09 - Print Employee 1095-C Form Copies

Transcription

1 Ultra32 Affordable Care Act Option User Reference Guide Print Employee 1095-C Form Copies IMPORTANT: Before printing any employee 1095-C copies please consult a knowledgeable person who established your healthcare coverage policy to understand what offer method was followed. Certain qualifying offer methods do not require full-time employees be issued 1095-C forms. To begin the print process select the 1095-C Reporting Menu Option: A multi-screen setup form wizard will then load. The wizard includes multiple steps to prepare for both printing and IRS filing of 1095-C / 1095-C forms. They are Steps 1, 2, 3, 4, and FINAL Step to Generate the actual output printing or files. Step 3 and Step 4 only need to be completed to prepare for IRS filing. They can be temporarily bypassed by hitting the button to jump to the Last Page when your current objective is to only print the employee forms. See the next section for information on completing the IRS filing steps. Step 1 stores basic information to be printed on each 1095-C form. It also includes contact info which will be displayed on the 1094-C IRS submittal summary form. Below is a completed sample of Step 1. 1 of 6

2 Step 2 first prompts for the setting of the Line 15 $ amount to be displayed on form 1095-C to show the employee share of the lowest cost monthly premium for self-only coverage that meets Minimum Value Coverage requirements. This is the fixed $ amount quoted to your employees at enrollment time. Due to the optional use of affordability safe harbors, most commonly the 9.5% of rate of pay safe harbor, employees actual monthly total contributions may be less when their contribution is cap to ensure affordability compliance The Line 15 amount must be separately defined for each Policy Id being used. 2 of 6

3 Set the amount by first selecting the Policy Id, then entering the Line 15 $ amount then finally clicking on the green diskette to save the amount. Then if more than one policy is used click on the add record icon above the save diskette to create another record. Click on an existing record to change it. Or select it and click the red X to remove a record. Total Employee Count Calculation Method appears at bottom of Step 2. In this section please select the payroll date range to be selected to count and report the number of employees paid in each calendar period using one of the permitted 5 options as defined. When done with Step 2 click on Last Page to skip the filing setup and go directly to the print menu. 3 of 6

4 At the Final Step Menu use the Report Selection to choose to print either the 1095CFULL or 1095CMAIL formatted 1095-C forms. The Full option form is a full-page landscape oriented form. The Mail option is a half-page portrait oriented form formatted to fit in a window envelope for mailing. You may select to print forms for some or all employees in some or all ACA Groups. Select the Include the Totals Report to get a count of the total 1095-C forms included in a print selection. It is recommended to select the Print a 1095-C Test Form Only first before printing 1095-C forms to confirm that your printer will print with the proper alignment to keep information within designated form boxes. If your printer does not align properly then go into System / User Preferences to enable the use of report print off-sets as shown below. Select the option to Display Top/Left Offset Values on W2 and 1099 s Print Option as shown below. 4 of 6

5 Then you will be able to define positive or negative vertical and horizontal offsets as shown in the offset section below: 5 of 6

6 6 of 6