Ongoing Tasks for 1095
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.
Your organization should create the 1095 records for the desired tax year and employer control number as soon as possible and then regularly.
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.
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.
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.
If using the Employee Benefits System, maintain covered individuals (dependents) in the system.
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.
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.
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.
Review User Security Resources Code access to ACA Reporting periodically and update as needed.
Update Waived (Declined Coverage) deduction records in the ACA Hours Tracking Benefit Status table with appropriate Offer Code(s).
When setting up for a new tax/benefit coverage year:
Create or copy existing Benefit Groups with the new coverage dates.
For a new tax year, create one or more employer control number records, indicating the desired 1095 creation method.