1095C Data Collection

TIP for Troubleshooting - before starting to process your 1095c forms, run the Address of Staff report and review.  This will help eliminate or reduce any address errors when uploading your file.  You will be able to see if any zip codes are incorrect (missing the leading zero for example) or if someone has a piece of the address in the wrong field (city is in the address 2 field for example, leaving the city field blank).  Doing this review will help save rejected files and headaches later.

A Payroll 1095C screen has been provided for mass operations on 1095C forms (Payroll→1095C→Data):

The screen currently provides these functions:

1. Download an Excel spreadsheet containing all 1095C data for all staff members who currently have 1095C data in their records.
2. Run the 1095C Report to view, review and possibly print the 1095C forms before publishing them to Doc Mgt.
3. Recalculate all 1095C forms for all staff members
4. Lock or unlock all records

1. Download all 1095C Data into an Excel Spreadsheet

To dump all existing 1095C information into a single Excel spreadsheet, click the Download Excel Report of YYYY Data button.

This operation does not create new 1095C records:  it simply dumps all 1095C information that exists in the system into an Excel spreadsheet.

Interpreting the 1095C Spreadsheet

The exported spreadsheet contains all computed 1095C information for all staff who have had 1095C's created for them:

Each staff member's entry contains at least 4 lines:

• Line 1 contains the staff member's ID, name, ssn (removed for these fake staff members in the example), date of birth, coverage start date, and their "Line 14" information.
• Line 2 contains the staff member's "Line 15" information
• Line 3 contains the staff member's "Line 16" information
• Line 4 contains the staff member's own "self" member information, including, again, their date of birth and SSN.
• Additional lines, if they exist, list name, date of birth, SSN and member information for additional covered individuals for this staff member:

• One empty line separates each staff member from the next.

2. Display 1095C Forms in PDF - Review Before Sending to Doc Mgt or Print

To display existing 1095C Forms in PDF to review them, or before either printing them or sending them to Doc Mgt, click the 1095C Report link:

This brings up the "Schedule Report" screen for the 1095C Report:

You can optionally run the report for only a selected list of staff members.  If the "Only Staff in this List" parameter is left blank, the report will produce a 1095C form for all staff who have 1095C records.

3. Mass Calculate 1095C Data for All Eligible Staff Members

Who is eligible?  Any staff member who has been paid on at least one payroll in the reporting year.

To mass create 1095C forms for all eligible staff members, click the Recalc 20YY 1095Cs button.  This creates a 1095C for each staff member based on their reporting year payroll and health care member information. 

4. 1095C Data for Eligible Staff Members whose Health Tracking Records extend past the final payroll.

1095C records are created based on the payroll records for any staff member who has been paid on at least one core payroll in the reporting year as reflected on the employees heath tracking record.  If the health tracking record extends beyond the contractual position tracking record and beyond the payroll that is associated with the health tracking record, the District would have to manually enter the information on the employees 1095C tab because there are no payroll records to populate the information on the 1095C because the health tracking record was extended beyond the final core contractual payroll.  

For detailed instructions on how to update an individuals 1095C record, please see the following article:  Staff Member's 1095C Screen and Form

The Important Links

These are the links available on the Payroll→1095C screen:

• IRS Reporting by Applicable Large Employers
• Publication 5165: Guide for Electronically Filing Affordable Care Act (ACA) Information Returns for Software Developers
• Affordable Care Act Affordable Returns Program (AIR)