Submitting 1094-B and 1095-B Forms Electronically

Note:  Be sure the steps for generating and validating the 1095-B forms have been completed prior to submitting the 1094-B and 1095-B forms.

Steps to Generate and Validate 1095-B Forms

Tip:  Multiple submission files for the 1094-B and 1095-B forms can be pending (processing) with the Internal Revenue Service (IRS) at one time, if necessary.  

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

Note:  The Affordable Care Act (ACA) B Forms option is only enabled if a calendar year is defined within the Affordable Care Act (ACA) Reporting Setup option with  Self-insured (Fully Self-funded) specified in the Plan Type field and the Large Employer (or Small Employer Treated as Large) field not selected.

• The ACA B Forms Search screen will appear listing all the applicable calendar years (those defined within the Affordable Care Act (ACA) Reporting Setup option with Self-insured (Fully Self-funded) specified in the Plan Type field and the Large Employer (or Small Employer Treated as Large) field not selected).  Double-click the desired calendar year for which to submit the 1094-B and 1095-B forms.

• At the Affordable Care Act (ACA) B Forms screen, click the Employee 1095-Bs tab.

• In the View Option field, enter Unsubmitted to view the 1095 information for employees that have not yet been submitted to the IRS, or click the down-arrow button to select the correct one.  By default, Unsubmitted will be selected.

• Click the Submit Electronic File to IRS button to submit the ACA information returns (the 1094-B and 1095-B forms) to the IRS.

Note:  After clicking the button, the system checks the 1095s for errors before transmitting the information to the IRS.  If there are errors, a screen will appear listing the employees with errors; the errors must be resolved before the information can be submitted.  If applicable, fix the errors and then repeat the steps above in order to submit the information.

Tip:  The system sends the 1095-B forms for the applicable employees, along with the 1094-B form, to the IRS.  

• If desired, to view the employee records included in the submission, enter Submitted in the View Option field (or click the down-arrow button to select it) and all the employees who were included with the submission will display on the screen with Processing as the Record Status.

• If desired, click the IRS Submissions tab to see the information included in the submission.  For an original submission, the following information appears in the IRS Submissions List:  the date and time of the submission, Pending as the Submission Status, 1094/1095 as the File Type, IRS Processing as the IRS Return Error Information, Original as the Submission Type, the File ID, and the applicable year.

Note:  Only the submissions for the selected calendar year appear in the IRS Submissions List.

• Close the Affordable Care Act (ACA) B Forms screen.

• The IRS will process the submission, and once the results are ready, an alert will appear on the main Payroll screen.  See below for examples of the alerts that may appear once the submission has been processed,  (Tip:  The YYYY will be replaced with the calendar year for which the forms were submitted.)

Note:  The processing time for the submission may take anywhere from up to several hours to seven days.  In order to see a new alert, the Payroll screen must be refreshed by closing the screen and then re-opening it, or clicking the Refresh Screen icon in the lower right-hand corner of the Payroll screen.

• YYYY: Submitted ACA Forms Accepted by IRS - indicates the file was processed successfully without any errors.  To view the details for the accepted submission, click the alert to view the IRS Submissions screen within the Affordable Care Act (ACA) B Forms option.  The submission appears in the IRS Submissions List with Accepted as the Submission Status, 1095 as the File Type, and No Errors as the IRS Return Error Information.  No further action is needed.  The alert will no longer display after closing the Affordable Care Act (ACA) B Forms screen and refreshing the Payroll screen, or after 30 days if either the alert or the Affordable Care Act (ACA) B Forms option is not selected.

• YYYY: Submitted ACA Forms Need Corrections - indicates there were errors found with the submission by the Internal Revenue Service and corrections need to be submitted.  To view the details for the submission, click the alert to view the IRS Submissions screen within the Affordable Care Act (ACA) B Forms option.  The submission appears in the IRS Submissions List with Accepted or Rejected as the Submission Status and Errors Detected-Corrections Needed as the IRS Return Error Information.  Click on the submission and then all the employees included in the submission appear in the Employee 1095-Bs to Resubmit List; for the employees with errors, a description of the error displays in the Error Message field (column).  If there are errors on the 1094-B form, the Employer 1094-B Error Messages List also appears and a description of the error displays in the Error Message field (column).  Make the appropriate changes to resolve the errors, and then complete the steps to submit corrected 1094-B and 1095-B forms.  The alert will no longer display after submitting a corrected file and refreshing the Payroll screen, or after 90 days if a corrected file is not resubmitted.

Steps to Submit Corrected 1094-B and 1095-B Forms Electronically

• YYYY: Transmission Error with ACA Forms - indicates there were issues connecting to the Internal Revenue Service site and the file was not successfully transmitted.  To view the details for the submission and resubmit the file, click the alert to view the IRS Submissions screen within the Affordable Care Act (ACA) B Forms option.  Click on the appropriate submission (the submission will display with Transmission Error-Try Again as the Submission Status in the IRS Submissions List), and then click the Submit Electronic File to IRS button.  The alert will no longer display after resubmitting the file and refreshing the Payroll screen, or after 90 days if the file is not resubmitted.

Tip:  If desired, view the tutorial below demonstrating submitting the ACA 1094-B and 1095-B forms electronically.  In order to view the tutorial, you must have an active Internet connection, along with a sound card and speakers installed on your computer.

Submitting ACA 1094-B and 1095-B Forms Electronically Tutorial