Steps to Generate
and Validate 1095-C FormsNote: Be sure the steps for generating and validating the 1095-C forms have been completed prior to preparing, validating, and printing the 1094-C form.
Steps to Generate
and Validate 1095-C Forms
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 generate, validate, and print the 1094-C form.
At the Affordable Care Act (ACA) C Forms screen, click the Employer 1094-C tab and complete the information to print on the 1094-C form for the selected year.
If your organization is using one of the offer methods as defined by the IRS for the selected calendar year, complete the Certifications of Eligibility section in order to have the appropriate boxes selected in Line 22 of Part II on the 1094-C form. For details on the offer methods, refer to the IRS instructions at: https://www.irs.gov/pub/irs-pdf/i109495c.pdf.
Tip: The information that prints in Part II on the 1094-C form is only included with a submission for an authoritative transmittal.
If applicable, select the Qualifying Offer Method field to print an X in the A. Qualifying Offer Method box in Line 22 of Part II on the 1094-C form. A checkmark will appear in the box if the field is selected.
If applicable, select the 98% Offer Method field to print an X in the D. 98% Offer Method box in Line 22 of Part II on the 1094-C form. A checkmark will appear in the box if the field is selected.
The Total 1095-C Forms with This Transmittal field is enabled if the Aggregated Group Member field is selected within the Affordable Care Act (ACA) Reporting Setup option for the selected calendar year. If applicable, enter the total number of 1095-C forms submitted with this transmittal in the Total 1095-C Forms with This Transmittal field. The number can be up to 5 digits long (no decimals). The number entered in this field is reported in Line 18 of Part I on the 1094-C form.
Tip: For organizations who are not aggregated group members, Line 18 of Part I on the 1094-C form will automatically generate the number of 1095s with a transmittal, thus this field is disabled.
The Total 1095-C Forms with All Transmittals field is enabled if the Aggregated Group Member field is selected within the Affordable Care Act (ACA) Reporting Setup option for the selected calendar year. If applicable (only if enabled and if this is the authoritative transmittal for the employer), enter the total number of 1095-C forms that will be filed by or on behalf of the employer in the Total 1095-C Forms with All Transmittals field. The number can be up to 5 digits long (no decimals). The number entered in this field is reported in Line 20 of Part II on the 1094-C form.
Tip: For organizations who are not aggregated group members, Line 20 of Part II on the 1094-C form will automatically generate the total number of 1095s with an authoritative transmittal, thus this field is disabled.
Complete the Part III: ALE Member Information - Monthly List with the appropriate information to report in Part III on the 1094-C form for the selected calendar year.
Note: For additional details on completing the monthly ALE member information for Part III, refer to the IRS instructions at: https://www.irs.gov/pub/irs-pdf/i109495c.pdf.
Tip: The information that prints in Part III on the 1094-C form is only included with a submission for an authoritative transmittal.
In the (a) Minimum Essential Coverage Offer Indicator field (column) for each month, enter Yes or No to print an X in the Yes or No box in column (a) of Part III on the 1094-C form for the month, or click the down-arrow button to select the correct one. If the same indicator applies to all 12 months of the calendar year, enter Yes or No in the All 12 Months field (row) instead.
The System Estimated: Section 4980H Full-Time Employee Count for ALE Member field (column) displays the values calculated by the system for the number of full-time employees for each month (as based on the measurement period(s) prior to the current calendar year's stability period(s)), not including the employees in a limited non-assessment period; the values displayed in this column cannot be changed.
Tip: To view the full-time employees counted in each month, as displayed in the System Estimated: Section 4980H Full-Time Employee Count for ALE Member field (column), do the following: 1) click the Generate/View System Estimated Details button located above the Part III: ALE Member Information - Monthly List; 2) when the Generate/View System Estimated Details screen appears, click the Execute button to generate (or regenerate) the details (if the details were previously generated, the date they were last compiled appears in the Date Last Generated field; to view the details for that last date they were generated, do not click the Execute button and instead proceed to printing the report as noted in the next step); 3) from the Reports menu on the Generate/View System Estimated Details screen, generate the System Generated: Full Time Employee Count for ALE Member Report, selecting the current year for the Calendar Year parameter and True for the Included in Month parameter (these parameters will be completed by default); and 4) click the Cancel button to close the Generate/View System Estimated Details screen.
Note: The System Estimated: Section 4980H Full-Time Employee Count for ALE Member field (column) will be blank if the Affordable Care Act (ACA) Hours Tracking option has not been implemented, and the values must be figured manually. The System Estimated: Section 4980H Full-Time Employee Count for ALE Member field (column) is disabled (and blank) if the 98% Offer Method field is selected within the Certifications of Eligibility section on this screen.
In the (b) Section 4980H Full-Time Employee Count for ALE Member field (column) for each month, enter the number to report in column (b) of Part III on the 1094-C form for the month. If the number is the same for all 12 months of the calendar year, enter the number in the All 12 Months field (row) instead. The number can be up to 9 digits long (no decimals).
Tip: If utilizing the values displayed in the System Estimated: Section 4980H Full-Time Employee Count for ALE Member field (column) as a guideline for the numbers to report, generate the Employee Employment Dates Report, entering the most recent measurement period start date of the prior calendar year in the From field for the Hire/Rehire Date (Latest) parameter (and delete the date in the To field so it is blank) with all records selected for all remaining parameters; then carefully review the employees on the report and verify the Initial Benefit Status and Initial Benefit Eligibility Date fields on the ACA Hours screen in the Employee File are completed accurately to ensure those employees were included in the appropriate months in the System Estimated: Section 4980H Full-Time Employee Count for ALE Member field (refer to the Details of Calculations for the System Estimated: Section 4980H Full-Time Employee Count for ALE Member Field topic in the Help File). Also, verify the employees printed on the Employee Employment Dates Report are accounted for in the correct months (compare to the System Generated: Full Time Employee Count for ALE Member Report generated for the current calendar year for the applicable employees).
Note: The (b) Section 4980H Full-Time Employee Count for ALE Member field (column) is disabled if the 98% Offer Method field is selected within the Certifications of Eligibility section on this screen.
The Total Employees Paid During Month field (column) displays the values calculated by the system for the total number of employees paid during each month (based on check date); the values displayed in this column cannot be changed.
Tip: To view the employees counted in each month, as displayed in the Total Employees Paid During Month field (column), generate the Total Employees Paid During Month report (from the Reports menu on the Affordable Care Act (ACA) C Forms screen) for the current calendar year.
In the (c) Total Employee Count for ALE Member field (column) for each month, enter the number to report in column (c) of Part III on the 1094-C form for the month. If the number is the same for all 12 months of the calendar year, enter the number in the All 12 Months field (row) instead. The number can be up to 9 digits long (no decimals).
The (d) Aggregated Group Indicator field (column) is enabled if the Aggregated Group Member field is selected within the Affordable Care Act (ACA) Reporting Setup option for the selected calendar year. If applicable, select the (d) Aggregated Group Indicator field (column) for each month that the organization was an aggregated group member to report in column (d) of Part III on the 1094-C form. If the organization was an aggregated group member for all 12 months of the calendar year, select the box in the All 12 Months field (row) instead. A checkmark will appear in the box if the field is selected.
The Part IV: Other ALE Members of Aggregated ALE Group List is enabled if the Aggregated Group Member field is selected within the Affordable Care Act (ACA) Reporting Setup option for the selected calendar year. If applicable, enter the names and federal IDs for the other aggregated group members to report in Part IV on the1094-C form in the Part IV: Other ALE Members of Aggregated ALE Group List. For each aggregated group member, add the member by completing the blank line (indicated with an asterisk) at the bottom of the Other ALE Members of Aggregated ALE Group List.
Tip: The information that prints in Part IV on the 1094-C form is only included with a submission for an authoritative transmittal.
Note: If needed, to remove a member, click the Delete button to the left of the desired record; when prompted, click Yes to delete the record.
Enter the name of the member in the Name field. The name can be up to 100 characters long.
Enter the federal ID number of the member in the EIN field. The number can be up to 9 digits long (not including the dash). The system will automatically add the dash for the federal ID number if 9 digits are entered, using the format of ## - #######.
Click the Save button.
To check the 1094-C form for common errors, click the Validate Employer 1094-C button located on the bottom of the screen. If there are errors, a screen will appear listing a description of the errors; the errors must be resolved before submitting the data to the Internal Revenue Service. Otherwise, if there are not any errors found, a message will appear; click OK.
Tip: If applicable, to print a listing of the errors, complete a print screen or print grid, or if desired, export the errors to a file using the Export Grid option.
Select the Reports menu and then 1094-C Transmittal of Employer-Provided Health Insurance Offer or Coverage Information Returns.
Complete the report printing options.
Steps
to Complete the Report Printing Options
Click the appropriate button for the desired output: To Screen button or To Printer button.
Tip: The 1094-C form will print with the most current information and include the total of all the 1095-C forms for the particular calendar year.
