RDA Systems Inc

Basics

• If electronically filing the file is due to the IRS March 31, 2022.
• RDA will not be electronically filing these forms for you.
• Refer to the form instructions to determine whether you need to file electronically.
• Employers are required to submit transmittal and summary together, just as with W-2s and the W-3.
• There will be TWO electronic files that need to be submitted to the IRS (Manifest file and the 1094-C)

Registration

• All employers must be registered to electronically file 1095s. You are responsible for registering and obtaining a Transmitter Control Code (TCC) from the IRS to complete the filing.

Program Updates

• It is imperative that you have received the latest Payroll programs, which contain the electronic file for ACA reporting.
• Check to ensure you have the OpenRDA 4.0 programs that have a the correct version number.
• To verify the Compile and Release Dates and Version number, go to System Administration → Version Control → Program Update Status.

Setup

• Run the Split Dependent Name first if you are self insured
• Personnel → Maintenance → Set/Change → Split Dependent Names
• Please check to make sure that none of your Employee names or Dependent names have any special characters. The IRS will not accept them on the electronic file.
• If there are two Federal Deductions such as FEDERAL and FEDERAL 25% or FEDERAL and FEDERAL2020, the employee's Deduction Master Maintain screen for the FEDERAL25 or old FEDERAL deduction must be marked as ACA Secondary Deduction at the top to avoid printing each dependent twice. The employees and dependents are associated with an Employer ID by the Federal deduction, and two deductions indicate two Employer IDs.
• The 1095 uses the employee's primary address (not the mailing address) 

Electronic File

1094/1095-C

• HR Payroll - Other → 1095 Setup → Calendar Year -- Create Electronic File for 1094 and 1095-C
• In order for the xml file to be accurate, specific fields must be populated.
• The fields in the table below must be populated for each employee as applicable.
• There is no need to range unless you are trying to run the report for a specific group of employees.
• After you enter your information, it is recommended to save defaults so that you do not have to enter it every time.

Resource Tab

• Press Selec and then the next portion will appear.

General Tab

ALE Member 1 Tab

• Flag Use ALE Employer
  • Select the appropriate Employer ID

1094/1095 Tab

Contact Tab

Coverage Tab

• Minimum Essential Coverage (Column A)
  • If the employer offered minimum essential coverage to at least 95% of its full-time employees and their dependents for the entire calendar year, mark the boolean on line 23 for "All 12 Months" or for each of the 12 calendar months.
  • If the employer offered minimum essential coverage to at least 95% of its full-time employees and their dependents only for certain calendar months, mark the boolean for each applicable month.

• ALE FTE Count (Column B)
  • Enter the number of full-time employees for each month. (If the number of full-time employees for a month is zero, enter "0".)

• Total Employee Count (Column C)
  • Enter the total number of all of your employees, including full-time employees and non-full-time employees and employees in a Limited Non-Assessment Period, for each calendar month.
• Aggregated Group Member (Column D)
  • An employer must complete this column if it marked boolean #21 under the 1094/1095 tab. If the employer was a member of an Aggregated ALE Group during each month of the calendar year, mark the boolean for "All 12 Months" box or the booleans for each of the 12 calendar months.
  • If the employer was not a member of an Aggregated ALE Group for all 12 months but was a member of an Aggregated ALE Group for one or more month(s), mark the boolean in each month for which it was a member of an Aggregated ALE Group.

• ALE 4980H Relief Code (Column E)
  • If the employer certifies by selecting box C on line 22, that it is eligible for Section 4980H Transition Relief and is eligible for the 50 to 99 Relief, enter code A. If the employer certifies by selecting box C on line 22, that it is eligible for Section 4980H Transition Relief and is eligible for the 100 or More Relief, enter code B. An employer will not be eligible for both types of relief.

• Aggregated Group Tab
  • An employer must complete this section if it checks Yes on line 21. If the employer was a member of an Aggregated ALE Group for any month of the calendar year, enter the name(s) and EIN of up to 5 of the other Aggregated ALE Group members.

• DGE Tab
  • If you are a Designated Governmental Entity (DGE) filing on behalf of an employer, complete this tab. If you are not a DGE filing on behalf of an employer do not complete this tab.
  • Flag "Use Designated Government Entity"

• Click the cog button.
• Click on download file and the xml file will save to the user's default download directory.
• Exit out so that the manifest file can appear.

MANIFEST FILE

General Tab

• Flag "Test Scenario" if you are submitting a test scenario to the IRS.

Employer Contact Tab

• Choose the appropriate Employer Identification from the drop box

• Click the cog button.
• Click on download file and the xml file will save to the user's default download directory.

Submitting to the IRS

• Go to the IRS website to submit the file: Affordable Care Act Information Returns (AIR) Program
• When submitting the file, you must make sure to keep your RECEIPT ID.