Covered Individual File Upload Format
The following section outlines the file layout requirements for the Covered Individual File upload on the ACA 1095 Upload page. The file must have these fields, in the listed formats.
Please note:
All records within a single Dependent file must contain either the Employee number OR Employee SSN. A single file cannot contain a mixture of the two.
SSN is the preferred field required for reporting but if not attainable the Birth Date will be required.*
If no coverage dates are entered then this will default from the employee's coverage dates. **
An employee record must exist for a covered individual record to be added.
When an employee record is created or uploaded, the record will automatically also be loaded to create the covered individual. Only additional covered individuals need to be uploaded with this process.
If no Coverage Start and End dates are provided, coverage information will default from the Responsible Individual.
Do NOT upload the Employee/Non-Employee/Responsible individual record with this layout.
Field | Description | Type | Length | Position | Required |
|---|---|---|---|---|---|
Employee Number or SSN | Employee number or SSN Employee nbr - integer SSN - 999-99-9999 | Integer or character | 11 | 1 | Yes |
First Name | Dependent's first name | Character | 30 | 2 | Yes |
Middle Name | Dependent's middle name | Character | 30 | 3 | No |
Last Name | Dependent's last name | Character | 30 | 4 | Yes |
Suffix | Dependent's suffix | Character | 5 | 5 | No |
SSN | Dependent's SSN | Character | 11 | 6 | Yes* |
Dependent Birth Date | Dependent's date of birth Format: MM/DD/YYYY | Date | 10 | 7 | Yes* |
Coverage Start Date | Date when the coverage begins Format: MM/DD/YYYY | Date | 10 | 8 | No** |
Coverage End Date | Date when the coverage ends Format: MM/DD/YYYY | Date | 10 | 9 | No** |
End of Row Marker | "X" This is not imported | Character | 1 | 10 | Yes |