tax-pros/software-developers/information-returns/affordable-care-act-information-return-air-program Under the section labeled “Here’s what you need to know to get started with AIR”, scroll down to Step 4: Electronically Filing Through AIR and click on the link labeled AIR UI Channel Login – AATS (Testing) Periodically refer back to this website to confirm that your ‘test’ TCC has been accepted and is now your ‘production’ TCC. For further assistance getting your TCC, click on the link to the IRS website and follow the tutorial. https://www.irs.gov/tax-professionals/e-services-online-tools-for-tax-professionals

https://www.irs.gov/for-tax-pros/software-developers/information-returns/affordable-care-act-information-return-air-program


https://www.irs.gov/tax-professionals/e-services-online-tools-for-tax-professionals



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Printing a Blank 1094C Form

From the ACA 1095C Create File window, click the button.

Click the Print button in the toolbar at the top of the window.



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Entering Criteria for ORIGINAL Files

The ACA 1095C Create File window allows you to define the criteria used to create original ACA 1095C AIR submission files.

1. Choose the Transaction Type ‘Original’ since you are submitting this ACA 1094C authoritative transmittal and 1095C for the first time.

2. Choose all Employees.

3. Leave the default File Location or use the button to choose another location.

4. Line 19 If this form 1094-C transmittal is the Authoritative Transmittal that reports aggregate employer-level data for the ALE member, check the box and complete the remaining information under the Part III tab at the bottom of the window. This information will display under Part III ALE Member Information – Monthly – Lines 23 through 35 of the 1094C form. A checkmark in this field means that the Line 19 box on the 1094-C form will be checked. See Instructions for Forms 1094C and 1095-C (2018) on the IRS website for additional details on completing this field.



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5. Line 22

If the ALE Member meets the eligibility requirements and is using one of the Other Methods and/or one of the forms of Transition Relief indicated, check all applicable box(es) (A, C, and/or D) A checkmark in any of these fields means that the Line 22 A, C, and/or D boxes on the 1094-C form will be checked. If box A – Qualifying Offer Method is checked, complete Part III, columns a, b, c, and d. If box D – 98% Offer Method is checked, complete Part III, columns a, c, and d. See Instructions for Forms 1094C and 1095-C (2018) on the IRS website for additional details on completing these boxes.

6. Part III If you checked the Line 19 box, you must fill out the information in Part III. Certain information is required based on the applicable boxes – A and D – in Line 22. Below are quick tips to completing the information in Part III. Column (a) Minimum Essential Coverage Offer Indicator Entries in this column are required if Line 19 is checked and Line 22, Box A or D is checked. - When checking Yes or No in the All 12 Months box, do NOT check the boxes for any of the individual months. - When leaving the All 12 Months box unchecked, check Yes for each of the individual months in which the ALE Member offered minimum essential coverage and No for each of the individual months in which the ALE Member did not offer minimum essential coverage. Column (b) Full-Time Employee Count for ALE Member Entries in this column are required if Line 19 is checked and Line 22, Box A is checked. - Enter the number of full-time employees for each month. - Do not count any employee in a Limited Non-Assessment Period. Column (c) Total Employee Count for ALE Member Entries in this column are required if Line 19 is checked and Line 22, Box A or D is checked. - The total should include full-time and non-full time employees, as well as employees in a Limited Non-Assessment Period. - Enter the total number of all of the ALE Member’s employees for each individual calendar month.

- If the total number of employees was the same for every month of the entire calendar year, enter that number in the ‘All 12 Months’ box and DO NOT make an entry for any of the individual months. Column (d) Aggregated Group Indicator Entries in this column are required if Line 19 is checked and Line 22, Box A or D is checked. - When checking Yes or No in the All 12 Months box, do NOT check the boxes for any of the individual months. - When leaving the All 12 Months box unchecked, check the individual box(es) for the applicable month(s). See Instructions for Forms 1094C and 1095-C (2018) on the IRS website for additional details on completing the boxes under Part III.

7. Click the Transmitter Information tab if it is necessary to update or add any transmitter information. This is the same information that is in Tools –System Options – HR – ACA1095C.

Your entries are automatically saved on this window.



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Creating the AIR Submission Files

From the ACA 1095C Create File window, click the button. nVision displays a message box stating that the 1094 and 1095C AIR submission files were generated.

Click OK on the message box.

To see the XML Document files created, go to the File Location specified on the ACA 1095C Create File window.

The ‘1094C_Request’ XML file contains all the information from each employee 1095C record. The ‘Manifest_1094C_Request’ XML file contains the header information for the 1095C.

Go to the IRS website and transmit the AIR Submission files. https://www.irs.gov/for-tax-pros/software-developers/information-returns/affordable-care-act-information-return-air-program Under the section labeled “Here’s what you need to know to get started with AIR”, scroll down to Step 4: Electronically Filing Through AIR and click on the link labeled AIR UI Channel Login – Production

Other Helpful Websites: https://www.irs.gov/for-tax-pros/software-developers/information-returns/affordable-care-act-information-return-air-program







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Printing the 1094C Form

From the ACA 1095C Create File window, click the button.

Click the Print button in the toolbar at the top of the window.



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1095C Export File

After populating and/or manually entering the appropriate Offer of Coverage and Applicable Safe Harbor codes for employees, you are ready to export the 1095C data to a file. The Export process pulls in all the information required for Part I (Employee Information), Part II (Employee Offer and Coverage), and Part III (Covered Individuals) of the 1095C form. If the information is NOT in the appropriate areas, such as Existing Dependent and Benefit Dependent records, it will NOT be included in the export file.

Be sure that the calendar year is set to the appropriate year. Click . The Export window displays.

If desired, change the default path and file name of the export file. This output location is where nVision will place the

data file which can be opened and viewed upon completion of the export. Click to change the path of the file. The file will be a data file with the naming convention “ACA1095CForm_FiscalYearEnd(YYYY format)” and the extension “.csv”.

Click . If errors are encountered, a prompt displays indicating so.

Click OK at the prompt and view the listing of errors.



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Click to print a listing of the errors by employee.



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A listing of Export Errors and the fix for each is shown below: Error: Either the All 12 Month or each month must have an offer code populated How to Fix: In the Employee 1095C record, enter an Offer of Coverage code in either the All 12 Months box OR in each of the individual month boxes (January through December) Error: The employee’s dependent must have either a social security number or a date of birth entered How to Fix: In the HR Employee Information – Personal Information folder – Existing Dependents tab, enter the social security number and/or date of birth for the dependent(s). Error: The employee’s dependent must have both a first and a last name How to Fix: In the HR Employee Information – Personal Information folder – Existing Dependents tab, update the record to ensure that each dependent has a space in between the first and last name, if entered in first name/last name order OR a comma in between the last and first name, if entered in last name/first name order. This will ensure that the dependent name is properly displayed in Part III, Box 17a on the 1095C form. Error: The employee’s dependent must have a proper social security number How to Fix: In the HR Employee Information – Personal Information folder – Existing Dependents tab, update the record to ensure that each dependent has a properly formatted social security number (e.g., 999-99-9999). Error: The employee’s dependent must have at least one month of coverage How to Fix: In the HR Employee Information – Personal Information folder – Existing Dependents tab, update the record to ensure that the dependent’s coverage has either the All 12 Months box checked OR in boxes checked in each of the individual month boxes (January through December) Error: Safe Harbor Code ‘2I’ is not applicable for the month of December How to Fix: In the Employee 1095C record, update the Safe Harbor code indicator for the month of December to be

something other than ‘2I’. Error: If the All 12 month is not populated, each month must have an offer code populated How to Fix: In the Employee 1095C record, since the All 12 Months box is not populated, update the record and enter an Offer of Coverage code in each of the individual month boxes (January through December) All errors must be fixed before the export can be completed. Once you have finished corrected errors, rerun the export.



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Click OK at the prompt. Open the path of the output destination. In our example, we used the default output destination c:\temp.

Right click on the file name and select ‘Open with’, then select ‘Notepad’ to review the contents of the file.



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Each record in Export File includes the following information (As per specifications): Remember that each field in the file is separated by a comma. Field 1 (Column A) Employer Name (from Organization Name field in System Options). 1095-C, Part I, Box 7

Field 2 (Column B) Employer Name Line 2. 1095-C, Part I, Box 7

Field 3 (Column C) Employer Street Address Line 1 (from Address Line 1 field in System Options) 1095-C, Part I, Box 9

Field 4 (Column D) Employer Street Address Line 2 (from Address Line 2 field in System Options) 1095-C, Part I, Box 9

Field 5 (Column E) Employer City (from City field in System Options) 1095-C, Part I, Box 11

Field 6 (Column F) Employer State (from State field in System Options) 1095-C, Part I, Box 12 Field 7 (Column G) Employer 5-digit Zip Code (from Zip Code field in System Options) 1095-C, Part I, Box 13 Field 8 (Column H) Employer 4-digit Zip Code Extension (from Zip Code field in System Options) 1095-C, Part I, Box 13 Field 9 (Column I) Employer Contact Phone Number (from Phone field in System Options) 1095-C, Part I, Box 10 Field 10 (Column J) Employer Contact Phone Number Extension (from Phone field in System Options)

1095-C, Part I, Box 10 Field 11 (Column K) Employer Identification Number (from Federal ID field in System Options) 1095-C, Part 1, Box 8 Field 12 (Column L) Employee Social Security Number (from Employee Information window). 1095-C, Part I, Box 2 Field 13 (Column M) Employee First Name (from Employee Information window). 1095-C, Part I, Box 1 Field 13 (Column N) Employee Middle Initial (from Employee Information window). 1095-C, Part I, Box 1

Field 14 (Column O) Employee Last Name (from Employee Information window). 1095-C, Part I, Box 1 Field 15 (Column P) Employee Street Address Line 1 (from Employee Information window) 1095-C, Part I, Box 3 Field 16 (Column Q) Employee Street Address Line 2 (from Employee Information window) 1095-C, Part I, Box 3 Field 17 (Column R) Employee City (from Employee Information window) 1095-C, Part I, Box 4

Field 18 (Column S) Employee State (from Employee Information window) 1095-C, Part I, Box 5 Field 19 (Column T) Employee 5-digit Zip Code (from Employee Information window) 1095-C, Part I, Box 6 Field 20 (Column U) Employee 4-digit Zip Code Extension (from Employee Information window) 1095-C, Part I, Box 6

Field 21 (Column V) Employee Work Email Address (from Employee Information window)



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Field 22 (Column W) Employee’s Primary Building (from HR – Employee Information – Appointment Information -

Building Assignment tab) Field 23 (Column X) Plan Start Month (from Benefits Setup) Field 24 (Column Y) Offer of Coverage for All 12 Months (from Employee 1095 window) 1095-C, Part II, Line 14 Field 25 (Column Z Offer of Coverage for January (from Employee 1095 window) 1095-C, Part II, Line 14 Field 26 (Column AA) Offer of Coverage for February (from Employee 1095 window) 1095-C, Part II, Line 14 Field 27 (Column AB) Offer of Coverage for March (from Employee 1095 window) 1095-C, Part II, Line 14 Field 28 (Column AC) Offer of Coverage for April (from Employee 1095 window) 1095-C, Part II, Line 14 Field 29 (Column AD) Offer of Coverage for May (from Employee 1095 window) 1095-C, Part II, Line 14 Field 30 (Column AED) Offer of Coverage for June (from Employee 1095 window) 1095-C, Part II, Line 14 Field 31 (Column AF) Offer of Coverage for July (from Employee 1095 window) 1095-C, Part II, Line 14 Field 32 (Column AG) Offer of Coverage for August (from Employee 1095 window) 1095-C, Part II, Line 14 Field 33 (Column AH) Offer of Coverage for September (from Employee 1095 window) 1095-C, Part II, Line 14 Field 34 (Column AI) Offer of Coverage for October (from Employee 1095 window) 1095-C, Part II, Line 14 Field 35 (Column AJ) Offer of Coverage for November (from Employee 1095 window) 1095-C, Part II, Line 14

Field 36 (Column AK) Offer of Coverage for December (from Employee 1095 window) 1095-C, Part II, Line 14 Field 37 (Column AL) Employee Share of Lowest Cost for All 12 Months (from Employee 1095 window)

1095-C, Part II, Line 15 Field 38 (Column AM) Employee Share of Lowest Cost for January (from Employee 1095 window)

1095-C, Part II, Line 15 Field 39 (Column AN) Employee Share of Lowest Cost for February (from Employee 1095 window)

1095-C, Part II, Line 15 Field 40 (Column AO) Employee Share of Lowest Cost for March (from Employee 1095 window)

1095-C, Part II, Line 15

Field 41 (Column AP) Employee Share of Lowest Cost for April (from Employee 1095 window)

1095-C, Part II, Line 15 Field 42 (Column AQ) Employee Share of Lowest Cost for May (from Employee 1095 window)

1095-C, Part II, Line 15



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Field 43 (Column AR) Employee Share of Lowest Cost for June (from Employee 1095 window)

1095-C, Part II, Line 15 Field 44 (Column AS) Employee Share of Lowest Cost for July (from Employee 1095 window)

1095-C, Part II, Line 15 Field 45 (Column AT) Employee Share of Lowest Cost for August (from Employee 1095 window)

1095-C, Part II, Line 15 Field 46 (Column AU) Employee Share of Lowest Cost for September (from Employee 1095 window)

1095-C, Part II, Line 15 Field 47 (Column AV) Employee Share of Lowest Cost for October (from Employee 1095 window)

1095-C, Part II, Line 15 Field 48 (Column AW) Employee Share of Lowest Cost for November (from Employee 1095 window)

1095-C, Part II, Line 15 Field 49 (Column AX) Employee Share of Lowest Cost for December (from Employee 1095 window)

1095-C, Part II, Line 15 Field 50 (Column AY) Safe Harbor Code for All 12 Months (from Employee 1095 window) 1095-C, Part II, Line 16 Field 51 (Column AZ) Safe Harbor Code for January (from Employee 1095 window) 1095-C, Part II, Line 16 Field 52 (Column BA) Safe Harbor Code for February (from Employee 1095 window) 1095-C, Part II, Line 16 Field 53 (Column BB) Safe Harbor Code for March (from Employee 1095 window) 1095-C, Part II, Line 16

Field 54 (Column BC) Safe Harbor Code for April (from Employee 1095 window) 1095-C, Part II, Line 16 Field 55 (Column BD) Safe Harbor Code for May (from Employee 1095 window) 1095-C, Part II, Line 16 Field 56 (Column BE) Safe Harbor Code for June (from Employee 1095 window) 1095-C, Part II, Line 16 Field 57 (Column BF) Safe Harbor Code for July (from Employee 1095 window) 1095-C, Part II, Line 16 Field 58 (Column BG) Safe Harbor Code for August (from Employee 1095 window) 1095-C, Part II, Line 16 Field 59 (Column BH) Safe Harbor Code for September (from Employee 1095 window) 1095-C, Part II, Line 16 Field 60 (Column BI) Safe Harbor Code for October (from Employee 1095 window) 1095-C, Part II, Line 16

Field 61 (Column BJ) Safe Harbor Code for November (from Employee 1095 window) 1095-C, Part II, Line 16 Field 62 (Column BK) Safe Harbor Code for December (from Employee 1095 window) 1095-C, Part II, Line 16 Field 63 (Column BL) Covered Individuals Checkbox (from Benefits Setup window – flagged if Self-Insured ACA box is

checked 1095-C, Part III Field 64 (Column BM) Social Security Number of First Covered Individual (from Employee Information)

1095-C Part III, Line 17, Box b



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Field 65 (Column BN) Date of Birth of First Covered Individual (from Employee Information)

1095-C Part III, Line 17, Box c Field 66 (Column BO) First Name of First Covered Individual (from Employee Information)

1095-C Part III, Line 17, Box a Field 67 (Column BP) Middle Initial of First Covered Individual (from Employee Information)

1095-C Part III, Line 17, Box a Field 68 (Column BQ) Last Name of First Covered Individual (from Employee Information)

1095-C Part III, Line 17, Box a Field 69 (Column BR) Last Name Suffix of First Covered Individual (from Employee Information)

1095-C Part III, Line 17, Box a Field 70 (Column BS) Covered All 12 Months Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box d Field 71 (Column BT) January Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e Field 72 (Column BU) February Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e Field 73 (Column BV) March Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e Field 74 (Column BW) April Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e

Field 75 (Column BX) May Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e Field 76 (Column BY) June Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e Field 77 (Column BZ) July Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e Field 78 (Column CA) August Coverage Indicator for First Covered Individual (from Employee 1095 window)


Field 79 (Column CB) September Coverage Indicator for First Covered Individual (from Employee 1095 window) 1095-C, Part III, Line 17, Box e

Field 80 (Column CC) October Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e Field 81 (Column CD) November Coverage Indicator for First Covered Individual (from Employee 1095 window)




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Field 82 (Column CE) December Coverage Indicator for First Covered Individual (from Employee 1095 window)

1095-C, Part III, Line 17, Box e Fields 83 to 101 Social Security Number, Date of Birth, First Name, Middle Initial, Last Name, Suffix, and Months Columns CF to CX of Coverage Indicators for Second Covered Individual (from Employee Information - Personal Information – Existing Dependents window) 1095-C, Part III, Line 18, Boxes a through e Fields 102 to 120 Social Security Number, Date of Birth, First Name, Middle Initial, Last Name, Suffix, and Months Columns CY to DQ of Coverage Indicators for Third Covered Individual (from Employee Information - Personal Information – Existing Dependents window) 1095-C, Part III, Line 19, Boxes a through e Fields 121 to 139 Social Security Number, Date of Birth, First Name, Middle Initial, Last Name, Suffix, and Months Columns DR to EJ of Coverage Indicators for Fourth Covered Individual (from Employee Information - Personal Information – Existing Dependents window) 1095-C, Part III, Line 20, Boxes a through e Fields 140 to 158 Social Security Number, Date of Birth, First Name, Middle Initial, Last Name, Suffix, and Months Columns EK to FC of Coverage Indicators for Fifth Covered Individual (from Employee Information - Personal Information – Existing Dependents window) 1095-C, Part III, Line 21, Boxes a through e Fields 159 to 177 Social Security Number, Date of Birth, First Name, Middle Initial, Last Name, Suffix, and Months Columns FD to FV of Coverage Indicators for Sixth Covered Individual (from Employee Information - Personal Information – Existing Dependents window) 1095-C, Part III, Line 20, Boxes a through e



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Printing a Corrected 1095C Form

If an error is found on an employee’s 1095C form that was previously filed with the IRS, print a corrected form by following the steps below.

1. On the ACA 1095C Processing window, choose the 2018 Calendar Year.

2. Highlight the appropriate employee record in the listing window.

3. Enter Update mode.

4. Correct information in the employee’s 1095C record as needed.

5. Save the record.

6. Click the button. The ACA 1095C Printing window displays.

7. Check the Corrected box at the top of the window.

8. Using the Form drop-down, choose the form being used to print the corrected 1095C(s) – e.g., 2UP Singled Fold Blank, Employee Pressure Seal.



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After selecting a form, view a blank form by clicking . Print a blank form by clicking the Print button at the top of the blank form preview window.

9. Select the employee(s) whose correct form(s) are to be printed. Highlight one or multiple employees in the listing or check the Select All box to print corrected 1095Cs for All employees.

10. Click .

Click to fit the 1095C to the full window frame and enable scrolling.



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11. After reviewing the contents of the .pdf file and all reports, load the 1095C forms in the printer. Click the Print

button at the top of the .pdf file.

12. Be sure to carefully review all corrected forms prior to submission. Click OK at the prompt. Close the Preview window when you have finished.



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Error Handling for the 1095C

Any errors that the government finds will be sent back to you via a .xml file. To view the error(s), right click on the .xml file name, select ‘Open with’, and choose ‘Office XML Handler’.

The file will look similar to the following:

The line labeled notes the form (e.g., 1094C) that the error is related to.

The line labeled states the error encountered.

The error noted above means that, since Line 19 and Line 22, Box C of the 1094-C was checked, Part III column (e) must have either the All 12 Months box checked or at least one box checked for the applicable month(s). The Submission Results in the nVision HR ACA 1095C Processing Utility option will help you find the areas/issues that need to be corrected.



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Filing Corrections for the 1094C

Follow the steps below to correct form 1094-C that has been already filed and accepted by the IRS, but contains incorrect information:

1. Click to help interpret any ACA 1094C errors that the IRS returns to you in a .xml file.

Use the button to choose the Manifest file created via the Create Files button at the bottom of the Create ACA 1095C eFile window. The file name will be similar to the following: Manifest_1094C_Request_ABCD020181114T115259000Z.xml

Use the button to choose the ACA Form file created via the Create Files button at the bottom of the Create ACA 1095C eFile window. The file name will be similar to the following: 1094C_Request_ABCD0_20181114T115259000Z.xml

Use the button to choose the XML Response file sent to you by the IRS. The file name will be similar to the following: Ack_AATS1095C-18-00000412_11-10-2018_10-31-02-AM_UTC

Click . The bottom portion of the window displays the status (Accepted or Accepted with Errors), area of rejection or error (types of rejections are Direct Rejection, TIN Validation, XML Schema, Business Rules, 1094C, or Manifest header information), unique ID (this is the Unique Submission ID referencing the types of rejections listed above), message code, and message.



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Click to generate a report showing the errors on the listing window.

TIP: While the report is open in the report viewer, click the down arrow next to the Export

Document button in the toolbar at the top of the window . Choose XLS File from the drop down. Enter a Sheet Name and click OK. Choose the path of the excel file. Then click Save. Open this Excel file to COPY and PASTE the Unique Submission ID number rather than having to manually type the number on the Create ACA 1095C eFile window.



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2. To submit a new eFile to the IRS, click the Create File button. On the Create ACA 1095C Create File window, choose Transaction Type ‘Corrected’. Check the ‘1094C Correction’ box if only correcting information on the 1094C. Enter the Unique Submission ID sent to you by the IRS, which identifies the 1094-C to be corrected. (Use the saved Excel version of the Submission Results Report to help you in entering the appropriate submission ID.) Correct any of the file creation criteria information as needed. If you need to print a corrected 1094C form, click the Print 1094C button. Change or leave the default file location. Then click the Create Files button at the bottom of the window. The corrected files can be found in the File Location noted on the ACA 1095C Create File window.

3. Upload the corrected file to the IRS.

For further assistance on correcting errors, see your Auditor or refer to the Instructions for Forms 1094C and 1095-C (2018) on the IRS website. In addition, refer to the following website https://www.irs.gov/tax-professionals/e-services-online-tools-for-tax-professionals or call the IRS directly at 1-866-937-4130.





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Filing Corrections for the 1095C – Corrections to Records without Errors

Follow the steps below to correct form 1095-C that has been already filed and accepted by the IRS, but information was missing from the original file (e.g., a dependent was inadvertently omitted, etc.).

1. Click to help interpret any ACA 1095C errors that the IRS returns to you in a .xml file.



Use the button to choose the XML Response file sent to you by the IRS. The file name will be similar to the following: Ack_1095C-18-00000412_11-10-2018_10-31-02-AM_UTC

Click . The bottom portion of the window displays the status (Accepted or Accepted with Errors), area of rejection or errors (types of rejections are 1095C), unique ID, employee name, message code, and message. NOTE: The Unique ID column contains the Unique Record ID, since the error pertains to an employee in the 1095C record.



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TIP: While in the report viewer, click the down arrow next to the Export Document button in the

toolbar at the top of the window . Choose XLS File from the drop down. Enter a Sheet Name and click OK. Choose the path of the excel file. Then click Save. Open this Excel file to COPY and PASTE the Unique Record ID number rather than having to manually type the number on the ACA 1095C Create File window.



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2. Double click on an employee in the ACA 1095C listing window. Update the record and save changes.

3. If you need to print a corrected 1095C to give to the employee, select the employee from the ACA 1095C listing window. Then click the Print button, choose the form, check the Corrected box, click Preview, check the information for accuracy, and print the form.

4. To submit a new eFile to the IRS, click the Create File button. The ACA 1095C Create File window displays. Click Choose Transaction Type ‘Corrected’. Check the ‘1095C Correction’ box. Click the Transmitter Information tab if it is necessary to update or add any transmitter information. This is the same information that is in Tools –System Options – HR – ACA1095C. Then click the ‘Create Files’ button at the bottom of the window.



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The ACA 1095C Employee Corrections window displays. This window allows you to submit corrections for as many employees as necessary.

Set the ‘Corrections to Records without Errors’ radio button. Enter the receipt ID of the original file that you had previously submitted to the IRS. The receipt ID will be similar to the following: 1095C-18-00001234

Use the button to choose the XML Original File that you previously sent to the IRS. The ‘1094C_Request’ XML file contains all the information from each employee 1095C record. The file name will be similar to the following: 1094C_Request_21CD8_20181026T151816000Z.XML

Click the button. nVision uses the information in the original file to link the record ID back to a specific employee(s).



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The listing at the bottom of the window displays the employee name, employee ID number, and Corrected Record ID (as noted in the original file). In the event that the employee social security number was incorrect in the file, nVision will not be able to automatically map an employee in the original file back to an employee. In this scenario, only the employee

name will be displayed and you must use the lookup button to link the employee number to the name. All employees are automatically flagged to be included in the correction file. Uncheck any of the Include boxes next to an employee name if that employee is NOT to be included in the

correction file. To exclude all employees in the listing, simply click the box.

Once the appropriate employees have been selected, click .



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5. A message displays stating that the AIR submission files were generated.

Click OK at the prompt. The corrected files can be found in the File Location noted on the ACA 1095C Create File window.

6. Upload the corrected files to the IRS.






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Filing Corrections for the 1095C – Corrections to Records with Errors

Follow the steps below to correct form 1095-C that has been already filed and rejected by the IRS due to incorrect information:

1. From the top of the ACA 1095C Processing window, click to help interpret any ACA 1095C errors that the IRS returns to you in a .xml file.



Use the button to choose the XML Response file sent to you by the IRS. The file name will be similar to the following: Ack_1095C-18-00000412_11-10-2018_10-31-02-AM_UTC

Click . The bottom portion of the window displays the status (Accepted or Accepted with Errors), area of rejection or errors (types of rejections are 1095C), unique ID, employee name, message code, and message. NOTE: The Unique ID column contains the Unique Record ID, since the error pertains to an employee in the 1095C record.



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TIP: While in the report viewer, click the down arrow next to the Export Document button in the

toolbar at the top of the window . Choose XLS File from the drop down. Enter a Sheet Name and click OK. Choose the path of the excel file. Then click Save. Open this Excel file to COPY and PASTE the Unique Record ID number rather than having to manually type the number on the ACA 1095C Create File window.



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3. If you need to print a corrected 1095C to give to the employee, select the employee from the ACA 1095C listing window. Then click the Print button, choose the form, check the Corrected box, click Preview, check the information for accuracy, and print the form.

4. To submit a new eFile to the IRS, click the Create File button. The ACA 1095C Create File window displays. Choose Transaction Type ‘Corrected’. Check the ‘1095C Correction’ box. Click the Transmitter Information tab if it is necessary to update or add any transmitter information. This is the same information that is in Tools –System Options – HR – ACA1095C. Then click the ‘Create Files’ button at the bottom of the window.



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The ACA 1095C Employee Corrections window displays. This window allows you to submit corrections for as many employees as necessary.

Set the ‘Corrections to Records with Errors’ radio button.

Use the button to choose the name of the submitted ACA Form file. The file name will be similar to the following: 1094C_Request_ABCD0_20181114T115259000Z.xml

Use the button to choose the XML Submission Result file sent to you by the IRS. The file name will be similar to the following: Ack_1095C-18-00000412_11-10-2018_10-31-02-AM_UTC

Click the button. nVision uses the information in the submission result file to link the correction back to a specific employee(s).



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The listing at the bottom of the window displays the employee name, employee ID number, and Corrected Record ID (as noted in the results file). In the event that the employee social security number was incorrect in the file, nVision will not be able to automatically map an employee in the results file back to an employee. In this scenario, only the employee name

will be displayed and you must use the lookup button to link the employee number to the name. All employees are automatically flagged to be included in the correction file. Uncheck any of the Include boxes next to an employee name if that employee is NOT to be included in the

correction file. To exclude all employees in the listing, simply click the box.

Once the appropriate employees have been selected, click .



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5. A message displays stating that the AIR submission files were generated.

Click OK at the prompt. The corrected files can be found in the File Location noted on the ACA 1095C Create File window.

6. Upload the corrected files to the IRS.






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Filing a Replacement for the 1095C

Follow the steps below to replace all records in a transmission that was filed but rejected by the IRS:

1. Click to help interpret any ACA 1095C rejections that the IRS returns to you in a .xml file.

Use the button to choose the Manifest file created via the Create Files button at the bottom of the Create ACA 1095C File window. The file name will be similar to the following: Manifest_1094C_Request_ABCD020181114T115259000Z.xml

Use the button to choose the ACA Form file created via the Create Files button at the bottom of the Create ACA 1095C File window. The file name will be similar to the following: 1094C_Request_ABCD0_20181114T115259000Z.xml

Use the button to choose the XML Response file sent to you by the IRS. The file name will be similar to the following: Ack_AATS1095C-18-00000412_11-10-2018_10-31-02-AM_UTC

Click . The bottom portion of the window displays the status (Rejected), area of rejection or errors, unique ID, employee name, message code, and message. NOTE: The Unique ID column will contain either the Unique Submission ID for the 1094C, if the error pertains to the 1094C manifest (header information) OR the Unique Record ID, if the error pertains to an employee in the 1095C record.



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3. If you need to print replacement 1095Cs to give to the employees, select the employees from the ACA 1095C listing window. Then click the Print button, choose the form, click Preview, check the information for accuracy, and print the form.



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4. To submit a new eFile to the IRS, highlight ALL employees in the ACA 1095C listing window.

Click the Create File button. On the ACA 1095C Create File window, choose Transaction Type ‘Replacement’. Enter the Unique Submission ID sent to you by the IRS, which identifies the 1095C file to be replaced. Click the Transmitter Information tab if it is necessary to update or add any transmitter information. This is the same information that is in Tools –System Options – HR – ACA1095C. Click the Create Files button at the bottom of the window. The replacement files can be found in the File Location noted on the Create ACA 1095C File window.

5. Upload the replacement files to the IRS. NOTE: Call the IRS or refer to the IRS website for further clarification on when to use Corrected or Replacement transaction types.

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Documents

Finance Manager: Human Resources - SCRIC Home 1095C Processing.pdf · Finance Manager: Human Resources ACA 1095C Processing Utility The Affordable Care Act has a new reporting requirement