ACA Compliance Solution’s maintenance tools are used to manage employees, benefits, employee
dependents and transactions. It is imperative that this information be as accurate as possible,
especially the transactions which are used to ascertain employee work times, hours, and deduction /
benefit amounts for affordability. Equally important are the edit tools for 1094-C and 1095-C records.
These serve as an edit tool as well as check for the year end close process.
1095-C
Utilities & Maintenance > ACA Maintenance > 1095-C’s
This utility is used to make modifications to an employee’s 1095-C information which will eventually be
displayed on the 1095-C report. The system supports one 1095-C record per combination of Employee
ID, Company and Year.
When navigating to the 1095-C page and 1095-C information exists, a grid will be displayed with all
1095-C information.
- Add New 1095-C’s: This allows manual creation of a 1095-C for an individual employee
- Edit/Delete: Allows editing or removal of an individual 1095-C
- Preview 1095-C’s: By selecting individual or all 1095-C’s, they ,may be previewed by clicking
this button - Validate 1095-C’s: Individual or multiple 1095-C’s may be chosen to validate, if needed
When choosing multiple 1095-C’s to preview, they must be from one single year.
The Edit 1095-C Information window serves as part of the final check to view or edit the information
for a given employee which will appear on the printed report. (Or electronic IRS submission). The data
for the record is populated by the year end close process. The user can make modifications for certain
fields in this window such as insurance coverage and dependents. Edited fields will show up on 1095-C’s
when changes are saved. There are various informative fields in this window such previous filing or
submission dates, validation status, and the ability to view errors within the 1095-C before printing.
Part II allows you to change the Codes and Values on Line 14, 15, 16 of the 1095-C. Part III allows you to
edit or add a Dependent. Part III is for self-insured documentation of coverage. Fully insured
companies are not required to track dependents for ACA.
Note that once data is edited for a given record the system will require you to purposefully overwrite
edits during year end close if you wish to repopulate this data. An example would be overwriting a test
run or processing new data when corrections to transactions are uploaded.
Additionally, Part I and II are simply links to the existing Company and Employee forms in the ACA
solution. The print process for 1095-C will reference the fields on those pages for the most recent
information. If you wish to modify those values for sake of the 1095-C you will need to change the data
on those pages.
edited by the system and changes will be locked in. Even if the year-end process is run again, the system
will not modify this 1095-C record. The only way to overwrite these changes during a year end close is to
select the “overwrite edits” option during the year end close. You may also remove the record entirely and
re-run year end close to populate a new one.
ensure accurate information.
Users have the option to send an individual 1095-C to a fulfillment provider or validate a single
1095-C by clicking either button at the bottom of the Edit 1095-C Information page.
Edit 1094-C Information
Utilities & Maintenance > ACA Maintenance > Edit 1094-C Information
This utility is used to make modifications to a company’s 1094-C information which will eventually be
displayed on the 1094-C report. The system supports one 1094-C record per combination of Company
and Year.
The edit 1094-C window serves as a final check to view or edit the information for a given company,
which will appear on the printed report. (Or electronic IRS submission). The data for the record is
populated by the year end close process. The user can make modification and these modification will
appear on the printed form.
Note that Part I contains links to the existing Company and Government Entity forms in the ACA
solution. The print process for 1094-C will reference the fields on those pages for the most recent
information. If you wish to modify those values for sake of the 1094-C you will need to change the data
on those pages.
Note that once data is edited for a given record the system will require you to purposefully overwrite
edits during year end close if you wish to repopulate this data. An example would be overwriting a test
run or processing new data when corrections to transactions are uploaded.
The edit 1094-C page is large and is displayed as two separate images below. Parts I & II are depicted
first followed by Parts III & IV
Reconcile 1094-C
If 1095-Cs have been added or removed manually since the year end close was done, you can reconcile
your 1094-C to reflect the change in number of forms or employees. In order to reconcile, click the
“Reconcile” button at the bottom of the Edit 1094-C Information page (once a company has been
selected).
Reconciling from the Edit 1094-C Page:
- Reconcile Method: When reconciling from the 1094-C page you can only choose “This 1094-C
Only” - Control Group: Automatically populates when the 1094-C is chosen
- Year: The year which was chosen to view the 1094-C
- Preserve Part III Employee Counts: Selecting this option will keep all employee counts that
currently exist on the 1094-C. If employees were added or removed after the year end close
process, check this option to recalculate the number of employees - Preserve Part IV Company Order: Selecting this option will save all company information in
part IV of the 1094-C. - Reconcile Part IV Only: Selecting this option will automatically uncheck the other options. This
will only recalculate part IV of the 1094-C.
Click Continue to continue with the reconcile process.
A warning message will appear confirming your selections. Click Continue.
The Edit 1094-C Information window will refresh with the newly calculated information.
1094-C Prerequisites
Utilities & Maintenance > ACA Maintenance > 1094-C Prerequisites
This utility is used prior to the year-end close process. The system will generate 1094-C and 1095-C data
based in part on answers to the questions listed and the data elements provided. If changes to the
YES/NO fields are made for a given year the user will be required to re-run the year end close process
to ensure that the resultant 1094-C and 1095-C edit tables are populated correctly.
Note: A missing prerequisite record for any company will prevent year end close from being successful
Company ID: Select the Company ID from the drop down list
Year: Enter the reporting year.
Last Name: Enter the last name of the contact person
First: Enter the first name of the contact person
Middle: Enter the middle name or initial of the contact person
Suffix: Enter the suffix of the contact person if applicable – i.e., JR, DR, etc.
Phone: Enter the phone number of the contact person
individual employees. This telephone number is for the person to contact whom the recipient may call
about the information reported on the form. This contact person information is reported and submitted to
the IRS on Form 1094-C.
Signature Title: Enter the business title of the contact person – i.e., controller, HR Director
Signature Name: Reenter the First, Middle, & Last Name
1095-C and the IRS Form 1094-C submittal. When all the individual entities have processed their year-end
files and reports, one of the entities will be designated as the authoritative ALE member. By selecting Yes
and generating the IRS Form 1094-C report, that transmission will be the aggregate numbers for all the
individual entities and will only be a IRS Form 1094-C with no IRS Form 1095-C attached.
Is this the authoritative transmittal for this ALE member? Check “Yes” here if you are a member of an
ALE group and you are considered the authoritative company. Check “No” if you are a non-authoritative
member.
Is ALE member of an Aggregated ALE Group? If you are a single entity not part of a commonly
controlled or affiliated group and you are processing your payroll on one company database select No.
If you are a member of a commonly controlled or affiliated group you are required to identify other
members within your group – select Yes then choose the control gro