This is a quick-reference list of the tasks your organization will need to complete to prepare the 1095 for filing. While some tasks can be completed in a different order, the list is arranged to make the most sense for the process flow.
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Assign security resources for ACA reporting to appropriate staff.
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Update Offer Code(s) for Waived deduction in ACA Hours Tracking > Benefit Status table.
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Set up District Configuration.
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Create Employer records using Employer Set up for one or more control groups.
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Set up Benefit Groups.
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Create 1095 records using one of the three methods. For details on prerequisites for these methods, refer below.
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Review User Security Resources Code access to ACA Reporting and assign resources to users as needed.
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Update Waived (Declined Coverage) deduction records in the ACA Hours Tracking Benefits Status table with appropriate Offer Code(s).
Note
Do not purge payroll check history. If you use the Check History method to create 1095-C records, the system reads from check history to load ACA Hours Tracking data and to determine monthly coverage. Purging the check history before creating 1095-C records for the corresponding tax year will result in missing or incomplete ACA data.
There are also prerequisite tasks your organization will want to perform, depending on the method you use to create the 1095 workfile.
If using the Check History method:
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Ensure your organization has an accurate check history. The system will check whether an employee received a paycheck or has an employee record linked to one of these deduction codes for that group.
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On the Employer Setup record for the selected tax year and control number, the Use Deduction Benefits Date and Use Benefits Module checkboxes are blank.
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Do not purge check history.
If using the Deduction Method:
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Ensure that the Benefit Effective Date and Deduction Stop Date fields in employee medical deduction records have a value and are accurate. (Menu Path: Human Resources > Entry & Processing > Employee > Employee Information or Employee Deductions).
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On the Employer record for the selected tax year and control number, the Use Deduction Benefits Date checkbox is selected.
If using the Benefits Module method:
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Your organization has the Employee Benefits System.
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The Benefits checkbox on the Human Resources Profile is selected (Menu Path: System Administration > Administration > Profiles > Human Resources Profile).
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On the Employer record for the selected tax year and control number, the Use Benefits Module checkbox is selected.
Note
Your organization may use a combination of methods to create your data, using a different control number and employer setup for each group. However, be careful not to create multiple 1095 forms for a single individual.