Employee File Upload Layout
If you gather ACA data in a file outside of the application (for example, from a third-party alternative), you can upload the file with employee data to create records in the 1095 Maintenance page.
The following section outlines the file layout requirements for the employee file upload on the 1095 Maintenance Upload File page.
These guidelines must be met:
Each row must contain an X in the last column.
Data fields cannot contain commas or double-quotes.
The upload file should be in pipe (|) or comma-delimited format.
The file should not contain blank rows.
File names cannot contain spaces (use underscore).
Field | Description | Type | Length | Position | Required |
|---|---|---|---|---|---|
Employee Number | Employee number | Integer | 9 | 1 | No |
SSN | Social Security Number Format: 999-99-9999 | Character | 11 | 2 | Yes |
First Name | Employee's first name | Character | 30 | 3 | Yes |
Middle Name | Employee's middle name | Character | 30 | 4 | No |
Last Name | Employee's last name | Character | 30 | 5 | Yes |
Suffix | Employee's suffix | Character | 5 | 6 | No |
Address | Employee's street address | Character | 30 | 7 | Yes |
City | Employee's city | Character | 25 | 8 | Yes |
State | Employee's state | Character | 2 | 9 | Yes |
Zip | Employee's zip code Format: 99999-9999 | Character | 10 | 10 | Yes |
Country | Employee's country Defaults to 'USA' if left blank | Character | 30 | 11 | No |
Coverage Start Date | Date when the coverage begins Format: MM/DD/YYYY Coverage start and end dates are required. Enter January 1 as the start and December 31 as the end to enter the coverage offered in All 12 Months. | Date | 10 | 12 | Yes |
Coverage End Date | Date when the coverage ends Format: MM/DD/YYYY | Date | 10 | 13 | Yes |
Coverage Offered | Code to identify the coverage that is being offered Valid codes: 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1J, 1K | Character | 2 | 14 | Yes |
Employee Share | Employee share of the lowest cost premium for self-only minimum coverage Format: 9(10).99 | Decimal | 13 | 15 | Yes if coverage offered code is 1B, 1C, 1D, 1E, 1J, 1K |
Safe Harbor Code | Section 4980H Safe Harbor Codes Valid codes: 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H | Character | 2 | 16 | No |
Waived coverage flag | Y if employee waived coverage during the coverage period, otherwise leave blank | Character | 1 | 17 | No |
Address Line 2 | Employee's alternate street address, second line | Character | 30 | 18 | No |
Plan Start Month | 2-digit plan start month, 01-12 | Character | 2 | 19 | Yes |
Zip | The employee or employer zip for a month | Character | 5 | 20 | No If coverage offered code is 1L, 1M, 1N, or 10, the employee zip displays. If coverage offered code is 1P or 1Q, the employer zip displays. If the employee's zip field above is the same for each month, this field is blank. |
Age as of Jan 1 | Employee's age as of January 1st of the plan year, up to 120 allowed | Numeric | 3 | 21 | No |
End of Row Marker | X Not imported | Character | 1 | 22 | Yes |
