1095 Filing & Prerequisites

This section contains information on the 1095 filing options, which will allow you to produce paper forms, provide electronic forms in EAC, and produce the XML file for electronic filing.

1095 Filing

Filing the 1095 forms involves several steps—they must be sent to the employee or covered person and filed with the Internal Revenue Service (IRS).

Printing the 1095 Forms for Employees - Note

When printing the 1095 forms, the information from the Authoritative Transmittal for the Federal ID Number that matches the selected Tax Year and Control Number will be used. If multiple Control Numbers share the same Federal ID Number, all those Control Numbers will print using the information from that Authoritative Transmittal record.

There may be only ONE Authoritative Transmittal for all the Control Numbers with the same Federal ID Number. There may be more than one Authoritative Transmittal record for a Tax Year if there are multiple Federal ID Numbers to correspond to the multiple Authoritative Transmittals.

Several pages must be set up to print the 1095 information properly. The first is to set up the Employer Setup record on the 1095 Maintenance page.

This section outlines the prerequisites and options to be configured for printing and filing the 1095 forms.

How to Print 1095 Forms for Employees

Prerequisite: Set Up Employers

1. From the Human Resources menu, select Periodic Routines. From the Affordable Care Act menu, choose 1095 Maintenance. On the 1095 Maintenance page, select Setup Employer.

2. Update the Authoritative Transmittal flag for the appropriate records, and save the information. If you have received the district Transmitter Control Code (TCC), you may enter it now. However, it is unnecessary until you prepare your XML file for the IRS.

Note

When updating the Employer Set Up record (1094 Information), you may need to enter Pay Run information in the Pay Information tab. This information will be used when filing the IRS later on and will not be used by the printing process. You should enter the pay runs that represent the pays that occur on the twelfth of each month. If you need to enter more than one pay run number, use the pipe symbol to separate them. For example, pay runs 25 and 26 would be entered as 25|26. The information will determine the Total Employee Count on the Monthly Information. It is unnecessary for the printing process other than to complete and save the record. The information may be updated later and verified during the XML file preparation.

Prerequisite: Set Up Printer

1. From the Human Resources menu, select Periodic Routines. From the Affordable Care Act menu, choose 1095 Printing. On the 1095 Printing page, select Printer Setup.

2. If your organization prints W2s using Optio and outputs to a laser printer, and the same printer will be used to print the 1095 Forms, the information from the W2 printer setup should be noted and entered into the Printer Setup page.
   To find the W2 printer information, access W2 Processing > Set Up W2 Parameters and proceed to the Print Controls page. Note the Form Type, Media Type, Optio Server, Print Type, Printer Name, and Print Server information.

3. On the 1095 Filing - Printer Setup page, update the information. You should fill in the Form Type, Media Type, Optio Server, Print Type, Printer Name, and Print Server information with the information from the W2 print setup. If you are printing to a different printer, work with your technical staff (including the Cloud team if appropriate) to identify the appropriate variables to enter.

4. Click OK to save. Once the record has been updated, click Back to return to the 1095 Filing page.

The printing process allows you to print a single or selected series of 1095 forms or ALL the 1095 forms. In addition, the 1094 may be printed for review, and an IRS Packet consisting of the 1094 and the associated 1095 forms in the IRS-required format may also be printed.

ACA Forms Selection

When printing, the Tax Year defaults to the current tax year. All unique Federal Tax ID Numbers for the tax year will be displayed; you must select the one you will print.

Control Number

Printing may be done for a selected control number or left blank for all control numbers associated with the selected Federal Tax ID. The Employee Number OR Employee SSN may be used to select a single 1095 record. Note: If an employee has selected NOT to have a 1095 printed for them in the Employee Access Center (EAC), they will not print in this process, even if specifically selected. Optional selection field.

The check location may be used to select a group of records for printing based on the check location from their employee demographic record at the time of printing.

ACA Print Forms Sort Option

The forms being printed may be sorted by Last Name, Check Location, and Last Name order or by Zip Code and Last Name.

Note
When printing the "official" 1095 forms, the process goes to the employee's personnel record, brings it the most current address information, and updates the 1095 with that information at that time if the 1095 record is not locked. When the XML file is created, it uses the information from the printed 1095 record to match where the form was sent.

ACA Laser Forms Criteria

If the district uses either Mailer forms (Pressure Seal Forms) and/or has the information pre-printed on the back of the form, the appropriate boxes should be selected. If printing on plain paper and a duplex printer is being used, then neither box should be selected

There are three selections for the Form Type to be printed:

E - Employee Form – Prints the 1095 in the portrait format we support for employee distribution.

R - Employer Form – Prints the 1094 in the landscape format prescribed by the IRS.

B - Print IRS Packet (1094 and 1095) - Both Employer and Employee forms in landscape format prescribed for filing with the IRS if the district has 250 or fewer forms to file.

Note

We strongly recommend that all districts file electronically using the XML file format.

The IRS allows employers to provide information on the coverage offered and covered individuals in any format as long as it is understandable and provides the same data as their form. The IRS landscape form does not protect the privacy of the SSN and employer ID numbers. We have selected the following portrait format to protect that information, to provide a mailer capability, and to complete the information on a single-page form rather than the two-page form for the IRS.

When the 1095 is printed, all the boxes and words shown below will print, as well as the appropriate data for each employee.

When the forms are printed, the user will be asked if this is the official printing. If so, the Printed flag will be date-stamped for later identification and use. If the printed flag is updated, it will prompt you if you try to print again to make sure you are not accidentally reprinting a form that has already been distributed.

We recommend performing several test prints of selected forms on blank paper to verify the process.

Testing Print Forms

1. From the Human Resources menu, select Periodic Routines. From the Affordable Care Act menu, choose 1095 Printing.

2. Complete the appropriate selection criteria and Sort and Laser Forms options. Review the printed information.