2017 aca form processing - small employers · entering an aca 1095-b record the 1094 and 1095 forms...

2017 ACA Form Processing - Small Employers

Fiscal Coordination January 2018

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Table of Contents

ACA 1094B/1095B Processing……………………………………………………………………………………..3 Important IRS Deadlines …………………………………………………………………………………………….3 Entering an ACA 1095-B Record ………………………………………………………………………..……..4 Entering ACA Records ………………………………………………………………………………………………..5 Adding an ACA 1095-B Record in Employee Profile ………………………………………..………..5 Adding an ACA 1095-B Record in Employee Browse ………………………………………………….6 Using the ACA 1095 Mass Process Utility …………………………………………………………………..7 ACA 1094B/1095B Processing …………………………………………………………………………………….9 Step 1: Enter and Verify Employer Information for 1094B/1095Bs .................... 10 Step 1a: (Optional) Allow Employees to Print 1095s Electronically ................... 11 Step 2: Create/Modify/Report 1095B Work file .......................................... 14 Creating or Recreating the 1095B Work file .............................................. 14 Selecting Self-Insured Options .............................................................. 15 Selecting Printing Location ................................................................. 15 Selecting Employees ......................................................................... 15 Selecting Employees by Using Employee Selection Parameters ....................... 15 Selecting Employees by Using the Ind. Empl. Option ................................... 16 Selecting Employees by Using the Import Option ...................................... 177 Modifying Current 1095B Work file......................................................... 18 Running Optional Reports ................................................................... 21 1095B File Tracker ........................................................................... 21 Step 3: Create 1095B Print File (used to print the 1095Bs) ............................ 22 Viewing 1095B Print File Date/Time Stamps ............................................. 24 Extracting Copies of the 1095B Print File from the Database .......................... 25 Step 3a: Print the 1095Bs ................................................................... 26 Step 4: Create Individual 1095B PDF Files ................................................ 29 Step 4a: Post PDFs to Employee Access ................................................... 29 Step 5: Create the Electronic 1094B/1095B Files ........................................ 31 Viewing 1094B/1095B Electronic File Date/Time Stamps .............................. 32 Step 5a: Enter Receipt Id and Finalize this Transmission ............................... 33 Finalizing an Accepted Transmission ...................................................... 33 Finalizing an Accepted with Errors or Rejected Transmission ......................... 34 Appendix A – Transmission to the IRS ……………………………………………....................35

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Understanding ACA Reporting At the end of each calendar year, full time employee health care information is reported to the IRS (in accordance with the Affordable Care Act) on forms 1094/1095. A full time employee for any calendar month is an employee who has on average at least 30 hours of service per week during the calendar month, or at least 130 hours of service during the calendar month.

The IRS identifies two kinds of employers: Applicable Large Employers (ALE’s): Employers who had 50 or more full-time employees (including full-time equivalent employees) in the previous year, are required to report information about health coverage and healthcare enrollment for their employees. Two provisions of the affordable care Act apply to applicable large Employers (ALE’s)

o The employer Shared responsibility provisions; and o The employer information reporting provisions for offers of minimum essential

coverage. Small Employers: Employers who have 50 or less full time employees. Small employers are not subject to the provisions applicable to ALE’s, however if you provide self-insured coverage to your employees, you must file an annual return reporting certain information for each employee you cover. Districts who offer Uniform Health Plans (such as: PEBB to retirees/PEBB Insurance to current employees, or those enrolled in COBRA) are considered self-insured; those districts are also required to file health enrollment information on the 1094/1095B. A 1095-B Form is completed by an employer offering self-insured health coverage for each employee that is enrolled in coverage regardless of whether the employee is a full-time employee or not. This guide provides form processing information for small employers only. If you have more than 50 full time employees, please refer to the Wespac ACA Form Processing - Large Employers guide.

Important IRS Deadlines:

Action Deadline

District sends 1095B or 1095C Forms to employees

Due to employees by March 2, 2018.

Electronic 1094B, 1095B, 1094C, 1095C Forms sent to the IRS.

April 2, 2018

Paper 1094B, 1095B, 1094C, 1095C Forms sent to the IRS

February 28, 2018

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Entering an ACA 1095-B Record

The 1094 and 1095 Forms are reported on a calendar year basis. Each reportable employee must have, at a minimum, a January record. Information entered in the ACA 1095-B Info area is used to generate the 1094-B/1095-B Forms. The 1095-B Info subsection, is used to report information specific to small employers. When adding a record, you must enter the month and year the employee enrolled in a uniform medical plan, mark the “enrolled in coverage” checkbox, and enter any applicable information for the employee’s dependent/s in the Covered Dependents section. After you enter a 1095 Record for an employee, it remains the same for each Subsequent month and year, until you add a new record. Subsequent record changes are only needed when there is a qualifying event, such as when an employee leaves the district, or changes to the employees covered individuals. Changes in status are indicated in the month and year the change is effective, by selecting/clearing the Enrolled in Coverage check box, or by adding and deleting covered individuals. Example: Jane retired in June 2016. She had previously waived medical insurance through the school district (she received health coverage through her husband). When she retired in June, she chose to enroll in a uniform medical plan, and she chose to cover her daughter. She and her dependent have been enrolled in a uniform medical plan since June 2016. 1095-B Info Entries: Menu Path: Web/HR/Employee/Employee Profile/ACA Information/1095-B Info

Explanation: The 1095-B info sub section displays no coverage and no covered individuals from January 2017 through May 2017. June shows that the employee enrolled in coverage, with a covered individual. The enrollment entry will remain consistent through December 2016, or until you add another record in which the employee terminated enrollment coverage, or make a change with the covered individual’s information.

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Entering ACA Records You can enter ACA 1095-B Records in Employee Profile, in Employee Browse, or using the ACA 1095 Mass Process Utility. This section explains each method.

A. Adding an ACA 1095-B Record in Employee Profile

The ACA Information tab, in Employee Profile, tracks employee ACA 1095-B information for annual reporting purposes. From the 1095-B Info sub-tab under the ACA Information tab, you can add, edit, clone, or delete records. To add an ACA 1095-B Record in Employee Profile: Menu Path: Web\Human Resources\Employee\EP\EP

Click the ACA Information tab.

Click the 1095-B Info sub-tab.

Select an employee, and click Add.

Configure the 1095-B Maintenance screen. Table 9 describes the options on this screen.

Click Save.

1095-B Maintenance Screen

Note: Covered Individuals include spouse and/or children under the age of 26 who are on the employee’s insurance plan. Name and Social Security Number or Date of Birth are required.

Option Description

Year Year pertaining to the ACA 1095-B Record.

Month Month pertaining to the ACA 1095-B Record.

Enrolled in Coverage

Indicates, for the selected month, if the employee is enrolled or if coverage has stopped.

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B. Adding an ACA 1095-B Record in Employee Browse To add an ACA 1095-B Record in Employee Browse: Menu Path: Web\ Human Resources\Employee\EP\EB.

Change the Views menu to: ACA Information

Find the name of the employee

Expand the employee’s Name to view the employee’s subsections

Click the “Add 1095-B Information” link

Add Employee information

Click Save.

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C. Using the ACA 1095 Mass Process Utility

Using the ACA 1095 Mass Process Utility This section describes using the ACA 1095 Mass Process Utility to manage 1095-B Information. The ACA 1095 Mass Process Utility populates the Employee Information fields on the 1095-B Info sub-tab under the ACA Information tab in Employee Profile, for all employees who meet the set parameters. You can edit or remove the records before you run the update. To run the ACA 1095 Mass Process Utility for 1095-B Forms: Menu Path: Web\Human Resources\Employee\EP Setup\UT\AC\IP

Enter a Template Description

Select the Form Type: 1095-B

Enter Year: (Ex: 2017)

Enter Month: (Ex: 1-January)

Select the radio button based on enrolled coverage for the group of employees you are choosing to process the Mass utility on.

Check the box: “If a 1095 record (B or C) already exists for this Year/Month, overwrite it with new values.”

Select the Check box: When a new 1095 record is created, clone the covered individuals from the previous 1095 record.

Click the Selection Parameters link.

Click Add, to add an Employee Selection Parameter’s template.

Employee Selection Parameters: Enter a description and select the employees based on available fields. (Ex: by Employee Type – PEBB Retirees)

Click Save and Select.

(Optional) Further filter or limit employee selection using Employment Dates. (Description Table below)

(Optional) Further filter or limit employee selections using Terminated Employee Processing. (Description Table below)

Click Save and Process.

Click Preview Data to Process.

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Verify that all records on the 1095 Mass Process screen are accurate by doing one or more of the following:

- Modify an Employee Record: Select the employee’s record, click edit, make the corrections, and click Save.

-Delete an Employee Record: Select the employee’s record, and click Remove. -View Report: Select the Report Button to review the contents of the ACA 1095 Mass

Process screen in a PDF document, or click the Excel button to export the data to an Excel spreadsheet. When all Employee Records are accurate, click the Back button to continue with the update process.

Click Run the Update. A message asks if you want to run the update.

Click OK

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ACA 1094B/1095B Processing Small employers that are not subject to the employer shared responsibility provisions and sponsor self-insured group health plans, use Forms 1094B and 1095B to report enrollment and coverage information about their employees and their covered individuals/dependents. Use the options on the ACA 1095B Processing screen to progress through the process. To perform the process, use the following five primary Steps:

1. Enter and/or Verify Employer Information for 1094C/1095Cs 2. Create/Modify/Report 1095C Work file 3. Create 1095C Print File (used to print the 1095Cs) 4. Create Individual 1095C PDF Files 5. Create the Electronic 1094C/1095C Files

Note: Before you begin the ACA 1094B/1095B Step-by-Step Process, verify that the Calendar Year is set to 2017 and the Transmission number is set to: 0001. Menu Path: RDS\HR\PA\YE\PA\CA\BP

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Step 1: Enter and Verify Employer Information for 1094B/1095B In this step, you enter employer information as it appears on your district’s Form 941 Quarterly Federal Tax Return. You enter your TCC number and contact information. Note: Some of the employer information fields are already populated in the Name table. To enter and verify employer information for 1094B/1095B, go to: Menu Path: HR\PA\YE\PA\CA\BP

After entering employer information, click the OK button.

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Step 1a: (Optional) Allow Employees to Print 1095s Electronically In this optional step, you allow employees to choose whether or not they receive a printed 1095 Form from the district. To use this feature, your district must be using Employee Access. The Step 1a option redirects the user to the Web interface. After you follow the procedure below, the option that allows employees to make this choice appears when the employee signs into Employee Access. Along with enabling the option, you determine a time frame during which employee’s see the Options for Receiving My 1095 electronically message when they sign in to Employee Access. You also set up any email notifications that employees receive after making their selection.

To allow employees to print 1095’s electronically: Menu path: RDS\HR\Payroll\Year End\PA\CA\CP Note: This configuration is shared between the 1095/1095B and C forms processing.

Choose step 1a (Optional) to Allow Employees to Print 1095s electronically.

Complete the setup for Date requirements and text areas:

Select 1095 Processing Year: 2017

Check to allow employees to receive 1095s electronically

Selection parameters: defines which employees can elect to receive 1095s

electronically. Selected employees must have a 2017YTD record.

(District Specific) enter dates to make the electronic 1095 option visible for

employees.

Check to email employees once they confirm or deny they would like to receive their

1095s electronically.

Enter automated email body text for consent confirmation.

Enter automated email body text for deny confirmation.

Enter text to display upon employee Access login.

Click the Preview notification link to verify notification text.

Click the Save button when complete.

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Sample text to insert in the Employee Notification Section: Electronic 1095 Option: The option is now available to receive your Form 1095 electronically. If you choose to receive an electronic copy of your 2017 Form 1095 you will not receive a paper copy. You have until INSERT DATE HERE to make the choice by completing the option at the end of this message. If you do not respond, you will receive a paper copy of your Form 1095. If you choose to receive an electronic copy and later require a paper copy, you must submit your request for a paper copy 1095 either electronically to: INSERT EMAIL ADDRESS HERE or by postal carrier to: INSERT SCHOOL DISTRICT ADDRESS HERE. Doing so does not withdraw your consent for future electronic 1095’s.

Please select one of the following options: Confirm Email: You have chosen to receive an electronic copy of your Form 1095. You will not receive a printed copy of your 1095. You will be notified when your electronic copy is available. Deny Email: You have not chosen to receive an electronic copy of your 1095. You will receive a printed copy of your 1095 when available.

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Employee Access Option to Choose Electronic Form 1095 During the open window date range identified in the setup screen, employees will receive the following “Option for Receiving My 20xx 1095” screen upon logging into Employee Access. If the employee chooses any of the first two options and clicks the Save option, they will receive the e-mail notification listed in the setup screen. The employee will continue to receive this notice between the open window date range if:

The employee chooses “Ask me again later” and clicks the Save Option.

Selects any option and clicks a back button without clicking the Save Option.

Employee Access Setup for all Employees to View/Print Electronic Form 1095 Menu Path: Web Product Setup\Employee Access

Highlight Payroll Setup. Click Run.

Check the box to Display 1095 Information. Click Save.

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Step 2: Create/Modify/Report 1095B Work file

A 1095B Work file must exist before you continue with 1095B Processing because all of the subsequent steps in the process use the data that the 1095B Work file contains. After you create the 1095B Work file, you may need to make changes to employee data and recreate the 1095B Work file as you complete the 1095B processing steps. There is no limit to the number of times that you can recreate your 1095B Work file. The procedure for recreating the 1095B Work file is the same as the procedure for creating the 1095B Work file shown below.

Creating or Re-creating the 1095B Work file In this step, you create or recreate the 1095B Work file. To create the 1095B Work file, go to: Menu Path: HR\PA\YE\PA\CA\BP

Step 2, click Create/Modify/Report 1095B Work file.

Click OK.

Below are the steps to configure the 1095B work file screen.

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Selecting Self-Insured Options (See image below)

Verify that the District Offered Self-Insured Coverage for the Months of: check box is selected.

Select any of the months when the district offered self-insured coverage.

Selecting Printing Location (See Image below) When you print the 1095B Forms, if Location is part of the selected Sequence, the forms are printed based on your selected Printing Location.

Selecting Employees You can select employees who were in a self-insured plan, by using various: Employee Selections Parameters, individually selecting employees, or importing employees. Please see options below:

Selecting Employees by Using Employee Selection Parameters

You may use Employee Selection Parameters check box and select employees by: Employee Building, Employee Type, Employee Check Loc, Benefit, or Deduction code. If this is the method you would like to choose, please check the: Use Employee Selection Parameters check box. The Employee Selection Parameters look at anyone who was paid in 2017. If you are selecting PEBB retirees or people enrolled in Cobra, this option will not include them if they were not paid in 2017.

Click Edit

Select the parameter that you would like to use (ex: Employee building/Employee type/Employee Check Loc/Benefit/Deduction code).

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Check the box that says: Only include employees with an active 1095B record in 2017 where they are enrolled in coverage or have covered individuals.

Selecting Employees by Using the Ind. Empl. Option To select employees who do not meet the criteria of the Employee Selection Parameters, uncheck the “use the Ind. Empl. Option” check box and click the Ind. Empl. button and manually select each employee.

Select an employee in the Available Employees box and click Add to move the employee to the Selected Employees box.

Click Ok.

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Selecting Employees by Using the Import Option To select employees who do not meet the criteria of the Employee Selection Parameters, you can also use the Import option. The Employee Identifier must be in the first column of the CSV file. Any other columns with data are ignored. If you are not using the Employee Selection Parameters, clear the Use Employee Selection Parameters check box. Employees listed in the import file will be included in the work file regardless if the employee was paid in 2017 or not, as long as the employee has an active 1095-B record in the employee profile.

Click the Import button. If employees are listed in the Self-Insured Employees box, the following message appears:

“Selected Employee records already exist. The Import process will add to the already selected employees. Do you want to continue?”

Click Yes.

On the Import Options screen, select the Name Key as the Employee Identifier.

Click Browse, navigate to the location of your file, and open the file.

Click Run.

Once you have selected the method of selecting employees, click the OK button to complete the creation of the 1095B work file.

Click No to the following message that asks: Would you like to print a report of the creation parameters?

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The following message appears, Click OK to continue.

Review the exception report to determine whether you need to correct employee data.

After reviewing the exception report, click the Close button. See Sample of Exceptions report below.

After reviewing and closing the exception report, you have the options to: Re-create the 1095B Work file, modify the Current Work file, or continue on to step 3.

Modifying Current 1095B Work file You may need to update records by modifying them directly in the 1095B Work file. However, changes made directly in the 1095B Work file do not update the employee’s information in the 1095-B Information tab in Employee Profile. If you directly modify the 1095B Work file, any subsequent recreations of the 1095B Work file erase these updates, and you must manually make the changes to the 1095B Work file again. Tip: Keep a written log of all manual changes you make to the 1095B Work file so that if you have to recreate the 1095B Work file you can easily re-enter these items.

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To modify the 1095B Work file, go to: Menu Path: HR\PA\YE\PA\CA\BP

In Step 2, click Modify Current 1095B Work file.

Click Run.

Select an employee from the Employees in 1095B Work file.

Click Edit.

A 1095B Edit Warning message states that you can edit the 1095B Work file but recommends that you make modifications in the Employee Profile, and then create a new 1095B Work file.

Configure the Edit 1095B Work file Records screen as needed.

Click OK.

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Click Close on the Modify Current 1095B Work file screen. The following message appears:

Click OK.

Review the exception report to determine whether you need to correct employee data.

Print, save, or close the exception report.

Close out of all the screens until you get back to the 1095B Processing screen.

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Running Optional Reports After you create the 1095B Work file, you can use the following reports to verify that the employee 1095B information in the 1095B Work file is correct. When you select a report, its description appears at the bottom of the screen.

Report 1095B Work file – Exceptions Only Report 1095B Work file – All Employees

To run these optional reports, go to Menu Path: RDS\HR\PA\YE\PA\CA\BP

Next to Step 2, click Create/Modify/Report W-2 Work file.

Double-click the Optional Reports folder to open it.

Double-click a report

Configure the report parameters and process the report.

Save the reports that you run during the 1095B process, as needed.


1095B File Tracker Processing your 1095B Forms generates 1095B Work files, Print Files, electronic files, and individual PDF files. The 1095B File Tracker allows you to view file creation and removal activity of all of your files. To view the 1095B File Tracker:

In the PaC interface, go to HR\PA\YE\PA\CA\BP.

Next to Step 2, click Create/Modify/Report W-2 Work file.

Double-click 1095B File Tracker to view information about your 1095B files.

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Step 3: Create 1095B Print File In this step you create the 1095B Print Files. Table 1 shows the one file that is generated and stored in the database when you create the 1095B Print Files. Table 1

File Name Description

PW95BI160001.XML Employee 1095Bs

To create the 1095B Print Files:

Menu Path: RDS\HR\PA\YE\PA\CA\BP

Select Step 3, click Create 1095B Print Files (used to print the 1095Bs).

Click Create the 1095B Print File.

Click the Run button.

1. Do one of the following: If you did not allow your employees the option to receive their 1095B’s electronically, you would check the box that says: “(Optional) Override the system and print all 1095B’s, regardless of employee’s Choice.

If you allowed your employees the option to receive their 1095 Forms electronically, you will configure your screen as shown below. After the 1095s have been printed, you will need to return to this step and re-create your printed file for all 1095s to save a viewable/printable saved report to use as needed. When you return to re-create the print file, you will only select the bottom checkbox that says: “(Optional) to Override the system and print all 1095Cs, regardless of employee’s choice.

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See image below:

On the Create the 1095B Print File screen, select the sequence to print the employee 1095Bs from the dropdown.

Click the Checkbox to Print 1095B Sort Sequence on Pressure Seal 1095Bs.

Click OK.

Review the totals on the 1095B Print File Creation Total screen and click OK.

Caution: If 1095B Print Files have already been created for the reporting year, a message lists the file names and last created date and time. If you click Yes to this message, the files stored in the database are overwritten. If you created Individual 1095B PDF files in Step 6 for the reporting year, these are also overwritten.

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Review the date and time stamp information and click Close.

Close out of all the screens until you get back to the 1095B Processing screen. Optional Processes:

Viewing 1095B Print File Date/Time Stamps The Print Files are stored in the district’s database. You can view the file name, location, date, and creation time from the most recent Print File that was created in your database. Menu Path: RDS\HR\PA\YE\PA\CA\BP.

In Step 3, click Create 1095B Print Files (used to print the 1095Bs).

Double-click View 1095B Print File Date/Time Stamps.

The View 1095B Print File Date/Time Stamps screen appears displaying the File Year, the date and time created, the date and time last created, and the location of the Employee 1095B Print File.

Click Close

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Extracting Copies of the 1095B Print File from the Database

Extract a copy of the 1095B Print Files to store in a location outside of the database. This provides a safeguard in case the files are overwritten when a new 1095B Print File creation process is run. TIP: Rename the files stored outside the database to prevent them from being overwritten when subsequent 1095B files are copied to the same location. Store your 1095B files in the Fin_Sec folder to prevent unauthorized users from accessing sensitive employee data such as Social Security Numbers. To extract a copy of the 1095B Print File from the database: Menu Path: RDS\HR\PA\YE\PA\CA\BP

In Step 3, click Create 1095B Print Files (used to print the 1095Bs).

Double-click Extract Copies of 1095B Print File from the Database.

In the Extract Copies of 1095B Print Files from the Database table, select the 1095B Print File you want to extract.

Click the Extract button.

Click Browse to view available directories.

Select a directory and click OK.

Verify that the directory path is correct and click OK. The following message appears: “File Extracted Successfully.”

Note: If previously extracted 1094B/1095B electronic files exist with the same name in the same directory location, an “Existing File” message shows when they were created. Do one of the following:

To overwrite the previously extracted files, click Yes. If you don’t want to overwrite the previously extracted files, click No and then click Close.

Click OK.


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Step 3a: Print the 1095Bs This section shows you how to print 1095B forms. All 1095 Printing is done at the NCESD Computer room and will be sent to the printer name: \\ESD171-Print-01\ESD171_ACA. To print the 1095Bs: Menu Path: RDS\HR\PA\YE\PA\CA\BP

Select Step 3a - Print the 1095Bs

Select Print Employee 1095Bs on Pressure Seal 14” Blank 1095 Form (#81650)

Click Run

Click Yes to open a new window displaying a PDF file with the 1095B Totals.

Print and/or save the PDF Totals report.

Save or close the totals report. Sample report below:

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The following message appears:

Click Yes, to continue with the 1095B print process and open the PDF Offsets window.

Click Continue to create the PDF files and display in a new browser window.

When the PDF is created, click the Printer icon.

Select Printer: \\ESD171-Print-01\ESD171_ACA

Click Print to Print your 1095Bs.

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When the 1095Bs are printed, close out of the PDF document. The following message appears: “Save the print package in Saved Reports?” Click Yes.

Configure the Save Report Information screen and click OK.


DO NOT Click on Step 3b. Step 3b is an option to submit files to Skyward for printing which is an additional fee to your district. The NCESD computer room will do all printing of these forms for your district as part of the cooperative fee you already pay.

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Step 4: Create Individual 1095B PDF Files

In this optional step, you create individual 1095B PDF files for each employee. If you find that you need to remove the 1095B PDF files after you create them, you can also purge the 1095B PDF files. A PDF file is created for all employees, including those who choose to receive a printed 1095B Form. After you create individual 1095B PDF files and make them available for employees in Step 4, employees can then view or print the PDF files from Employee Access. These PDF copies can serve as replacements for lost 1095Bs. To create individual 1095B PDF files: Menu Path: RDS\HR\PA\YE\PA\CA\BP

Click on Step 4 Create Individual 1095B PDF Files.

Click Create Individual 1095B PDF files

Click Run

The following message appears, click Yes.

Click Yes. The following message appears: “PDF creation process complete. A total of [number] 1095B PDF Files were created and stored in the database.” Click OK.


Step 4a: Post PDFs to Employee Access In this step you configure the Employee Access Options for viewing/printing their 1095B forms. You can also use this area to send an email to those employees who elected to receive an electronic 1095, that the form is available for printing in Employee Access. Only employees who choose not to receive a printed 1095 receive an email. The email sent to employees is the same for both the 1095C and 1095B processing, keep the subject wording generic, such as “1095” (not wording specific to B or C forms).

Employee Access Option: Click Edit. Check the box to allow viewing/printing of 1095 forms in Employee Access.

Email Options: Click Run.

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A skyward web window opens to the 1094B/1095B Processing screen.

Enter an Email Subject

Enter Email Body

Click the Report and Send Emails button.

Click OK to the following message:

When the process completes, click View Report to view a list of the employees who will receive the email. If an employee does not have an email address, an error appears on the report.

Close out of the report, exit the Web interface, and return to the Options for Posting PDFs to Employee Access screen.


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Step 5: Create the Electronic 1094B/1095B Files In this step, you create the 1095B file that is submitted to the Internal Revenue Service (IRS) electronically. To create the electronic file: Menu Path: HR\PA\YE\PA\CA\BP

Click Step 5 Create the Electronic 1094B/1095B Files.

The following message appears with information about the IRS/AIR system. Read the information in the message, and then click OK.

Click Create 1094B/1095B Electronic Submission File(s).

Click Run

Click the Browse button to select a directory for the Federal File for IRS electronic submission.

Tip: Create a 2017 ACA folder in your Fin_Sec Folder prior to starting 1095 form processing.

Verify that the correct TCC is entered in the TCC box. If it is incorrect, enter the correct TCC.

Review the View Electronic File Date/Time Stamps screen.

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Note If previously created 1094B/1095B electronic files exist with the same name in the same directory location, an “Existing Files” message shows when they were created. Do one of the following:

To overwrite the previously created files, click Yes.

If you don’t want to overwrite the previously created files, click No and then click Close.

(Optional) Viewing 1094B/1095B Electronic File Date/Time Stamps This process allows you to view the file location and date/time stamps of the electronic file last created and stored in the database. To view 1095B electronic File date/time stamps: Menu Path: RDS\HR\PA\YE\PA\CA\BP Click on Step 5 Create the Electronic 1094B/1095B Files. A message appears with information about the IRS/AIR system.

Click OK.

Double-click View 1095B/1095B Electronic File Date/Time Stamps.

The View Electronic File Date/Time Stamps screen appears displaying the File Year, the date and time created, the date and time last created, and the file names and locations.


Note: Turn to appendix A on page 38.

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Step 5a Enter Receipt ID and Finalize this Transmission There are two options for finalizing a transmission and entering the receipt ID. This section explains each process.

Finalizing an Accepted Transmission

Finalizing an Accepted with Errors or Rejected Transmission

Finalizing an Accepted Transmission:

Use this process if your file was accepted by the IRS. You enter the Receipt ID which the IRS gives you. To finalize an accepted transmission: Menu Path: RDS\HR\PA\YE\PA\CA\B

Click on Step 5a Enter Receipt ID and Finalize this Transmission.

Select the Transmission was Accepted by IRS check box.

In the Transmission Receipt ID box, type the Transmission Receipt ID exactly as the IRS has issued it.

Click OK.

The following message appears:

Click Yes, to finalize the transmission.

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Finalizing an Accepted with Errors or Rejected Transmission Use this process if your file was accepted with errors or rejected by the IRS. You enter the Receipt ID which the IRS gives you. To finalize an accepted with errors or rejected transmission: Menu Path: RDS\HR\PA\YE\PA\CA\CP

Go to Step 5a, click Enter Receipt ID and finalize this Transmission.

Select the Transmission was Accepted with Errors or Rejected (Import IRS Acknowledgement Error Data File) check box.

Click Browse, navigate to the location of the IRS file, and open the file.

Note You may see this message if you select an incorrect file such as a Manifest file. “The system was unable to retrieve a Receipt ID or Acknowledgement Status from the IRS Acknowledgement Error Data File. Please confirm the file being imported is correct and try again.”

In the Transmission Receipt ID box, the data is automatically entered based on the selected Acknowledgement file.

In the IRS Transmission Status, use the dropdown to identify the status of your acknowledgement file.

Click OK. The following message appears:

“Continuing will lock the current 1095B work file and will prevent any further edits or deletions. The system will automatically increment the Transmission number. If additional 1095B (Original, Correction, Replacement) records are needed, create the records under the new Transmission number. Do you want to continue with the Transmission Finalization process?”

Click Yes to finalize the transmission.

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Appendix A – Transmission to the IRS

When you create the ACA Employer transmittal in Step 5, that creates two electronic files which should be stored in your Fin_Sec folder, they are the Request and the Manifest Files. These files should be uploaded to the IRS website. Below are the instructions on the menu path to upload those files to the IRS Website. Please note: We do not have control over the IRS website, therefore these screenshots are subject to change. Website: IRS.Gov

Click the For Tax Pros button.

Scroll down and Click the Access e-Services button.

Scroll down to find the AIR Transmission Services section, click to GO button under the AIR ISS-UI subsection

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Scroll down to Step 4, and click on the AIR UI Channel Login – Production link.

Enter your E-Services Username/Password and Click the Login Button.

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When you log into the AIR website, you will select option A to transmit your two files (Request/Manifest). Select the import buttons to upload each file. After transmitting the files from your Fin_Sec Folder into the AIR website, please ensure that you print the confirmation page which includes a receipt ID number, otherwise you will need to call the IRS to ask for the receipt ID. After transmitting your files, wait 24-48 hours to log back into the AIR website, and verify the status of a file. To verify the status of the file, you will select Option B.

Print and save the status page of your transmission. Download and save the Acknowledgement file to your Fin_Sec Folder.

Return to Step 5a of the 1095C Process and enter the status of your transmission.

Do one of the following:

If your file was accepted by the IRS: Go to Step 5a, Select the “Transmission was accepted by the IRS” checkbox and enter the Transmission Receipt ID number. Then Click OK which will lock the file for 2017.

If your file was accepted with errors or rejected, ensure that you have downloaded the acknowledgement file to your Fin_Sec Folder and have a copy of the receipt ID number before you contact Fiscal Coordination for additional steps. Each scenario varies based on the types of errors or data that was rejected.

2017 aca form processing - small employers · entering an aca 1095-b record the 1094 and 1095 forms...

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