Creating ACA Correction and Replacement File Tips

Transcription

1 Creating ACA Correction and Replacement File Tips General Information: ACA correction/replacement files are necessary if you have successfully submitted your original ACA files to the IRS, and have been assigned a Rejected or Accepted with Errors status. When reviewing your ACA file status on the IRS website, take note of your assigned receipt ID as you will need it to create your correction/replacement files in TxEIS. Below is an example of the Transmission Status Details page on the IRS website. Note: A summary of errors is displayed; however, you must access the file(s) to obtain specific error details. Note: The AIRBR816 error is caused by an IRS known issue. TxEIS has implemented a fix in Update XXXX. If you receive this error, create a 1094-C correction file and submit it to the IRS; no corrections are necessary. 1

2 Determine Errors Review the error data file, and locate the first <TransmitterErrorDetailGrp> instance and subsequent instance of <TransmitterErrorDetailGrp>. All error information is displayed between the two instances, and represents one error. You may see multiple errors in a One of the following identifiers is displayed in an error: <UniqueSubmissionId> - If displayed, there is an error in the 1094 data. Review the error message and make the necessary corrections on the Human Resources > Maintenance > ACA 1094 YTD Data or the District Administration > Tables > District Information page. <UniqueRecordId> - If displayed, there is an error in the 1095 data, and a special formatted number is displayed. For example, if <UniqueRecordId> is followed by 1095C , the number of significance is 144. In this example, the error is in the 144th 1095-C record associated with the 1094-C 2

3 Identify Error Codes After you have identified where the error is in a file, you need to determine what the error is and how to correct it. The beginning of each error code is identified by an error code prefix. For example, if error code AIRTN500 is displayed, the error code prefix is AIRTN. Locate the prefix in the below table and complete the associated action. IRS Assigned File Status Error Code Prefixes Action No Status - Rejected upon submission, No assigned receipt ID All Correct errors and recreate the (O) - Original Rejected TPE Correct errors and recreate the (O) - Original Rejected AIRMF Correct errors and recreate the (O) - Original Rejected AIREX, AIRBR, AIRTN, AIRTH Correct errors and create a (R) - Replacement Accepted with Errors All Correct errors and create a (C) - Correction file(s) Accepted N/A None The <ErrorMessageTxt> allows you to determine what errors exist in the 3

4 In this example, the error message is TIN Validation Failed. The TIN Validation Failed error message is the most commonly received error message. It represents a name/ SSN mismatch error in the In the next line (<XpathContent>), a description of the error is displayed. The example shows that the error is caused by an incorrect social security number. To correct the error: 1. Navigate to the Human Resources > Utilities > ACA 1094/1095 Correction/ Replacement page, and retrieve the applicable 2. Under 1095 Record Detail, in the 1095B Record Number column, locate the identified employee record (e.g., record 144). 3. Obtain the employee s name or number, and navigate to the Human Resources > Maintenance > Staff Demo tab, or the Human Resources > Maintenance > ACA 1095 YTD Data page to make the necessary corrections to the employee s record. 4. After corrections are completed, refer to the above table to determine which file to create. Note: If multiple error codes exist in the file, you may need to create multiple sets of files. Create Correction/Replacement Files Based on the type of file to be created, use one of the following methods to create the file(s): Use the Human Resources > Reports > Quarterly Annual > 1095B or 1095C Forms report to create an original Use the Human Resources > Utilities > ACA 1094/1095 Correction/Replacement utility to create correction and replacement files. 4

5 Notes: Per the IRS, 1094 and 1095 correction files must be submitted separately. Refer to the Human Resources > Utilities > ACA 1094/1095 Correction/Replacement utility online Help or How To video for additional information about creating correction and replacement files. Submit Files Access the IRS website, and upload the correction/replacement file(s) and Manifest Save the receipt ID, status, and any error information about the If the file has any status other than Accepted, follow the steps above to correct the errors and recreate the applicable file(s). Note: It is possible to submit a correction file of a correction file, or a correction file of a replacement 5