Basics


  • File is due to the IRS by April 1st.
  • 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 your 1094-B).


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.
  • Please refer to the the Press Releases and Product Announcements for program update information.
  • 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 FEDERAL 25 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.


Electronic File


1094/1095-B


  • Other → 1095 Setup → Create Electronic File for 1094 and 1095-B
  • 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.


Resource Tab


FIELDSOpt.Rec.Req.Description
Submitter TCC——♦Enter employer TCC license number
Opt. = Optional  Rec. = Recommended  Req. = Required


  • Press the cog and then the next portion will appear.


General Tab


FIELDSOpt.Rec.Req.Description
Test Scenario♦——Check the box and enter the last scenario ID, if submitting a test scenario
Opt. = Optional  Rec. = Recommended  Req. = Required


Employer 1


  • Select the appropriate Employer ID.


1094/1095 Tab


FIELDSOpt.Rec.Req.Description
Form 1095B Attached Count——♦Enter the total numbers for Forms 1095-B that are transmitted with form 1094-B
Jurat Signature Pin——♦Currently Not required
Personal Title Text——♦N/A
Signature Date——♦N/A
Policy Origin——♦Enter the letter identifying the origin of the policy:
  • A. Small Business Health Options Program (SHOP)
  • B. Employer-sponsored coverage
  • C. Government-sponsored program
  • D. Individual market insurance
  • E. Multiemployer plan
  • F. Other designated minimum essential coverage
Opt. = Optional  Rec. = Recommended  Req. = Required


Contact Tab


FIELDSOpt.Rec.Req.Description
Employer Contact Name——♦Enter the name of the responsible individual
Employer Contact Phone Number——♦Enter the phone number of the responsible individual
Opt. = Optional  Rec. = Recommended  Req. = Required


  • 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.


FIELDSOpt.Rec.Req.Description
Test Scenario ID♦——Enter the test scenario ID, if submitting a test scenario
Transmission Type——♦Pick from the drop down the type of file you are submitting, Original, Correction or Replacement
Opt. = Optional  Rec. = Recommended  Req. = Required


Employer Contact Tab


  • Choose the appropriate Employer Identification from the drop box


FIELDSOpt.Rec.Req.Description
Employer Contact First——♦Enter the first name of the responsible individual
Employer Contact Middle Name♦——Enter the middle name of the responsible individual, if applicable
Employer Contact Last Name——♦Enter the last name of the responsible individual
Employer Contact Lineage♦——Enter the lineage of the responsible individual, if applicable
Employer Contact Phone Number——♦Enter the phone number of the responsible individual
Opt. = Optional  Rec. = Recommended  Req. = Required


  • 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