1095-C records

Use the Proof 1095-Cs wizard to verify that 1095-C offer codes and safe harbor codes are assigned to employees correctly. The values that appear on the proof report are calculated from ACA result records.

When you run the process, ActivityHD validates that each employee has offer codes during the tax year, has a Social Security number, address, city, state, and zip code on file, and that there are 18 or fewer covered individuals on the employee's insurance coverage record (for self-insured employers only).

The employer identification number (EIN) on 1095-C forms is validated using the Employer ID field on the USA tax entity record.

If Advanced Security is installed, you must have "Run Report" access to 1095-Cs to run the proof report.

1. In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
2. Start the Proof 1095-Cs wizard.
   • To proof all or a filtered subset of 1095-Cs:
     1. Right-click the Employees folder and select ACA Processing > Select and Proof 1095-Cs Report from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the 1095-Cs.

        

   • To proof 1095-Cs for specifically selected employees:
     1. In the HD view, select the employees to proof 1095-Cs for. You can use Ctrl and/or Shift selection to select multiple employees.
     2. Right-click and select ACA Processing > Proof 1095-Cs Report from the shortcut menu.

        

3. On the Options tab, enter the Tax Year you are preparing 1095-Cs for.
4. In the Employer field, select the export employer associated with the 1095-Cs.
5. Click Next >>. ActivityHD validates the employee records for 1095-C reporting and reports its results.

   

6. Click Next >>.

   

7. On the Options tab, mark the checkbox(es) for the information to include on the proof report. Your options are:
   • Employee SSN and Address
   • Covered Individuals
   • SSN and DOB. This checkbox is enabled if you mark the Include Covered Individuals checkbox.
8. Select the Sorting tab.

   

9. In the Available Sort Options list box, highlight the fields to sort by, then click to move your selection(s) to the Assigned Sort Options list box.
10. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
11. Select the Output tab.
12. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
14. When you finish reviewing the proof report, click Finish.

Use the Print Employee 1095-Cs wizard to print the Forms 1095-C to issue to your employees. The values that appear on the 1095-Cs are calculated from ACA result records.

The employer identification number (EIN) on 1095-C forms is validated using the Employer ID field on the USA tax entity record.

1095-C forms are set up to print on blank paper, either two-sided or two separate pages.

If Advanced Security is installed, you must have "Process" access to 1095-Cs to run this process. "Data" access to the Images folder is required to process the Print 1095-Cs step.

1. In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
2. Start the Print Employee 1095-Cs wizard.
   • To print all or a filtered subset of 1095-Cs:
     1. Right-click the Employees folder and select ACA Processing > Select and Print Employee 1095-Cs from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the 1095-Cs.

        

   • To print 1095-Cs for specifically selected employees:
     1. In the HD view, select the employees to print 1095-Cs for. You can use Ctrl and/or Shift selection to select multiple employees.
     2. Right-click and select ACA Processing > Print Employee 1095-Cs from the shortcut menu.

        

3. On the Options tab, enter the Tax Year you are preparing 1095-Cs for.
4. In the Employer field, select the export employer associated with the 1095-Cs.
5. Click Next >>. ActivityHD validates the employee records for 1095-C printing and reports its results.

   

6. Click Next >>.

   

7. On the Options tab, if this printing represents a correction and you want an "X" to print in the Corrected box on the 1095-C forms, mark the Corrected? checkbox.

8. If you are printing one-sided and want to omit the blank page that prints to accommodate two-sided printing, mark the Suppress Blank Page (for 1-sided printing) checkbox.

   Note

   According to Publication 5223: General Rules and Specifications for Affordable Care Act Substitute Forms 1095-A, 1094-B, 1094-C, and 1095-C, page 3 (Part III) should be provided to the recipient even if the employer is not self-insured.

   All data fields must be included on the form. For example, it is unacceptable to furnish a Form 1095-C which does not include Part III. Instructions for the recipient must also be included along with the form.

9. Select the Sorting tab.

   

10. In the Available Sort Options list box, highlight the fields to sort by, then click to move your selection(s) to the Assigned Sort Options list box.
11. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
12. Select the Output tab.
13. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Note

You cannot move to the Create 1095-C Records step until you preview or print 1095-Cs.

15. When you finish producing the 1095-C forms, click Next to create the 1095-C records the 1095-C forms will be attached to (provided attachments are enabled).

    

16. Enter a Description for the 1095-C records.
17. From the Notice Type drop-down list, select how the Forms 1095-C will be provided to employees. Your options are:
    • Mail
    • Email
    • Web
    • Other
18. In the Notice Date field, enter the date that 1095-Cs will be sent to employees.
19. Click Next >>. ActivityHD prompts you to confirm that you want to create 1095-C records.

    

20. Click Yes. ActivityHD creates the 1095-C records and attaches the Forms 1095-C to them. When the process completes, ActivityHD presents a list of the 1095-C records created.

    

    At this point, you can view, edit, or delete 1095-C records.

21. When you finish, click Finish.

Use the Print IRS 1095-Cs wizard to generate the Forms 1095-C for submission to the IRS.

1. In the Navigation pane, highlight the Payroll/Human Resources > Employees folder.
2. Start the Print IRS 1095-Cs wizard.
   • To generate all or a filtered subset of 1095-Cs:
     1. Right-click the Employees folder and select ACA Processing > Select and Print IRS 1095-Cs from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the 1095-Cs.

        

   • To print 1095-Cs for specifically selected employees:
     1. In the HD view, select the employees to print 1095-Cs for. You can use Ctrl and/or Shift selection to select multiple employees.
     2. Right-click and select ACA Processing > Print IRS 1095-Cs from the shortcut menu.

        

3. On the Options tab, enter the Tax Year you are preparing 1095-Cs for.
4. In the Employer field, select the export employer associated with the 1095-Cs.
5. If the employer is a governmental unit designated to file for another governmental unit, select the export submitter record to use in the Designated Gov't Entity field.
6. Click Next >>. ActivityHD validates the employee records for 1095-C printing and reports its results.

   

7. Click Next >>.

   

8. On the Options tab, if this printing represents a correction and you want an "X" to print in the Corrected box on the 1095-C forms, mark the Corrected? checkbox.
9. Select the Sorting tab.

   

10. In the Available Sort Options list box, highlight the fields to sort by, then click to move your selection(s) to the Assigned Sort Options list box.
11. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
12. Select the Output tab.
13. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
15. When you finish generating the 1095-C forms, click Next to set up and create the 1094-C form.

    

16. On the Options tab, the This is the Authoritative Transmittal checkbox is marked by default. If this transmittal reports the aggregate employer-level data, ensure the checkbox is marked. Otherwise, clear the checkbox.

    Note

    Only one authoritative transmittal can be filed per employer. If you are filing only one 1094-C, it must report aggregate employer-level data and be flagged as the authoritative transmittal. If you are filing multiple 1094-Cs because not all Forms 1095-C are being attached to a single Form 1094-C, one of the Forms 1094-C must report aggregate employer-level data for the employer and must be flagged as the authoritative transmittal.

17. In the Number of 1095-C Forms Previously Filed field, enter or select the number of 1095-C forms already transmitted for the tax year.
18. Click Next >>.

    

19. In the Note Description field, enter the description to apply to the note the 1094-C will be attached to (provided attachments are enabled).
20. Click Next >>. ActivityHD prompts you to confirm that you want to create the 1094-C note.

    

21. Click Yes. ActivityHD creates the 1094-C note and attaches the Form 1094-C to it. When the process completes, ActivityHD presents a list with the 1094-C that was created.

    

    At this point, you can view, edit, or delete the note, or print a notes report.

22. When you finish, click Finish.

1. In the Navigation pane, highlight the Payroll/Human Resources > Employees > Records > 1095-Cs folder.
2. In the HD view, locate and double-click the 1095-C record you want to edit to open it in the 1095-C window.

   

3. If you need to update the Description, enter a new description.
4. If you need to change the Notice Type assigned to the 1095-C, select the format type from the drop-down list. Valid options are:
   • <blank>
   • Mail
   • Email
   • Web
   • Other
5. If you need to change the date the notification was sent, enter a new Notice Date.
6. When you finish, save your changes.