XML Corrections

Original XML File: File Name and Record IDs

To understand the Correction process you should first understand how the original XML submission is created and what gets stored in the application database.

The following briefly explains how the XML submission is created and what gets stored in the application database.

XML File Name

Each time you create an XML file, it is given a unique name as shown in this example:

1094C_Request_BB0BD_YYYYMMDDTHHMMSS000Z.xml

BB0BD: Your TCC

YYYYMMDD: Represents the year, month and day that the file was created

THHMMSS: Represents the Time the file was created

XML Record ID

Each 1095 record that gets written to the XML file gets a Record ID. These are sequential numbers starting at one for the first 1095 in the file and incrementing by one for each additional 1095.

It you look in the XML file you will see the record ids tagged as in the following example for record 1:

<RecordId>1</RecordId>

Fields in the Application Database

When you create an XML file, the XML File Name, XML Record ID and XML Unique Transmission ID (UTID) are stored in the database. This data can be retrieved later in order to create a corrected XML file. They are stored as follows:

XML File Name

Stored in three tables:

• aca_xml_track table: A row is added to this table, and the XML File Name is written to the field xmlname. This is viewable on the XML File Transmission Tracking page, accessed from the Create Electronic XML File page's action bar.
• aca_employee table: Each 1095 that went into the file gets the field xmlname populated. This is how we know the most recent file in which the 1095 was included.
• aca_employer table: xmlname is updated on the Authoritative Transmittal record.

XML Record ID

Stored in one table.

• aca_employee table: Each 1095 that went into the file gets the field recid populated. This is how we know the record ID that the 1095 was given in the file.

Receipt ID

Available for entry in the table aca_xml_track. This is not automatically generated within the application. It is returned from the AIR system when you transmit your XML file. You should enter this on the XML File Transmission Tracking screen for the submitted XML file name. It will be needed if you submit a correction to the transmission.

Unique Transmission ID

A system defined code used to identify the transmission of records in the IRS AIR system. This ID can be used to retrieve information on records transmitted through the AIR system.

Corrected 1095s

If your transmission has a status of Accepted with Errors you need to review the errors and submit corrections if necessary.

Find the Errors

1. To search for errors, you must first successfully transmit an XML file.

2. In the AIR system, access the Status page.

3. If your transmission is labeled Accepted with Errors, a list of errors displays.

4. Click Download to display and save a file with a detailed error list.

5. Access the downloaded file. This file will be in XML format. Each 1095 with an error has a UniqueRecordID:
   "<UniqueRecordId>" This will be followed by; your ReceiptID | 1 | record ID.

Refer to this example: <UniqueRecordId>1095C-16-00060639|1|52</UniqueRecordId>
The ReceiptID is 1095C-16-00060639. This would relate to a particular XML file you submitted. The relationship between the receipt ID and the file name is recorded in the system when you enter the receipt id in the XML Transmission Tracking page. If you didn't previously enter the receipt ID, enter it now. The record ID is 52. You would find this recid on the aca_employee record for the corresponding 1095.

Correct the Errors

For each legitimate error that needs to be corrected: 

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

2. Click Void on the 1095 and save.

3. You will be prompted to create a corrected 1095. Click Yes.

4. The new form is created with a new sequence number and is otherwise identical to the form that was voided.

5. On the new corrected 1095 that is created, make your corrections and save.

The corrected records created will still maintain the XML File Name and Record ID from the original submission. These will be used when the Corrected XML file is created.

Submit Corrected 1095s

Corrected 1094s are submitted separately, if required.

1. On the 1095 Electronic Filing page, select the Tax Year, Federal Tax ID Number and Control Number of the original transmission.

2. Select Corrected 1095 Transmission. In the Correction Receipt ID field, enter the Receipt ID of the transmission you are correcting.

   1. This builds a file that contains all 1095s that:

      • Have the xmlname field that matches the receipt ID (using the aca_xml_track table where you entered the receipt ID).

      • Have a Corrected Date that is later than the original XML file creation date. In other words, the corrected records you created after creating the original XML file.

3. Submit this Correction File to the AIR system, the same way that you submitted the original file. The IRS recognizes it as a correction based on the details contained within the XML files (forms file and manifest file).

Other 1095 Correction Scenarios

A Correction to a Correction

There may be errors reported when you submit a correction file. If you need to submit another correction, the rule to remember is: You always correct the most recent XML submission that was Accepted (or Accepted with Errors) and included the 1095 record being corrected. So, for example:

• An original submission has a Receipt ID of 1095C-16-00000010.

• You need to correct two 1095s, for Employee A and Employee B. You create a Corrected 1095 file, using 1095C-16-00000010 as the Correction Receipt ID, and submit it.

• The Correction Submission is assigned a Receipt ID of 1095C-16-00000020. Employee A is fine but Employee B still has an error.

• If you create another correction for Employee B, when you submit your file with Employee B you use a Correction Receipt ID of 1095C-16-00000020, because that is the receipt from the last file that included Employee B.

An Additional Correction to the Original Submission

Continuing the previous example:

You find that you have an additional correction for Employee C, who was part of the original submission with Receipt ID 1095C-16-00000010. When you create another Correction file for this employee you use Correction Receipt ID 1095C-16-00000010, because that is the most recent Accepted file that included Employee C.

Create A Correction File using Employee SSN or Employee Number

You have the option to enter a Correction Employee SSN or Correction Employee Number within the Corrected 1095 Transmission Criteria section. If entered, they are used as selection criteria to further refine which 1095s will be included in the Correction file.

1094 Corrections

• Correcting data on a 1094 is simpler because there is no record ID.

• When creating the original XML file, the aca_employer record is updated with the xmlname, just as the aca_employees are.

• Be sure to enter your Receipt ID on the XML File Transmission Tracking page, as explained for 1095s.

• Correct data as needed on the Setup Employer page for the Authoritative Transmittal you are correcting (only authoritative transmittals may be corrected). There is no need to create a corrected version of the aca_employer record. Change the data as needed and continue with the process.

• On the Create Electronic XML file page, select Corrected 1094 Transmission, and enter the Receipt ID for the file you are correcting.

• The system will generate a Corrected 1094 file for the aca_employer record with an xmlname corresponding to the entered receipt id.

• Submit the file to the AIR system. The AIR system will recognize this as a 1094 correction based on the data in the XML files (Form file and Manifest file).