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1095-C Distribution Center

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Utilities & Maintenance > ACA Utilities > 1095-C Distribution

The 1095-C Distribution Center is used to print, e-mail or send 1095-C forms to employees via USPS.
The center is divided into several sections including

  • Validation: Validating forms for accuracy and previewing 1095-Cs
  • Selection: Tracks the number of forms you have selected in the grid
  • Send Via: The way in which you will send 1095-Cs to employees
  • Account Totals: Tracks total number of forms sent through Email or USPS and not sent

E-mail and print functionality are covered in their respective sections later in the guide.

The 1095-C Distribution center is not multi–user capable. Only one user should be
performing actions on this page at a time. Failure to restrict to one user may result in extra forms
being sent and charges incurred. Take care to follow this advisory.

Validating Forms

Validating your 1095-C’s is a way to ensure that the information on your forms and for your employees
is accurate. You may click the “Re-Validate 1095-C’s” button at the bottom of the page in order to run
through the validation process. When your forms are mailed via USPS or e-mailed, the 1095-C’s run
through the validation routine automatically.

If the validation is successful, you will see “Validated” appear on the Validation State column
If there is an error on a form, you will see “Error” appear on the Validation State column and the
message “One or more validation errors occurred” at the bottom of the page. In order to view errors
you can click the “Validation Errors” hyperlink at the bottom of the Validation section at the bottom of
the page. You may print these errors.

Previewing Forms

You may preview your forms in order to verify accuracy of the information by clicking the Preview
1095-C’s button at the bottom of the page.

The preview window will appear and you may flip through all selected 1095-C’s. If any edits need to be
made you need to navigate to the 1095-C’s page and edit individual 1095-C’s there.

Account Totals

The Account Totals section is used to total the number of forms that have not been sent, sent via USPS,
and sent via Email regardless of whether they were sent on more than one date.

  • Not Sent: This is the total number of forms that have not been sent via USPS or Email
  • Sent via USPS: This is the total number of forms that have been sent via USPS Note: This
    number is only populated once the number of forms make it past the Creation section
  • Sent via Email: This is the total number of forms that have been sent via Email

Sending Forms via USPS

Mailing forms to employees via USPS is done in separate batches throughout the filing season.

Step 1

If you would like to send certain groups of employee forms, apply any filtering or sorting before
selecting forms to send via USPS

Step 2

If you would like to select all records displaying in the grid, click the “Mark All” button at the bottom of
the page in order to mark all records that are displaying in the grid at this point in time. You may also
select individual records to send by checking individual records

Step 3

Once the records have been selected, click the “Mail via USPS” button at the bottom of the screen

Step 4

If you have not accepted the Fulfillment Terms of Service yet, you will be prompted to accept them
before continuing with the mail process

Step 5

Once the Mail via USPS button is clicked, a processing window will appear. Click Continue to continue
with the process. Click Cancel to cancel the operation. The system is validating your forms and
preparing the forms to be sent. Note: This process may take a while even after the processing window
goes away depending on the number of forms selected.

Note: If you have 250 or fewer 1095-Cs, you will be prompted with the following window:

Due to the fact that electronically filing 1095-Cs is optional for companies with 250 or fewer 1095-Cs,
the system requires the answer in this window in order to mark a form as corrected. Unless you have
already electronically filed your forms and received errors back from the IRS, you will answer “Never
Been Sent”

Step 6

Once you sent the forms you may now track their progress using the USPS Tracking progress bar

USPS Tracking Progress Bar

The USPS Tracking bar is used to track the steps involved in sending your forms to employees via USPS.

  • Waiting for Queue: Your forms are sent for processing and waiting to be picked up. Normally
    you will not see a number populate this section
  • Creating: A secure file is being created containing all selected forms
  • Print Scheduled: Your forms will stay in this section until the designated send date dictated
    above
  • Printing and Packaging: Your forms are being processed prepared to be sent via USPS
  • Mailed: Your forms have been postmarked
  • Scheduled For: Each date is under their applicable section
    • Print Scheduled: This is the date that the forms are processed from the ACA Cloud
      Compliance Solution to a secure file to be processed
    • Mailed: This is the estimated postmarked date

Account Totals

The Account Totals section is used to total the number of forms that have not been sent, sent via USPS,
and sent via Email regardless of whether they were sent on more than one date.

  • Not Sent: This is the total number of forms that have not been sent via USPS or Email
  • Sent via USPS: This is the total number of forms that have been sent via USPS Note: This
    number is only populated once the number of forms make it past the Creation section
  • Sent via Email: This is the total number of forms that have been sent via Email

Emailing Forms to Employees

You may choose to e-mail 1095-Cs to your employees by using the Email to Employees option. When a
valid email address is on file for an employee and that employee has been opted in to receive their
1095-C by email, a green check mark will appear in the “Opt In 1095-C” column of the grid. If an
employee does not have an email address on file and / or the employee is not opted in to receive their
1095-C by email you will see a red “X” in the “Opt In 1095-C” column.

In order to email forms to your employees, follow the steps below.

Step 1

If you would like to send certain groups of employee forms, apply any filtering or sorting before
selecting forms to Email to Employees. Hint: In order to send forms to only employees who have an
email address on file, you can click the 3 vertical dots on the column header “Opt In 1095-C” and filter
to “is true”

Step 2

If you would like to select all records displaying in the grid, click the “Mark All” button at the bottom of
the page in order to mark all records that are displaying in the grid at this point in time. You may also
select individual records to send by checking individual records

Step 3

Once the records have been selected, click the “Email to Employees” button at the bottom of the
screen

Step 4

When the email window appears, enter information as indicated

Subject: This is the subject line that will appear in the employee’s inbox

Body: This will be the body of your message

BCC: Contains the email address of the recipient of the Blind Carbon Copy. This will not be visible to
the employee and is typically a special email address set up to receive the correspondence as proof
that the email was actually sent.

Reply-To Address: This email address will be visible to the employee. If the employee elects to
respond to the email the address specified in this field will be the recipient of the reply. Typically, this
is a dedicated email account for the payroll department or for support.

Password: Using a password to protect the employee’s 1095-Cs is highly suggested in order to prevent
unauthorized persons from accessing their secure information. This drop down list contains 3 options
for password protection and are thusly explained:

  • None – The attachments will not be password protected
  • Last 4 of Employee SSN – The attachments will require the recipient to enter the last 4 digits of
    the recipients SSN to be accessed
  • First 5 of Employee SSN – The attachments will require the recipient to enter the first 5 digits
    of the recipients SSN to be accessed
  • NOTE: The password protection applies to the 1095-C attachment only. General attachments
    are not subject to password protection

Include 1095-C Instructions: Checking this box will cause the system to include an extra attachment
to the email correspondence, namely the instruction file for 1095-C.

Download 1095-C Instructions: This is a hyperlink to instruction file that will allow the user to preview
the contents before deciding whether or not to attach it.

Step 5

When you have completed the email setup, click the Send Email button. A prompt will appear to
confirm that you would like to send the selected forms via email. Select Yes to continue or No to stop
the process.

Step 6

The system will run through the validation routine to ensure accuracy of your information before
sending the emails to your employees. If the validations detect an error, the email process will stop and
the forms in error will display “Error” in the validation state column. You may click on the word “Error”
in order to view the error.

Validation errors will display at the bottom of the page and you may view these errors in the Validation
Errors hyperlink at the bottom of the page.

Once the errors have been corrected, you may navigate back to the 1095-C Distribution Center and re-email your forms to employees

Printing 1095-Cs from 1095-C Distribution

You may choose to manually print and mail your 1095-Cs without using the fulfillment service provided
by Integrity Data. In order to print your forms, click the Print 1095-Cs button on the 1095-C Distribution
page. The forms will print on the 1095-C Envelope form in order to show employee address information
in the W-2 envelope window. More on this form and the envelopers in the ACA Reports section of the
guide. Forms are not validated automatically when you choose to manually print the forms. In order to
ensure accuracy it is advised that you validate forms before distributing them to employees.

Note: Before clicking the Print 1095-Cs button, make sure that you have selected all of the forms you
would like to print.

Once the button has been clicked, the print window will appear.

Order Records By: You may choose to order the printed forms by

  • Last Name, First name
  • Employee SSN
  • Employee ID
  • Department, Last Name, First Name

Mask SSN: If you are mailing your forms to employees, we always advise masking the employee SSN
Include Instructions: Check this box if you would like to include the 1095-C instructions with the form

Set Last Printed To: Check this box in order to keep a record of the last time these forms were printed
Once your criteria has been chosen, click the Print 1095-Cs button. A verification window will appear
stating the number of forms you have selected to print and whether or not you would like to continue
with the process. Click Yes to proceed.

The print window will close and the forms will be processed into a PDF file next to the Send Via box on
the page. As the file is being created you will see a Pending status next to the file name. Note: Creation
of this PDF file can take a while depending on the number of forms you are generating. A good rule of
thumb is about an hour for every 5,000 forms. You may print smaller batches to complete the process
quicker, but keep in mind that only one file is held on the Distribution page. Once the file is created you
should open and print the forms before generating another file.

Once the file has been created the file name will become a hyperlink. Click this hyperlink to open the
file and view or print your forms.

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