Emailing 1095-C Forms

Note:  Below are the instructions for emailing the 1095-C forms to employees as a password-protected .PDF file attachment, with the password using the designated format.  If 1095s will be delivered electronically to employees, proper consent may be required from the employees; refer to the IRS instructions for 1095-C forms for more information.  In order to email the 1095s to the employees, complete the following:  1) complete the General Options tab in the Email Manager option (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing 1095s; 3) complete the Default Email Address ID field in the Direct Deposit/W2/1095 Options section and the Password Format field on the Payroll tab in the Email Manager option; 4) enter up to three email addresses (for Business, Personal, and/or Other) in the Employee File for each employee who will have a 1095 emailed; and 5) select the Tax Forms field for each applicable email address for the employees (a checkmark will appear in the box if the field is selected).  If needed, email addresses for employees can be imported; also, the Adjust Email Addresses option can be utilized to update the usage field for Tax Forms for employees.

• From the Payroll screen, select the Government Reporting menu and then Affordable Care Act (ACA) C Forms.

Note:  The Affordable Care Act (ACA) C Forms option is only enabled if a calendar year is defined within the Affordable Care Act (ACA) Reporting Setup option with the Large Employer (or Small Employer Treated as Large) field selected.

• The ACA C Forms Search screen will appear listing all the applicable calendar years (those defined within the Affordable Care Act (ACA) Reporting Setup option with the Large Employer (or Small Employer Treated as Large) field selected).  Double-click the desired calendar year for which to email the 1095-C forms.

• At the Affordable Care Act (ACA) C Forms screen, click the Print 1095-Cs tab.

• Complete the fields for printing the 1095-C forms for the format that will be emailed to the employees, select the Print Instructions for Recipient field, and select the desired employees; refer to the instructions for printing 1095-C forms, if needed.

Steps to Print 1095-C Forms

Note:  Only the selected employees that have an email address entered in the Employee File with the Tax Forms field selected will be emailed a 1095 form.

• Click the Save button.

• Click the Email button.  

Note:  After clicking the button, the system checks the 1095s for errors.  If there are errors, a screen will appear listing the employees with errors, and the errors must be resolved before the 1095s can be emailed.

• The Email Options screen will appear; complete the email options as needed.

Steps to Complete the Email Options

• Click the Execute button to send the emails.

Note:  If the first email is unable to be sent successfully, a prompt will appear asking to continue trying to send the remaining emails; click Yes to continue sending the remaining emails, or click No to quit sending the emails at this time (and, if desired, edit the Recipients List and then resend).  If an email is rejected because an incorrect email address was entered for a recipient, the rejection notice will be sent to the address entered in the Reply To Email Address field if using the hosted mail server, or the address entered in the From Email Address field if using your organization's mail server.

• A message will appear in the status bar on the Email Options screen once the emails have been sent.

• Click the X in the upper right-hand corner to close the Email Options screen.

Note:  If there were one or more emails (1095s) not successfully sent, the Cancel button and Retry button appear at the bottom of the Email Options screen.  If desired, edit the Recipients List and then click the Retry button to try resending the emails (1095s) to those employees who did not have one sent initially; otherwise, click the Cancel button to close the Email Options screen.