This is a quick reference guide for the tasks your organization should perform throughout the year to create 1095 records. Detailed information is available in the referenced sections.
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Your organization should create the 1095 records for the desired tax year and employer control number as soon as possible and then regularly.
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Develop, maintain, or obtain a spreadsheet of individuals who are not employees but are required to receive a 1095 document. You may upload these records to the 1095 employee records associated with the appropriate tax year and employer control number.
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Review the 1095 data, and lock records that need to be maintained manually. This may be due to an employee's individual situation, such as an employee with a challenging coverage situation, periods of no coverage, or some other special exception.
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If not maintaining information in the Employee Benefits System, develop, maintain, or obtain a spreadsheet of covered individuals that can be uploaded to employee 1095 records.
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If using the Employee Benefits System, maintain covered individuals (dependents) in the system.
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Periodically re-run the Create 1095 record for a tax year and employer control number to update them. This is recommended as a monthly practice.
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If using the Deduction method for creating 1095, update and maintain the Benefit Effective Date and the Deduction Stop Date in employee medical deduction records appropriately.
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Update and maintain the ACA Hours for all employees. It is recommended that you load records monthly to determine the full-time employee count information for the 1095 transmittal.
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Review User Security Resources Code access to ACA Reporting periodically and update as needed.
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Update Waived (Declined Coverage) deduction records in the ACA Hours Tracking Benefit Status table with appropriate Offer Code(s).
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When setting up for a new tax/benefit coverage year:
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Create or copy existing Benefit Groups with the new coverage dates.
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For a new tax year, create one or more employer control number records, indicating the desired 1095 creation method.
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