Printing 1095-C Forms

Note:  Be sure the steps for generating and validating the 1095-C forms have been completed prior to printing the 1095-C forms.

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 print the 1095-C forms.

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

• In the Report field, click the down-arrow button to select the desired format for the applicable calendar year (1095-Cs - Landscape Format - YYYY, 1095-Cs - Portrait Format - YYYY, or 1095-Cs - Pressure Seal Format - YYYY) to use to print the 1095-C forms.  Select 1095-Cs - Landscape Format - YYYY for the applicable year to print the 1095-C form landscape on a page using plain paper or blank forms.  Select 1095-Cs - Portrait Format - YYYY for the applicable year to print the 1095-C form portrait on a page, along with the mailing information (employee name/address and return address) at the top of the page, using plain paper or blank forms.  Select 1095-Cs - Pressure Seal Format - YYYY for the applicable year to print one 1095-C form portrait on a page, along with the mailing information (employee name/address and return address), using pressure seal blank forms.

Tip:  The 1095-Cs - Pressure Seal Format - YYYY requires the necessary equipment in order to fold and seal the 1095s.

• Enter the distance in inches from the top edge of the 1095 to where the information should print in the Top Margin field.  The margin cannot be greater than 2 inches, but can be up to 4 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.  The default top margin for the specified report (format) will appear initially (each time a format is selected), but can be changed as needed.

• Enter the distance in inches from the left edge of the 1095 to where the information should print in the Left Margin field.  The margin cannot be greater than 2 inches, but can be up to 4 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable.  The default left margin for the specified report (format) will appear initially (each time a format is selected), but can be changed as needed.

• Enter the description of the referenced custom field to use to sort the 1095s when printing in the Custom Referenced Field field, or click the down-arrow button to select the correct one.  Specify No Custom Referenced, or leave the field blank, to sort (print) the 1095s in alphabetical order.

• If reissuing a 1095 statement that was previously furnished to a recipient but not yet submitted to the Internal Revenue Service, select the Print Corrected 1095 (Prior to Submission) field to have CORRECTED print on the top of the 1095.  A checkmark will appear in the box if the field is selected.

Note:  This field is disabled if the Print Corrected 1095 (After Submission) field is selected.

• If reissuing a 1095 statement that was previously submitted to the Internal Revenue Service and furnished to a recipient, select the Print Corrected 1095 (After Submission) field to print an X in the Corrected box on the 1095 form.  A checkmark will appear in the box if the field is selected.

Note:  This field is disabled if the Print Corrected 1095 (Prior to Submission) field is selected.

• Select the Print Instructions for Recipient field to print the information included on the back of the 1095 form.  If the field is selected, the instructions print as a separate page after each employee's 1095.  A checkmark will appear in the box if the field is selected.

Note:  This field does not apply if using the 1095-Cs - Pressure Seal Format - YYYY, as the instructions will not print even if this field is selected.

• To print only the last 4 digits of the social security numbers (federal IDs) for the employees and dependents on the 1095s, select the Print Last Four Digits of Federal ID field.  If this field is selected, the first digits of the social security numbers will be masked (for example, XXX-XX-1234).  A checkmark will appear in the box if the field is selected.  Leave the field unselected to print the full social security numbers (federal IDs) on the 1095s.

• All the employees to be issued a 1095-C form (those with information entered for Lines 14, 15, 16, or 17 in the Employee Offer and Coverage List for the selected calendar year) appear in the Employee Selection List on the bottom of the screen.  Select the employees for which to print the 1095s by clicking the box for the Selected column to the left of the desired employee.  A checkmark will appear in the box if the employee is selected.  To select all the employees listed on the screen, click the Select All button located above the Employee Selection List.  If desired, change the filters to modify the employees displayed here.  If needed, click the Clear All Selection button to remove all the filters (display all employees) and unselect any previously selected employees.

Tip:  The Tax Forms Email field (column) indicates whether the employee is defined to have tax forms emailed, and the Web Link 1095 Consent field (column) indicates whether the employee has consented to receive only an electronic 1095 via Web Link.  Utilize the Tax Forms Email and/or the Web Link 1095 Consent field (column) to filter the employees in order to select or exclude those that will receive a 1095 via email or Web Link; for example, filter for False on the Tax Forms Email and/or the Web Link 1095 Consent field (column) when printing the 1095s for the employees to omit printing the paper copies for those employees who will receive a 1095 via email or Web Link.

• Click the Save button.

• Click the To Screen button to preview the 1095-C forms on the screen, or click the To Printer button to print the 1095-C forms directly to the printer.

Note:  After clicking either 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 printed.

Tips:

1)  To verify that the settings are correct and there are not any wrapping issues before printing all 1095s, first specify to only print for five to ten employees; then print the remaining 1095s if all settings are correct.

2)  If printing the 1095-Cs - Portrait Format - YYYY and planning to place the 1095s in window envelopes for distribution purposes, be sure to test that the 1095s fit properly into the envelopes before printing all 1095s.

3)  To avoid any memory issues with your computer and printer, use the To Screen button only when viewing the 1095s to test your settings; then close the preview screen, and print the entire 1095 file by clicking the To Printer button.  When 1095s are sent to the printer using the To Printer button, the system spools two hundred 1095s at a time and sends them as a separate print job; thus, there should not be any memory issues when printing 1095s directly to the printer.

4)  The printed 1095-C forms for fully-insured organizations include only Parts I and II (Part III for Covered Individuals is omitted as it is not applicable), while all three parts print for self-insured organizations (Parts I and II print on one page and Part III prints on a second page for an employee).

• Repeat these steps as many times as needed in order to print all the copies of the 1095-C forms for the applicable employees.