ACA transmissions

Before you submit your first live ACA transmission to the IRS, you must establish with the IRS that you can communicate with their Affordable Care Act Information Return (AIR) system. To accomplish this, you prepare a test transmission and submit it to the IRS's Affordable Care Act Assurance Testing System (AATS).

AccountingWare provides a test scenario for you to use for communications testing. You can perform other testing if desired, but be sure you do not submit actual employee data to the test system. Only test data with approved TIN and SSN numbers is allowed.

1. In the Navigation pane, highlight the Payroll/Human Resources > Government > ACA Transmissions folder.

2. Right-click the folder and select Create Test from the shortcut menu. The Create Test ACA Transmission wizard starts.

   

3. In the TCC field, enter the Transmitter Control Code assigned to the employer by the IRS.
4. In the Import Manifest Filename field, browse to the location of the import manifest test file and select the file. You can find an import manifest test file in your ..\AccountingWare\Activity Explorer\PayrollACA\ folder.
5. In the Import Form Data Filename field, browse to the location of the import form data test file and select the file. You can find an import form data test file in your ..\AccountingWare\Activity Explorer\PayrollACA\ folder.
6. In the Output File Path field, enter the path or browse to the location of the folder where you want to save the manifest and form data files which are generated by the process.
7. To specify the names for the output manifest file and the output form data file, mark the Specify Filenames checkbox and enter the file names in the corresponding fields. AccountingWare highly recommends you accept the file names suggested by ActivityHD.

8. Click Next >>. ActivityHD creates the transmission file.

   

9. Click Next >>.

   

   If desired, you can double-click the transmission to open its record in the ACA Transmission window.

   

10. Click Finish.

11. Open a browser and navigate to the Affordable Care Act Information Returns (AIR) page.

    

12. Click the User Interface (UI) ACA Assurance Testing System (AATS) link.

    

13. Click Sign in with ID.me. The log-in page loads.

    

14. Enter your ID.me Username and Password, then click Sign in. Follow the on-screen instructions to complete the test upload.

15. Note the Receipt ID from the confirmation in order to check the status of the transmission subsequently.

    Tip

    AccountingWare recommends that you take a screen capture of the confirmation page and attach it to the ACA transmission record.

16. In ActivityHD, open the ACA transmission record that was created in the Create Test ACA Transmission process.

17. In the Receipt ID field, enter or copy and paste the receipt ID from the Transmission Confirmation page.

    Tip

    Copying and pasting from the confirmation page is the most reliable way to ensure the receipt ID and date are correct.

18. In the Date field adjacent to the Receipt ID field, enter or copy and paste the date from the Transmission Confirmation page.

    

19. Save your changes.
20. Some time later, log back into the ACA website to check the status of the test transmission. You will need the Receipt ID to retrieve the transmission status.

    Tip

    AccountingWare recommends that you take a screen capture of the transmission status page and attach it to the ACA transmission record.

21. In ActivityHD in the ACA transmission record, go to the Status field and select the status returned to you by the IRS from the drop-down list.

22. In the Date field adjacent to the Status field, enter or copy and paste the date of the status.

    

23. Save your changes.
24. If the status returned to you was "Processing" instead of "Accepted", check back occasionally until the status changes to "Accepted".

    Tip

    AccountingWare recommends that you take a screen capture of the "Accepted" transmission status page and attach it to the ACA transmission record.

25. Once the status is "Accepted", return to the ACA transmission record and change the Status field and adjacent Date field to the new status and status date.

    

26. Save your changes.
27. After your test transmission is "Accepted", call the IRS Help Desk (1-866-937-4130; at the main menu, press 3). When you call, be prepared with your TCC, receipt ID, and company information. After a successful interview, the IRS will start the process of moving the status of your TCC from "Test" to "Production". Once you are moved to production, you can file your actual 1095-Cs with the IRS.

1. In the Navigation pane, highlight the Payroll/Human Resources > Government > ACA Transmissions folder.
2. Start the Create IRS 1095-C Transmission wizard.
   • To create the ACA transmission for all or a filtered subset of employees:
     1. Right-click the ACA Transmissions folder and select Create from the shortcut menu.

     2. On the Selection tab, define any filters to apply to the data.

        

   • To create the ACA transmission for specifically selected employees:
     1. In the HD view, select the employees to include in the transmission. You can use Ctrl and/or Shift selection to select multiple records.
     2. Right-click and select Create from the shortcut menu.

3. Select the Options tab.

   

4. The Tax Year field defaults to the most recent tax year. If you are creating a transmission for a different tax year, enter the year.
5. In the Employer field, select the export employer record for the ACA employer.
6. In the Submitter field, select the export submitter record for the ACA submitter.
7. If this transmission represents a designated government entity filing on behalf of an employer, select the entity's export submitter record in the Designated Gov't Entity field.
8. If you are creating the transmission for a prior tax filing year, mark the Prior Year Return checkbox.
9. If this is the employer's authoritative transmittal The aggregate employer-level data for the employer. There must be only one authoritative transmittal per employer., leave the Authoritative Transmittal checkbox marked and enter the number of 1095-Cs previously filed in the Forms Previously Filed field. If this transmission does not represent the authoritative transmittal, clear the checkbox.
10. In the Transmission Type field, select "Original Records".
11. In the Output File Path field, browse to the folder where you want to save the transmission file.
12. If you want to specify the file names for the transmission manifest and for the form data, mark the Specify Filenames checkbox. Otherwise, ActivityHD will use the default names it generates.
13. If you mark the Specify Filenames checkbox, the Manifest Filename and Form Data Filename fields are enabled. Enter the names to assign to the manifest file and the form data file.

14. Click Next >>. ActivityHD validates which employee records are valid for 1095-C reporting and reports its results.

    

15. Click Next >>. ActivityHD prompts you to confirm that you want to create the transmission files for the selected employee(s).

    

16. Click Yes. ActivityHD creates the transmission files and reports its results.

    

17. Click Next >>. At this point you can drill down on the ACA transmission entry to see its underlying ACA transmission record.

    

18. Recommended: Run the Proof ACA Transmission report. To learn how, expand this link.

    1. Click .

       

       The Validate step automatically checks the transmission's manifest and form data files against the XML schema files provided by the IRS. The XML schema files describe the structure and valid content for the XML files. Errors may indicate invalid data which needs to be corrected before the transmission can be submitted to the IRS. If there are schema validation errors, only the first error is shown.

    2. Click Next >>.

       

    The basic Proof Transmission 1095-Cs report shows each recipient's name and their Line 14-16 values.

    3. To include employee social security numbers and addresses on the report, mark the Include Employee Information checkbox.
    4. To include the names of other individuals who are covered by an employee's insurance for ACA purposes on the report, mark the Include Covered Individuals
    5. If you mark the Include Covered Individuals checkbox, the Include SSN and DOB checkbox is enabled. Mark the checkbox if you also want to include the social security numbers and dates of birth for covered individuals.

    6. Select the Sorting tab.

       

    7. In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
    8. If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.

    9. Select the Output tab.

       

    10. In the Design field, look up and select the report design to use for the Proof Transmission 1095-Cs report.
    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).

    12. When you finish reviewing the Proof Transmission 1095-Cs report, click Next >> to move to the Proof Transmission 1094-C step.

        

    13. In the Design field, look up and select the report design to use for the Proof Transmission 1094-C report.
    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 reviewing the Proof Transmission 1095-Cs report, click Finish. You are returned to the Create IRS 1095-C Transmission wizard.
19. Click Finish.

If you did not proof the ACA transmission during the creation process, you can proof it after the fact.

1. In the Navigation pane, highlight the Payroll/Human Resources > Government > ACA Transmissions folder.
2. In the HD view, select the transmission to proof.

3. In the toolbar, click .

   

   The Validate step automatically checks the transmission's manifest and form data files against the XML schema files provided by the IRS. The XML schema files describe the structure and valid content for the XML files. Errors may indicate invalid data which needs to be corrected before the transmission can be submitted to the IRS. If there are schema validation errors, only the first error is shown.

4. Click Next >>.

   

The basic Proof Transmission 1095-Cs report shows each recipient's name and their Line 14-16 values.

5. To include employee social security numbers and addresses on the report, mark the Include Employee Information checkbox.
6. To include the names of other individuals who are covered by an employee's insurance for ACA purposes on the report, mark the Include Covered Individuals
7. If you mark the Include Covered Individuals checkbox, the Include SSN and DOB checkbox is enabled. Mark the checkbox if you also want to include the social security numbers and dates of birth for covered individuals.

8. Select the Sorting tab.

   

9. In the Available Sort Options list box, highlight the field(s) to sort the report 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 for the Proof Transmission 1095-Cs report.
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 Transmission 1095-Cs report, click Next >> to move to the Proof Transmission 1094-C step.

    

15. In the Design field, look up and select the report design to use for the Proof Transmission 1094-C report.
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).
17. When you finish reviewing the Proof Transmission 1095-Cs report, click Finish.

1. Open a browser and navigate to the Affordable Care Act Information Returns (AIR) page.

   

2. Click the User Interface (UI) Production System link.

   

3. Click Sign in with ID.me. The log-in page loads.

   

4. Enter your ID.me Username and Password, then click Sign in. Follow the on-screen instructions to complete the upload.

5. Note the Receipt ID from the confirmation in order to check the status of the transmission subsequently.

   Tip

   AccountingWare recommends that you take a screen capture of the confirmation page and attach it to the ACA transmission record.

6. In ActivityHD, open the ACA transmission record that was created in the Create ACA Transmission process.

7. In the Receipt ID field, enter or copy and paste the receipt ID from the Transmission Confirmation page.

   Tip

   Copying and pasting from the confirmation page is the most reliable way to ensure the receipt ID and date are correct.

8. In the Date field adjacent to the Receipt ID field, enter or copy and paste the date from the Transmission Confirmation page.

   05/

9. Save your changes.

10. Some time later, log back into the ACA website to check the status of the transmission. You will need the Receipt ID to retrieve the transmission status.

    Tip

    AccountingWare recommends that you take a screen capture of the transmission status page and attach it to the ACA transmission record.

11. In ActivityHD in the ACA transmission record, go to the Status field and select the status returned to you by the IRS from the drop-down list.

12. In the Date field adjacent to the Status field, enter or copy and paste the date of the status.

    

13. Save your changes.

14. If the status returned to you was "Processing" instead of "Accepted", check back occasionally until the status changes to "Accepted".

    Tip

    AccountingWare recommends that you take a screen capture of the "Accepted" transmission status page and attach it to the ACA transmission record.

15. Once the status is "Accepted", return to the ACA transmission record and change the Status field and adjacent Date field to the new status and status date.

    

16. Save your changes.

After you transmit your files to the IRS, a few things can occur that may make it necessary for you to take corrective action. Typically, this involves making any necessary changes to the data, regenerating the affected 1095-Cs or 1094-Cs, preparing corrections and/or replacements using the Create ACA Transmission process, and submitting the updated records through the AIR system.

Expand this link to see a table of transmission statuses the IRS can return:

Expand the appropriate link to learn how to resolve the problem described:

• The IRS cannot find your transmission.

  In this case, either your TCC or your receipt ID (or both) were probably entered incorrectly. Double-check your TCC and your receipt ID, then return to the AIR page and attempt to check your transmission status again. If the problem persists, contact the IRS Help Desk (1-866-937-4130).

• The IRS returns a status of "Rejected".

  When your transmission is rejected by the IRS, you will need to make corrections and then submit a replacement file. There are two points at which a submission can be rejected: at the IRS Portal and by AIR. Errors that come from rejection at the IRS portal are prefixed with "TPE"; errors from AIR are prefixed with "AIR".

  To replace a rejected transmission, do the following:

  1. Transfer the status and status time of the rejection to the ACA transmission record in ActivityHD.

     

  2. Save your changes.

  3. Download the acknowledgment file from the ACA website.

  4. With the ACA transmission record open in ActivityHD, select the Attachments tab.

  5. Locate the acknowledgment file in File Explorer, then click and drag the file onto the Attachments list box.

     

  6. Save your changes.
  7. Resolve all issues reported in the acknowledgment file. If you have questions about how to resolve a particular issue, call AccountingWare Customer Service at 800.354.7152.
  8. After all issues are resolved, in ActivityHD go to Payroll/Human Resources > Government > ACA Transmissions.

  9. Right-click on the ACA Transmissions folder and select Create from the shortcut menu. The Create IRS 1095-C Transmission wizard starts.

     

  10. On the Selection tab, define any filters you need to apply to the data.

  11. Select the Options tab.

      

  12. Enter the Tax Year of the transmission file you are replacing.
  13. In the Employer field, select the export employer record for the ACA employer.
  14. In the Submitter field, select the export submitter record for the ACA submitter.
  15. If you are creating the transmission for a prior tax filing year, mark the Prior Year Return checkbox.
  16. If this transmission represents the employer's authoritative transmittal The aggregate employer-level data for the employer. There must be only one authoritative transmittal per employer., mark the Authoritative Transmittal checkbox and enter the number of 1095-Cs previously filed in the Forms Previously Filed field.
  17. In the Transmission Type field, select "Replacement Transmission". The two checkboxes below this option become enabled.
  18. If you are replacing the entire transmission file, mark the Replace Entire Transmission checkbox. If you are only replacing a submission file from the transmission, mark the Replace Submission Only checkbox.
  19. In the Original Transmission field, select the original transmission that you are replacing.

  20. If you marked the Replace Submission Only checkbox, the Original Submission field is enabled. Enter the number of the submission you are replacing.

      Note

      ActivityHD only creates one submission per transmission, so this value will always be "1".

  21. In the Output File Path field, browse to the folder where you want to save the replacement transmission file.
  22. If you want to specify the file names for the transmission manifest and for the form data, mark the Specify Filenames checkbox. Otherwise, ActivityHD will use the default names it generates.
  23. If you marked the Specify Filenames checkbox, the Manifest Filename and Form Data Filename fields are enabled. Enter the names to assign to the manifest file and the form data file.

  24. Click Next >>. ActivityHD validates which employee records are valid for 1095-C reporting and reports its results.

      

  25. Click Next >>. ActivityHD prompts you to confirm that you want to create the transmission files for the selected employee(s).

      

  26. Click Yes. ActivityHD creates the transmission files and reports its results.

      

  27. Click Next >>.

      

      At this point, you can drill down on the ACA transmission to see the underlying ACA transmission record.

      

  28. Click Finish.
  29. Submit the file to the IRS.
• The IRS returns a status of "Accepted with Errors", or the IRS returns a status of "Accepted" but errors are subsequently identified in-house.

  Transmissions with a status of "Accepted with Errors" must be corrected. Transmissions with a status of "Accepted" must be corrected if errors are detected after a successful transmission. A transmission with correction records can only contain corrections and cannot contain any original records. A correction transmission can contain corrections to the transmittal record (Form 1094-C) or to information return records (1095-C), but not both. If you need to correct both types of records, you will need to create two transmission records.

  Correct a transmittal record (1094-C)

  1. In the Navigation pane, highlight the Payroll/Human Resources > Government > ACA Transmissions folder.

  2. Right-click the ACA Transmissions folder and select Create from the shortcut menu.

     

  3. Select the Options tab.

     

  4. The Tax Year field defaults to the most recent tax year. If you are creating a correction transmission for a different tax year, enter the year.
  5. In the Employer field, select the export employer record for the ACA employer.
  6. In the Submitter field, select the export submitter record for the ACA submitter.
  7. If you are creating the correction transmission for a prior tax filing year, mark the Prior Year Return checkbox.
  8. If you are correcting the employer's authoritative transmittal, mark the Authoritative Transmittal checkbox and enter the number of 1095-Cs previously filed in the Forms Previously Filed field.
  9. In the Transmission Type field, select "Correction Records".
  10. Mark the Correct 1094-C (Transmittal Record) checkbox.
  11. In the Output Path field, browse to the folder where you want to save the correction transmission file.
  12. If you want to specify the file names for the transmission manifest and for the form data, mark the Specify Filenames checkbox. Otherwise, ActivityHD will use the default names it generates.
  13. If you mark the Specify Filenames checkbox, the Manifest Filename and Form Data Filename fields are enabled. Enter the names to assign to the manifest file and the form data file.

  14. Click Next >>. ActivityHD validates the employer information for the 1094-C is valid.

      

  15. Click Next >>. ActivityHD creates the transmission files and reports its results.

      

  16. Click Next >>.

      

      At this point you can drill down on the ACA transmission entry to see its underlying ACA transmission record.

      

  17. Click Finish.
  18. Submit the file to the IRS.

  Correct information return records (1095-Cs)

  1. In the Navigation pane, highlight the Payroll/Human Resources > Government > ACA Transmissions folder.

  2. Right-click the ACA Transmissions folder and select Create from the shortcut menu.

     

  3. Select the Options tab.

     

  4. The Tax Year field defaults to the most recent tax year. If you are creating a correction transmission for a different tax year, enter the year.
  5. In the Employer field, select the export employer record for the ACA employer.
  6. In the Submitter field, select the export submitter record for the ACA submitter.
  7. If you are creating the correction transmission for a prior tax filing year, mark the Prior Year Return checkbox.
  8. In the Transmission Type field, select "Correction Records".
  9. Mark the Correct 1095-C (Recipient Records) checkbox.
  10. In the Output Path field, browse to the folder where you want to save the correction transmission files.
  11. If you want to specify the file names for the transmission manifest and for the form data, mark the Specify Filenames checkbox. Otherwise, ActivityHD will use the default names it generates.
  12. If you marked the Specify Filenames checkbox, the Manifest Filename and Form Data Filename fields are enabled. Enter the names to assign to the manifest file and the form data file.

  13. Click Next >>. ActivityHD validates which employee records are valid for 1095-C reporting and reports its results.

      

  14. Click Next >>. ActivityHD prompts you to confirm that you want to create the transmission files for the selected employee(s).

      

  15. Click Yes. ActivityHD creates the transmission files and reports its results.

      

  16. Click Next >>.

      

      At this point, you can drill down on the ACA transmission to see the underlying ACA transmission record.

      

  17. Click Finish.
  18. Submit the file to the IRS.
• The IRS returns a status of "Partially Accepted".

  A partially accepted transmission implies that at least one submission in the transmission has been accepted (including "Accepted with Errors") and at least one submission failed validation. Since ActivityHD's transmissions contain only one submission, this error is not possible.