Submitting Corrected 1094-B and 1095-B Forms Electronically

Note:  The instructions below are for submitting corrected Affordable Care Act (ACA) 1094-B and 1095-B forms electronically (transmitting corrections for prior submissions).  To submit a corrected file because an employee was missed from the initial submission, repeat the steps to submit the 1094-B and 1095-B forms electronically; when completing those steps a second or subsequent time for a particular calendar year, only the employees not previously submitted will appear.

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

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.  

• If needed, make the appropriate changes to resolve any errors received in a prior submission.

• 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 corrected 1094-B and 1095-B forms.

• At the Affordable Care Act (ACA) B Forms screen, click the IRS Submissions tab.

• All the files that have been previously submitted to the IRS for the selected calendar year appear in the IRS Submissions List.  Click on the most recent submission containing the records for which to resubmit the data.  For example, if submitting corrections for records on the original file, click on the original file; but, if after submitting corrections for an original file, additional corrections are needed for those same records, click on the correction submission.  If desired, change the filters to modify the submissions displayed here.

• All the employees included in the selected submission appear in the Employee 1095-Bs to Resubmit List.  In the Employee 1095-Bs to Resubmit List, specify the employees to resubmit by clicking the box for the Selected column to the left of the desired employee.  A checkmark will appear in the box if an employee is selected.  If applicable, the employees with errors will be selected by default and cannot be unselected.  If submitting corrections for a rejected file (submission has Rejected as the Submission Status), all the employees will be selected by default and cannot be unselected.

Note:  If the Selected column is unselected and disabled for an employee, the employee was included in a later submission and cannot be resubmitted for the currently selected file; refer to the Last Submission Date/Time and Last Submission File ID fields (columns) for the submission in which the employee can be resubmitted for corrections if needed.

• Click the Submit Electronic File to IRS button to submit the corrected 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.  

• The Affordable Care Act (ACA) B Forms screen will be refreshed and display the information included in the corrected submission.  For a corrected submission, the following information appears in the IRS Submissions List:  the date and time of the corrected submission, Pending as the Submission Status, 1094/1095 as the File Type, IRS Processing as the IRS Return Error Information, Correction to File ID # (with # reflecting the appropriate File ID being corrected) as the Submission Type, the File ID, and the applicable year.

Tip:  If the submitted employees are viewed on the Employee 1095-Bs tab (by specifying Submitted in the View Option field), an employee that was resubmitted will be listed multiple times, once for each file submission.

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

• The IRS will process the corrected 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 after 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 corrected 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 corrected 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 corrected submission by the IRS and additional 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 corrected 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 corrected 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 repeat the steps above.  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.

• YYYY: Transmission Error with ACA Forms - indicates there were issues connecting to the IRS site and the corrected file was not successfully transmitted.  To view the details for the corrected submission and resubmit the corrected 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 correct 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 corrected 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 Corrected ACA 1094-B and 1095-B Forms Electronically Tutorial