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1094/1095
Pursuant to the Affordable Care Act (ACA) Federal forms 1095C and 1094C will need to be filed with the IRS each year. This section provides you with the data collection forms to use to accumulate the required information for the calendar year. For more details regarding the information required for these forms please see the following IRS links: http://www.irs.gov/pub/irs-pdf/f1095b.pdf, http://www.irs.gov/pub/irs-pdf/f1095c.pdf
Each employee should receive only one form – either the 1095B or the 1095C. In some cases, your insurer may provide the form to your employees.
NOTE: Please review the information on the back of the forms for additional essential information.
Each employee should receive only one form – either the 1095B or the 1095C. In some cases, your insurer may provide the form to your employees.
NOTE: Please review the information on the back of the forms for additional essential information.
- 1095C Employer Provided Health Insurance Offer and Coverage
- Plan Start Month: Enter the first month of the agency’s plan year. Typically the same for all employees
- Part I Employee
- Employee: All employees will appear. Employees with 1095C information will be bold. Employees with no 1095C information will appear lighter.
- Name: The employee’s name will appear. This information is pulled from the employee Masterfile.
- Age: The employee’s age, as of the first day of the January 1 of the reporting tax year, will automatically be calculated using the Birth Date Field in the employee Masterfile.
- Part II Employee Offer and Coverage:
- If the employee was covered for all 12 months of the year, enter the responses in the Covered all 12 Months column (the fields in the red box). If they were covered for less than 12 months, you will need to enter information in the months that they were covered (the fields in the blue box).
- Offer of Coverage: Select the appropriate code. For a definition of each code, please visit IRS Instructions for Forms 1094-C and 1095-C
- Employee Share: Only if code 1B, 1C, 1D, 1E, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1T, or 1U is entered on line 14 either in the “All 12 Months” box or in any of the monthly boxes. Enter the amount of the Employee Required Contribution, which is, generally, the employee share of the monthly cost for the lowest-cost, self-only, minimum essential coverage providing minimum value that is offered to the employee.
- Applicable 4980H Code: Select the appropriate code as defined in the IRS Instructions for Forms 1094-C and 1095-C.
- Part III Covered Individuals
- For each individual covered by the employee’s plan, you will need to provide their name, Social Security number, date of birth and months of coverage. For the SSN#, enter 9 digits without any dashes. The birthdate should be entered as XX/XX/XX or click in the field and use the drop down for the calendar. If they were covered all 12 months of the year, click on that box. If not covered for all 12 months, you will need to select which months they were covered.
- To delete an indivdual, right click on the name and select Delete from the box
- Full Time Status Report - This report generates a listing of all employees and the hours worked during the month. Those employees working 130 hours or more per month will be separated from those working less than 130 hours. If payroll is bi-weekly, you will need to select the starting date for the first payroll processed in each month. Do this for all months. For payroll that is semi-monthly, the starting date for one month is used as the ending date for the previous month. If you don’t want to print a report for a specific month, uncheck the check box for that month.
- Print 1094/1095 Form/e-File
- Contact Information: Enter the agency’s contact information and TCC #. Click on Edit before attempting to change this information. Be certain to not use any special characters in phone number or Tax ID. These should be numbers only with no space.
- Print IRS 1095C: To print the forms, select the appropriate button.
- Print 1095C Employee Copy: To print the employee’s copy of the forms, select the appropriate.
- Print IRS 1094C: To print the forms, select the appropriate button.
- Create 1094C/1095C e-File: To create an e-File for uploading, select the appropriate button.
- NOTE: The e-File buttons will only be available if you have purchased and installed #425 1094/1095 e-File and security has been activated for this supplement. See this supplement under PR Supplements in your Help Manual for operating instructions. This e-file preparation service is also available from GMS for a fee. Contact [email protected] for more details regarding how you may have the e-file prepared for you by GMS.
- GMS Printing 1094/1095 Forms/e-File
- GMS will need a copy of your current database with the latest revision installed and a PDF print out of your Print IRS 1094C transmittal page.
- Notify [email protected] that your database is available for upload. Do not email your database.
- You will receive an email correspondence with a link to upload your database and support documents securely.
