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            ACA Reporting: Generate & Review your 1094C/1095C Data and Forms


            ACA Reporting: Admin Guide

            Generate & Review your 1094C/1095C Data and Forms

             

            Purpose:

            This document provides guidance to clients when reviewing IRS Form 1094C and 1095C data in EHX. It is important to ensure the Company Data for all 1094C Forms are accurate; this data gets transmitted via the IRS AIR Submission Program directly to the IRS on the client's behalf. If any Company or Employee data is inaccurate, those errors will be returned for correction from the IRS.



            Generate your 1094C and 1095C Forms:

            • Login to your Efficient Hire Company Portal (Admin only)

                              Example: [https://secure.efficientforms.com/EHX/COMPANY/adminlogin.asp]

            •  From the left side navigational menu select: ACA Reporting > Form 1094C Reporting
               
            • Click the green gear for the Location you will generate forms
            • Update ALE Member Info and correct if necessary - must be Legal Name and valid FEIN
            • Click Save when complete

            • Select Generate 1094/95C Forms


            • View 1094C Forms tab will now be available
            •  Click View 1094C Forms tab

             



            • Your 1094C Forms will be in queue for generation. Please check back later, if necessary.
            • Once your forms are generated, the View Forms button will be available.
            • Click View 1094C Forms tab

             



            • Once your 1094C Forms have been generated, View 1094C and View All 1095Cs buttons will be available.
            • Select View All 1095Cs

              



            • A PDF will open which contains a page for every 1095C generated for your company.
            • The forms are presented in alphabetical order by Employee Last Name.
            • You can print and distribute all 1095C Forms from this view;
            • Or you can print your 1095C Forms by Employee (see View and print individual 1095C Forms).



            Review each 1095C Form for accuracy:
            •  To make employee demographic changes, click View 1095C Data in the Available Actions menu.

            • If the data on lines 14, 15, or 16 does not appear correct, review the following tabs: Employee Info, Offer and Coverage and Covered Individuals, if applicable.

            • Be sure the information was saved and you selected Generate 1095C Form;

            • Or, allow the system to update (a minute or two) then select View Forms. The PDF will need to populate any changes you have made.

            • Print individual 1095C forms at this stage, which will include the instruction page.

            • Click the green gear for the selected employee (alphabetical by last name).





            Employee Info tab:
            • Review all employee information for accuracy and correct as necessary.
            • Add a Termination Date (MM/DD/YYYY), if required.
            •  Delete a 1095C, if you determine the Form is not required for the year in review. 
              • Caution: this will delete the 1095C data used to create the form and delete it from the original PDF once the forms have been generated for the current reporting year only.
            • Set an employee record to never receive a 1095C:
              • Views > Employees > select your employee > Do not include Form 1095C
            • Click Save when you are finished. Tip: be sure to always click SAVE or changes will be lost!


            Offer and Coverage tab:
            •  Date of Hire, Termination Date, Employment Type, Hourly/Salary, Amount are used for IRS Code reference.
              • Line 14: IRS Form 1095C Code Series 1
              • Line 15: Employee share of lowest-cost premium
              • Line 16: IRS Form 1095C Code Series 2
            •  If you make any changes to the IRS Codes that are generated based on your data in EHX, be sure to follow the reference guide to the IRS Codes (a link to the Support Article is located at the end of this guide).
            • Click Save if any changes are made.


            Caution:
            • The Recalculate button will set field codes based on the original system data NOT current data in the fields (even if the information was saved).
            • Prior changes will be lost unless the data was updated in the system. To make those changes, access the Employee Profile, Benefit Plans, etc...




            Covered Individuals tab:
            •  Dependent Info will populate for Self-Insured participants only, the data is entered on Part III of the 1095C Form.
              • Note: Info will be populated based on the Coverage History you provided.
            • Corrections can be made on this tab, if necessary; Add, Save, Delete, ect.

            •  If you are not Self-Insured, the Covered Individuals tab is not applicable and will not contain data.
            •  Part III of the 1095C Form will not be populated.




            View and print individual 1095C Forms:
            •  Click View 1095C Forms tab
            • Click Generate 1095C Form (if not previously generated from a different tab)

            Your request will be placed in the queue:

            •  If previously generated from a different view, you will see the View Forms button.
            •  Click View Forms


            •  The 1095C will open as a PDF;
              • The first page is the 1095C IRS Form
              • The second page is the instruction sheet for the employee
              •  If Self-Insured, you will see three pages - all covered individuals will populate for that 1095C as the second page in the PDF packet
            • If the data on the Form is not correct, review the following tabs: Employee Info, Offer and Coverage and Covered Individuals, if applicable.
            •  Be sure the information was saved and you selected Generate 1095C Form;
            • Or, allow the system to update (a minute or two) then select View Forms. The PDF will need to populate any changes you have made.


            Resources:

            2018 IRS 1094C and 1095C Instruction Guide (link will direct you to the IRS website)



            Form 1095C Line 14 and 16 Codes and Descriptions 

            Support Article: ACA Reporting: IRS 1095C Codes & What They Mean



            Always visit the Efficient Hire Support Center for up to date information for 2018 ACA:









            Contact the Efficient Hire ACA Team with any questions or issues!





            Revised: January 2019


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