1094C/1095C Processing Manual

Transcription

1 Terminology Configurations 1094C/1095C Processing Manual Setup/Preparation Step 1: Create/Save the Communications Test Files in Skyward PaC Step 2: Upload the Communications Test Files on the IRS AIR Website Step 3: Check the Transmission Status of the Communications Test Files on the IRS AIR Website Step 4: Call the IRS Help Desk to Update the Form Status from Testing to Production Processing Step 1 Enter and/or Verify Employer Information for 1094C/1095Cs Step 1a Allow Employees to Print 1095s Electronically (Optional) Step 2 Create/Modify/Report 1095C Workfile Step 2 Part 2 View the 1095C Workfile Creation Parameters Step 2 Part 3 Modify Current 1095C Workfile Step 2 Part 4 Optional Reports Report 1095C Workfile Exceptions Only Report 1095C Workfile All Employees Step 2 Part C File Tracker Step 2 Part 6 Total Employee Counts Step 3 Create 1095C Print File (used to print the 1095Cs) Step 3 Part 2 Extract Copies of the 1095C Print File from the Database Step 3a Print the 1095Cs Step 3b (Optional) Submit Files for Skyward 1095C Printing Service Step 4 Create Individual 1095C PDF Files Step 4a Post PDF s to Employee Access Step 5 Create the Electronic 1094C/1095C Files Create 1094C/1095C Electronic Submission File(s) Extract Copies of 1094C/1095C Electronic Files from the Database Extract/view imported IRS Acknowledgement Files from Database Step 5a Enter Receipt ID and Finalize this Transmission 1095C Corrections and Rejections 1094C Corrections Prior Year Processing Revised: 09/19/2017 Page 1 of 1 Version

2 1094C/1095C Processing Manual Terminology There is no terminology for 1094C/1095C processing. Configurations There are no special configurations required for 1094C/1095C processing. Setup/Preparation Step 1: Create/Save the Communications Test Files in Skyward PaC Step 2: Upload the Communications Test Files on the IRS AIR Website Step 3: Check the Transmission Status of the Communications Test Files on the IRS AIR Website Step 4: Call the IRS Help Desk to Update the Form Status from Testing to Production Prior to being able to submit your 1094/1095C file, you will be required to submit a Communications Test File to the IRS. The IRS processing steps listed below are an adaptation based on information found in Publication 5164 located on the IRS Forms & Publications page. Step 1: Create/Save the Communications Test Files in Skyward PaC From PaC, navigate to Human Resources > Payroll > Year End. 1. Select ACA File Communication Test. 2. Read the text carefully to understand what this utility will do. Revised: 09/19/2017 Page 1 of 71 Version

3 3. Click Browse and choose the location where the two test files will be saved after they are created. 4. Enter your TCC. 5. Be sure the correct Reporting Year is displayed. 6. Use the radio set to select which file type you will be creating. 7. Click Run. a. If you select Both, this will generate a C test file. 8. When the process is complete, a message will display indicating that two files have been created: a manifest file and a request file. ** NOTE: DO NOT open these files, rename them, or edit them in any way. Revised: 09/19/2017 Page 2 of 71 Version

4 Step 2: Upload the Communications Test Files on the IRS AIR Website Navigate to the IRS AIR website. 1. From the Information Submission Services (ISS) menu on the right-hand side of the page, click AIR UI Channel Login AATS (Testing). 2. A notification may display that you are leaving the IRS site. Click Leave IRS Site. 3. Enter your login credentials and click Login. 4. Select your Organization (do not select Individual), then click Submit Selected Organization. Revised: 09/19/2017 Page 3 of 71 Version

5 5. If you are prompted to choose an AATS Version, select AATS Next Year. Click Submit Selected Version. 6. Under A, click Upload ACA Forms. Revised: 09/19/2017 Page 4 of 71 Version

6 7. Click Browse to locate both the Manifest and Request forms. The first location should indicate where the Manifest file is located. The second location should indicate where the Request file is located. 8. Click Transmit. 9. Carefully note the Receipt ID. You will need the Receipt ID to complete the processing. Click Print to print this page for your records. Revised: 09/19/2017 Page 5 of 71 Version

7 Step 3: Check the Transmission Status of the Communications Test Files on the IRS AIR Website Navigate to the IRS AIR website. 1. From the Information Submission Services (ISS) menu on the right-hand side of the page, click AIR UI Channel Login AATS (Testing). 2. A notification may display that you are leaving the IRS site. Click Leave IRS Site. 3. Enter your login credentials and click Login. 4. Select your Organization (do not select Individual), then click Submit Selected Organization. Revised: 09/19/2017 Page 6 of 71 Version

8 5. If you are prompted to choose an AATS Version, select AATS Next Year. Click Submit Selected Version. 6. Under B, click Check Transmission Status. Revised: 09/19/2017 Page 7 of 71 Version

9 7. Enter your TCC and Receipt ID. Click Find. 8. Note the status reads Accepted. Again, note the Receipt ID. Print for your records. Step 4: Call the IRS Help Desk to Update the Form Status from Testing to Production Contact the IRS help desk for confirmation and update of the TCC and/or Form Status. Telephone Number (Option# 2). Be sure to have your TCC and Receipt ID handy. You must complete this step in order to move from Testing status to a Production status, which is required in order to submit your actual files later on. After this phone call is complete, the IRS will verify the files at a higher level of testing. You will receive a phone call back from the IRS telling you that everything has passed and your status has changed from Testing to Production. This completes the Communications Test process. Once you have been moved from Testing to Production, you must wait a minimum of 48 hours before submitting an actual data file. Revised: 09/19/2017 Page 8 of 71 Version

10 Processing Step 1 Enter and/or Verify Employer Information for 1094C/1095Cs Step 1a Allow Employees to Print 1095s Electronically (Optional) Step 2 Create/Modify/Report 1095C Workfile Step 2 Part 2 View the 1095C Workfile Creation Parameters Step 2 Part 3 Modify Current 1095C Workfile Step 2 Part 4 Optional Reports Step 2 Part C File Tracker Step 2 Part 6 Total Employee Counts Step 3 Create 1095C Print File (used to print the 1095Cs) Step 3 Part 2 Extract Copies of the 1095C Print File from the Database Step 3a Print the 1095Cs Step 3b (Optional) Submit Files for Skyward 1095C Printing Service Step 4 Create Individual 1095C PDF Files Step 4a Post PDF s to Employee Access Step 5 Create the Electronic 1094C/1095C Files Step 5a Enter Receipt ID and Finalize this Transmission 1095C Corrections and Rejections 1094C Corrections Prior Year Processing 1. On PaC, navigate to Human Resources > Payroll > Year End > Payroll > Calendar > 1094C/1095C Processing. 2. The Transmission number displays on the top of the page. 3. The Transmission Type displays on the top of the page. This will indicate if the Transmission is an Original, Correction, or Replacement. 4. The Transmission Status displays on the top of the page. Step 1 Enter and/or Verify Employer Information for 1094C/1095Cs Step 1 must be completed prior to beginning the work file creation process in Step 2. The TCC code is not a required field during this Step. 1. Select Step 1 Enter and/or Verify Employer Information for 1094C/1095Cs. Revised: 09/19/2017 Page 9 of 71 Version

11 2. Enter the Employer information. The Employer information includes the Name of Employer, Address information, Phone, EIN, and TCC information. 3. Enter in the Contact person information. 4. Select OK. Step 1a Allow Employees to Print 1095s Electronically (Optional) 1. Select Step 1a Allow Employees to Print 1095s Electronically. 2. Select the 1095 Processing Year. 3. Check the box to allow employees to receive 1095s electronically. 4. Choose Selection Parameters to narrow down who should be able to receive electronic 1095s. 5. Enter in the Date range the 1095 option will be visible for employees. Revised: 09/19/2017 Page 10 of 71 Version

12 6. Check the box if you would like to employees once they confirm or deny they would like to receive their 1095s electronically. 7. Enter in the Confirm Body and Deny Body information. 8. If you would like a notification statement to display on the screen with the employees options for receiving the 1095 form, enter your statement information in the Notification area. 9. You can preview the notification by selecting the Preview Notification link. 10. To get a list of employees and their respective 1095 responses, select Report of Electronic 1095 Responses. 11. Select the type of response you would like to see and the sorting order desired. Select Print. Revised: 09/19/2017 Page 11 of 71 Version

13 12. Below is a sample report: 13. Select Save when the settings are complete. If the current date falls within the date range set on this screen, the option will be available in Employee Access immediately. Step 2 Create/Modify/Report 1095C Workfile Before the 1095Cs can be processed, the 1095C Workfile needs to be created. This process creates a workfile record for each employee who receives a 1095C and the records can be reviewed to verify that each employee s 1095C information is correct before the 1095Cs are printed. 1. Select Step 2 Create/Modify/Report 1095C Workfile. 2. Highlight Create 1095C Workfile and select Run. 3. When you create your first 2016 workfile, you will receive this message. Select OK. Revised: 09/19/2017 Page 12 of 71 Version

14 4. After you create your first C workfile, the first option on the Create/Modify/Report 1095C Workfile screen appears as Recreate 1095C Workfile, and includes the date when the last file was created. If you run the Recreate option, a warning advises you that you will remove the previously created 1095C Workfile, Print File, and Electronic Files. If you mistakenly selected the recreate option, select No to cancel the action. Select Yes to recreate the workfile if the data was not captured correctly for the existing file. 5. Before the 1095C Workfile can be created or recreated, the Creation Parameters must be set. 6. Under Employee Selection Methods, check the box for Method 1 if you would like to Select from Employee Profile. These parameters are used to identify employees in the Profile that are always full time and should have a 1095 record created. To be included, these employees must also have been paid in the reporting year. 7. If the Select from Employee Profile box is checked, the Selection Parameters will be available. Select the Selection Parameters button and choose the Code Types you wish to include (Benefit, Employee Building, Employee Check Location, Deduction, Employee Type, Pay). Revised: 09/19/2017 Page 13 of 71 Version

15 8. Check the box if you would like to use Method 2 to Select from Employee Management. These parameters are used to select employees from Employee Management who are full time and should receive a Multiple plans may be selected, and if the employee is in any one of them, they will be included. These employees must also have been paid in the reporting year. 9. If the Select from Employee Management box is checked, the Select Employee Management Plans and Selection Parameters buttons will become available. 10. Choose the Select Employee Management Plans button and select the EM Plans to be included. 11. Select the Selection Parameters button and select the Code Types to be included from the Employee Management Plans (Position, Assignment, Group, Department, Matrix, Pay, Job Type, Calendar). Select OK. Revised: 09/19/2017 Page 14 of 71 Version

16 12. Check the box for Method 3 if you would like to Select/Import Specific Employees. Here you can select or import employees who will not meet the other parameters or who have not been paid in the reporting year, but you still want a 1095 created for them. 13. If the Select/Import Specific Employees box is checked, the Individual Employee Selection and Import buttons will become available. 14. Select the Individual Employee Button and select the employees you wish to include. Select OK. 15. Select the Import button. 16. This process will import employees from a CSV file. The Employee Identifier must be in the first column of the CSV file. All other columns are disregarded. Select the Employee Identifier you wish to use (Employee ID, Name ID, Name Key, Social Security Number, State ID). Revised: 09/19/2017 Page 15 of 71 Version

17 17. Select the location of the file you wish to import. 18. Select Run. 19. An Import Exception Report will display. 20. A message will display indicating the number of employees to be imported, the number on the exception report (not imported), number of Employee Identifier blank on the CSV file (not imported), and the total records on the import file. Select Yes if you wish to continue or No if you need to first make corrections to your import file. 21. Check the box for Method 4 if you would like to Import from the ACA Hours Tracker. These parameters are used to include employees directly from the ACA Hours Tracker. Select Tracker templates that include the employees that could potentially receive a If those employees are full time, they will be included in the workfile. The Full Time Calculation Method defines how the tracker date is used to determine if an employee is Full Time. The two options include the Monthly Method and the Lookback Method: Revised: 09/19/2017 Page 16 of 71 Version

18 The Monthly Method will look to see if any one month in the tracker is 130 hours or more to include the employee. The Lookback Method will look to see if the average hours worked from the tracker is 130 hours or more to include the employee. 22. If the Import from ACA Hours Tracker box is checked, the Select ACA Hours Tracker Templates button becomes available. 23. Select the Select ACA Hours Tracker Templates button and select the templates that should be included. 24. The District Offered Self-Insured Coverage for the Months of box should be checked if the District offered self-insured coverage. Select the months that the district offered self-insured coverage. a. In addition, in order to pull in just a particular demographic of employees who are self-insured, you will need to check the option to Use Employee Selection Parameters. 25. Select the Selection Parameters button and indicate the Code Types to include for those months (Benefit, Employee Building, Employee Check Location, Deduction, Employee Type). Revised: 09/19/2017 Page 17 of 71 Version

19 26. If you need to select employees who were in a Self-Insured plan, but do not meet the Self-Insured Selection Parameters, you can use the Individual Employee Selection or Import to include these employees in addition to the Selection Parameters. 27. Select the Individual Employee Button and select the employees you wish to include. Select OK. 28. Select the Import button. 29. This process will import employees from a CSV file. The Employee Identifier must be in the first column of the CSV file. All other columns are disregarded. Select the Employee Identifier you wish to use (Employee ID, Name ID, Name Key, Social Security Number, State ID). 30. Select the location of the file you wish to import. Revised: 09/19/2017 Page 18 of 71 Version

20 31. Select Run. 32. An Import Exception Report will display. 33. A message will display indicating the number of employees to be imported, the number on the exception report (not imported), number of Employee Identifier blank on the CSV file (not imported), and the total records on the import file. Select Yes if you wish to continue or No if you need to first make corrections to your import file. 34. Next, set the Total Employee Count Parameters. These parameters define how employees are counted for each month. The IRS Control Date Indicates which day of the month to measure on. If the Control Date is between the Employee Start Date and the termination date, then the employee is counted for that month. 35. Check the box if you would like to run total employee count calculations after the workfile is created. This option will give an initial count of full time and total employees. 36. Select which date you would like to use as the Employee Start Date (Start Date, Hire Date, Rehire Date, Current Pos Start Date. Revised: 09/19/2017 Page 19 of 71 Version

21 37. If the selected date is blank, indicate which date you would like to use (Start Date, Hire Date). 38. Select what date you wish to use for the IRS Control Date (First day of each month, Last day of each month, 12 th day of each month). 39. Choose the termination codes that represent permanent termination from the district. If your district uses termination codes for temporary events, such as maternity leave or military leave, these codes should not be selected. Select the All button to include all termination codes or choose Select or Edit to choose specific Termination Codes to be included. 40. Choose whether to Include blank reason codes as permanent terminations. 41. Indicate whether you want the Location field to populate with the Check Location or Building. When creating the Print Files, if the Location is part of the selected Sequence, the 1095s will be printed according to the selected Location. 42. Select the Report button to view a report of the 1095C creation parameters. 43. Below is a sample report of the 1095C creation parameters. Revised: 09/19/2017 Page 20 of 71 Version

22 44. Select OK. 45. A message will display asking if you would like to print a report of the creation parameters. 46. A message will then display indicating that the file was created successfully. It will indicate the number of 1095C records created and the number with fatal exceptions. Revised: 09/19/2017 Page 21 of 71 Version

23 47. A report will then display any exceptions. 48. Once you close the exception report, another report will process that will display the Total Employee and Full Time Employee Counts. Step 2 Part 2 View the 1095C Workfile Creation Parameters This option will display the parameters used to create the 1095C workfile. These parameters can be printed and saved for future reference. 1. Highlight View the 1095C Workfile Creation Parameters and select Run. 2. The screen displays the Creation Parameters included in the current 1095C workfile (District Offered Self Insurance, Coverage Months, Selection Parameters, Selected Employees, Printing by Location). Revised: 09/19/2017 Page 22 of 71 Version

24 3. To get a hard copy of all the 1095C Parameters, select Report. We recommend that you save this report for future reference. Below is a sample report: Revised: 09/19/2017 Page 23 of 71 Version

25 Step 2 Part 3 Modify Current 1095C Workfile If you notice an inconsistency with an employee s 1095C information, you can modify the 1095C workfile record for that employee. Skyward recommends that any corrections you make to the 1095C workfile are also made to Employee Profile. This will ensure that you have accurate supporting documents. 1. Highlight Modify Current 1095C Workfile and select Run. 2. The workfile displays the employee and their Covered Individuals. You have the options to View, Add, Edit, and Delete Records from the 1095C workfile. 3. To view an employee record, highlight the employee name and select View. 4. This screen shows all the details for the employee that are captured in the 1095C Workfile. You cannot edit the record from the View mode. Revised: 09/19/2017 Page 24 of 71 Version

26 5. The Add option is used only under certain circumstances. If you are missing an employee on the 1095C Workfile, go back to the Create 1095C Workfile and make sure your employee selection parameters are not excluding the individual. You should always use the Create or Recreate process to select employees for the 1095C Workfile. 6. An Edit option is available if you want to manually modify the 1095C information for an individual. If you think you must edit an employee, please contact Skyward to see if there are other ways to accomplish what you want to do. If after talking with Skyward, you decide you still want to do this, highlight the employee record to modify and select Edit. 7. A warning message appears when the records are edited for the first time. The recommendation is to make corrections to the employee ACA records within Employee Profile and recreate the 1095C workfile. Revised: 09/19/2017 Page 25 of 71 Version

27 8. To make edits, select the Edit button in the corresponding area and enter in the information needing to be changed. These changes only affect the 1095C workfile for this employee and will not update the Employee Profile information. 9. To remove an employee from the 1095C Workfile, highlight the employee name and select Delete. It is not common to remove an employee from the 1095C Workfile. If you think you must, please check with Skyward first. *****Warning***** Please be aware that if you remove an employee from the 1095C workfile, that employee will not receive a 1095C form. 10. If you have made any modifications to your 1095C workfile, the 1095C Exception Report processes automatically. Select OK to continue. 11. Below is a sample report: 12. Once you close the exception report you will be prompted to recalculate the Full Time Employee counts. Revised: 09/19/2017 Page 26 of 71 Version

28 13. The report will display only the Full Time Employee Counts (Not the Total Employee Counts). Step 2 Part 4 Optional Reports Report 1095C Workfile Exceptions Only Report 1095C Workfile All Employees Report 1095C Workfile Exceptions Only This report will display discrepancies in the 1095C Workfile. Some of the exceptions may need to be corrected and some may just need to be reviewed. 1. Run the Report 1095C Workfile Exceptions Only until all exceptions are removed or accepted. 2. This is the parameter screen for running the 1095C Workfile Exceptions Only report. You can choose to run just the Fatal Exceptions Only, but we recommend that you run this report for all exceptions at least once. 3. Select the 1095C Report Sequence (1 Employee, 2 State/Employee, 3 State/Location/Employee, 4 Location/Employee). Revised: 09/19/2017 Page 27 of 71 Version

29 4. Select the range of States to include. 5. If you wish to narrow down the Employee Building, Employee Check Location, Employee Type, or Individual Employees, you can do so by setting the Selection Parameters. 6. Select OK. 7. The report consists of several sections, including the employees with exceptions, the parameter exceptions, employees grouped by exception, and a list of employees who were paid during the year but were not included in the workfile. Below is a sample report: Revised: 09/19/2017 Page 28 of 71 Version

30 Report 1095C Workfile All Employees This report will display all employees and their 1095C Workfile information and can be used to verify the information. 1. Highlight the Report 1095C Workfile All Employees and select Run. 2. This is the parameter screen for running the 1095C Workfile Exceptions Only report. 3. Select the 1095C Report Sequence (1 Employee, 2 State/Employee, 3 State/Location/Employee, 4 Location/Employee). 4. Select the range of States to include. 5. If you wish to narrow down the Employee Building, Employee Check Location, Employee Type, or Individual Employees, you can do so by setting the Selection Parameters. Revised: 09/19/2017 Page 29 of 71 Version

31 6. Select OK. 7. Below is a sample report: Step 2 Part C File Tracker Use this option to monitor and display information about who, when, and from what process a 1095C file is created and/or removed from the system. 1. Highlight 1095C File Tracker and select Run. 2. The 1095C File Tracker browse displays information about the Creation/Removal of the 1095C files. This information can be valuable when trying to figure out if a process has been run and who ran it. Step 2 Part 6 Total Employee Counts Use this option to display a report of the employees that are included in the Full-Time Employee Counts and the Total Employee Counts. 1. Highlight Total Employee Counts and select Run. 2. Select the Transmission to report and the Employee Count Type. You can also choose how you want the employee counts displayed as either Sequential Number or Yes/No. Revised: 09/19/2017 Page 30 of 71 Version

32 3. A report will display indicating the total employee counts for the workfile. Step 3 Create 1095C Print File (used to print the 1095Cs) The 1095C Print File must be created in order to print the 1095C Forms. These are the files that you will send to Skyward if you are not printing your own 1095Cs. 1. Select Step 3 - Create 1095C Print File (used to print the 1095Cs). 2. Highlight Create the 1095C Print File and select Run. 3. This screen may appear if you selected to allow employees to choose between a paper and electronic copy of their 1095s. When the Employee 1095C Print File is created, employees that chose to receive their 1095 electronically will be excluded from the Print File. 4. In Step 1a, the dates the 1095 option is visible for employees was set up. If you are creating the print files before the ending date that the 1095 option is visible, you will need to acknowledge that if you create the print files now, the end date for employee registration will change. Revised: 09/19/2017 Page 31 of 71 Version

33 5. Check the box to acknowledge that you understand that employees that chose Electronic will not receive a printed 1095C. 6. Check the box if you would like to override the system and print all 1095Cs regardless of each employee s choice. 7. Select a 1095C Print File sequence for the Employee 1095Cs from the drop-down list. Note: This is the sort sequence in which the 1095Cs will print and allows for easier distribution. 8. Check the box to Print 1095C Sort Sequence on Pressure Seal 1095Cs if you would like the File Sequence printed on the outside of the Pressure Seal 1095Cs for easier distribution. Select OK. 9. A message will display indicating the Total Employees Processed and the number of Employees to Print Form 1095C. 10. The 1095C Form File Location and Date Stamps will display. Revised: 09/19/2017 Page 32 of 71 Version

34 11. To view the same information at a later time, select View 1095C Print File Date/Time Stamps. Step 3 Part 2 Extract Copies of the 1095C Print File from the Database This process allows you to Extract copies of the 1095C print files that have been stored in the database. You will want to store the 1095C Print Files in another location outside of the database. This option allows you to select another location to save the files. 1. Select Extract Copies of the 1095C Print File from the Database and select Run. 2. Highlight the 1095C file to extract and select Extract. 3. Enter or browse to the directory where the 1095C file should be saved, and select OK. 4. When the File Extracted message appears, select OK. Repeat for additional files that you want to save. Revised: 09/19/2017 Page 33 of 71 Version

35 Step 3a Print the 1095Cs When you are ready to print the 1095C Forms, you will use this area of the software to do so. There are two types of 1095Cs that can be printed: 11 Blank 1095 form and Pressure Seal 14 Blank form. 1. Select Step 3a - Print the 1095Cs. 2. There are two types of Employee 1095C forms that can be printed: 11 Blank 1095 form and Pressure Seal 14 Blank form. 3. This process demonstrates the 11 Blank 1095 form, but the process is the same for the Pressure Seal Form. Highlight the form you are using in your district and select Run. 4. A message will appear asking if you would like to print a totals page prior to printing your 1095C forms. If you select Yes, the totals page report will look similar to this: 5. If you select No to the totals page, or when you close the totals page after reviewing/printing/saving it, an additional message will display stating that you should load your 1095C forms to your printer and if you would like to continue. Select Yes. Revised: 09/19/2017 Page 34 of 71 Version

36 6. Next you will be directed to set the Horizontal and Vertical Offsets for your printing. The default value is 0 for each. It is a good idea to print a test page until you have the offsets correct. Depending on your printer, you may need to adjust how the data prints in order for it to print within each designated box. The Test Page will only print the boxes and lines; no data will be populated within the boxes. 7. Generate a test page by selecting Test. Print the PDF on a form so you can ensure that the information will print correctly. Revised: 09/19/2017 Page 35 of 71 Version

37 8. If adjustments are needed, close the viewing window and enter new Offset values. Select Test and print the page again. Repeat until you are satisfied with the alignment. 9. After you are satisfied with the alignment, select the Continue button. The 1095C forms are displayed in PDF format. Locate your print option and begin printing your forms. Revised: 09/19/2017 Page 36 of 71 Version

38 10. A message will also display asking if you would like to save the print package in Saved Reports. Step 3b (Optional) Submit Files for Skyward 1095C Printing Service The file that is submitted to Skyward is the Employee 1095Cs file (PW95CI XML). If you choose to have Skyward print your 1095Cs, the system will automatically transfer the needed files to our FTP site. An will be sent to your 1095C contact when the files are received. 1. Select Step 3b Submit Files for Skyward 1095C Printing Service. 2. This process automatically transfers your files to Skyward for printing. Enter the address of your 1095C contact person. After the files are received at Skyward, a confirmation will be sent to that address. Select OK. 3. A confirmation window will display the 1095C Number of Employees. Please review this area carefully before submitting the 1095C files. When ready, select OK. Revised: 09/19/2017 Page 37 of 71 Version

39 4. You will receive this message when the transfer is complete. Select OK. Step 4 Create Individual 1095C PDF Files This option allows you to create individual 1095C PDF files for each employee. If you selected to allow employees to receive electronic copies of their 1095Cs, this is a required step. This does not post the 1095Cs to Employee Access that is completed in Step 4a. Run the process when you have sufficient time as it may take several minutes. After the PDF files are created, they can be viewed/printed from the View 1095C screen in PaC. The PaC View 1095C screen is accessible from the Modify Current 1095C Workfile screen. The PDFs are also available on the Web under the 1095 Transmissions tab in Employee Profile. 1. Select Step 4 Create Individual 1095C PDF Files. 2. Highlight Create Individual 1095C PDF Files and select Run. 3. A message will display explaining where the 1095C PDF files can be viewed after creation and indicating it could take several minutes to complete the process. Select Yes to continue with the process. 4. Select OK once the process is complete. Revised: 09/19/2017 Page 38 of 71 Version

40 5. If you need to recreate the 1095C PDF files, you can purge the existing files before creating the new ones. Highlight Purge 1095C PDF Files and select Run. 6. A message will appear explaining that the 1095C PDF files will be deleted for the current Tax Year and Transmission. Select Yes to continue. 7. If you choose to purge, a message will display indicating that the files have been purged from the database. 8. To view the PDF form, navigate to Web > Human Resources > Employee Profile. 9. Select the 1095 Transmissions tab under ACA Information. Revised: 09/19/2017 Page 39 of 71 Version

41 10. Highlight the Transmission you wish to view and select View PDF. 11. Enter the SSN of this employee, then select Print. 12. This is an example of the 1095C in PDF Format: Step 4a Post PDF s to Employee Access 1. Select Step 4a Post PDF s to Employee Access. 2. Select Edit to check Allow viewing/printing of the 1095C forms from Employee Access when you are ready to permit employees who have chosen to receive electronic copies of their 1095Cs to print them from Employee Access. It is recommended that this option not be checked until all necessary updates have been made to the workfile. Revised: 09/19/2017 Page 40 of 71 Version

42 Step 5 Create the Electronic 1094C/1095C Files Create 1094C/1095C Electronic Submission File(s) Extract Copies of 1094C/1095C Electronic Files from the Database Extract/view imported IRS Acknowledgement Files from Database 1. Select Step 5 Create the Electronic 1094C/1095C Files. Create 1094C/1095C Electronic Submission File(s) This option creates the electronic files for submission to the federal government agencies. 1. Highlight Create 1094C/1095C Electronic Submission File(s) and select Run. 2. Before proceeding to the next screen, an information box will appear. This box contains important information regarding the steps that must be taken to ensure that you are properly setup with the IRS to submit the electronic files. Read the information carefully, and be sure that you have completed this process. NOTE: The information box will only appear for Transmission Revised: 09/19/2017 Page 41 of 71 Version

43 3. Browse for a file location to save your electronic file(s). This screen displays the Transmission Type and Total 1095C Forms in this submission. The employer TCC is also available from this browse. The TCC data found in Step 1 will populate this field. If the TCC is blank in Step 1, if must be entered here. If the value is updated here, it also updates the field in Step 1. ** If the TCC field is blank, you will not be able to continue processing your file. The options to Re-Submit 1094 and Previous Status for rejected files will only appear if the Transmission Type is a replacement. 4. The Transmission Type and the Original Unique Submission ID also display on this screen. 5. If this is the authoritative transmittal for this ALE member, check the box. If it is not, please see the IRS instructions. 6. For the ALE Member Information, the Total number of Forms 1095C filed by and/or on behalf of ALE Member displays. 7. If the ALE Member is a member of an Aggregated ALE Group, check the box. If the member is not, do not complete Part IV. 8. Check the boxes next to all the Certifications of Eligibility that apply (Qualifying Offer Method, Section 4980H Transition Relief, 98% Offer Method. 9. If the Is ALE Member a member of an Aggregated ALE Group? box is checked, fill out step IV Other ALE Members of Aggregated ALE Group. Revised: 09/19/2017 Page 42 of 71 Version

44 10. Select Add. 11. Enter the EIN and Full Name of the ALE Member and select OK. Edit and Delete options are also available after information has been added. 12. For Part III ALE Member Information Monthly, check the Minimum Offer Indicator box for the months where the district offered minimum essential coverage to at least 95% of its full-time employees and their dependents. If the district offered minimum essential coverage to at least 95% of its full-time employees and their dependents all twelve months, select the All 12 Months box. Revised: 09/19/2017 Page 43 of 71 Version

45 13. The Section 4980H Full-Time Employee Count shows the number of full-time employees and their dependents for each month. 14. The Total Employee Count displays the total number of all of the district s employees, including full-time employees, non-full time employees, and employees in a Limited Non-Assessment Period for each calendar month. 15. If you had previously made changes to your workfile and the counts do not seem correct, select the Recalculate Counts button. 16. The Recalculate Counts process will recalculate the Total Employees and Full-Time Employee counts in the workfile. The Total counts will be calculated using the settings selected. The Full Time counts will come from the employees with entries in the current 1095-C workfile. Revised: 09/19/2017 Page 44 of 71 Version

46 a. Select which date should be used as the Employee Start Date (Start Date, Hire Date, Rehire Date, Current Position Start Date). b. If the selected date is blank, chose which date to use (Start Date, Hire Date). c. The IRS Control Date indicates which day of the month to measure on. If the Control Date is between the Employee Start Date and the termination date, then the employee is counted for that month. Select the IRS Control Date you wish to use. d. Choose the termination codes that represent permanent termination from the district. If your district uses termination codes for temporary events, such as maternity leave or military leave, these codes should not be selected. Select the All button to include all termination codes or choose Select or Edit to choose specific Termination Codes to be included. e. Select Run. f. A message will display asking if you are sure you want to recalculate and overwrite the Full-Time and Total Employee counts on the Electronic Submission parameters screen. Select Yes to continue and update the counts. Revised: 09/19/2017 Page 45 of 71 Version

47 17. A district must complete the Aggregated Group Indicator column if they checked the Is ALE Member a member of an Aggregated ALE Group? box. If the district was a member of an Aggregated ALE Group during each month during the calendar year, check the All 12 Months box. If the district was not a member of an Aggregated ALE Group for all 12 months but was a member for one or more months, check the boxes for the corresponding months. 18. If the Section 4980H Transition Relief box under Certifications of Eligibility, you will need to fill out the Section 4980H Transition Relief Indicator column. If the district certifies that it is eligible for Section 4980H Transition Relief and is eligible for the 50 to 99 Relief, enter code A. If the district certifies 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. Revised: 09/19/2017 Page 46 of 71 Version

48 19. Select Run. 20. The file name and location will display with the Date and Time created. 21. Highlight View 1094C/1095C Electronic File Date/Time Stamps and select Run to see the same information. Extract Copies of 1094C/1095C Electronic Files from the Database This optional process allows you to extract copies of the Electronic 1094C/1095C files that have been backed up in the database. 1. Highlight Extract Copies of 1094C/1095C Electronic Files from the Database and select Run. 2. Select the Year and highlight the file to extract. Select Extract. 3. Enter the directory where the files should be saved, or select Browse to search and select the directory. Revised: 09/19/2017 Page 47 of 71 Version

49 4. The Disk Type is displayed and an option to Insert CR/LF at the end of each line should not be checked unless directed by Skyward. Select OK. 5. A message will display once the file is extracted successfully. Extract/view imported IRS Acknowledgement Files from Database This optional process allows you to view/extract copies of the IRS Acknowledgement Error Data files that have been imported into the database. 1. Highlight Extract/view imported IRS Acknowledgement Error Data Files from the Database and select Run. 2. Select the Year you wish to view. 3. The browse screen displays the Acknowledgement files stored in the database. 4. Highlight the file you wish to extract and select Extract. Revised: 09/19/2017 Page 48 of 71 Version

50 5. Browse for a location to save a copy of the electronic file. 6. Choose whether or not to insert a CR/LF at the end of each line. 7. Select OK. 8. Select OK once the file has been extracted successfully. 9. The browse screen also has a Report button that allows you to print a report of the 1095C XML Import. Step 5a Enter Receipt ID and Finalize this Transmission 1. Select Step 5a Enter Receipt ID and Finalize this Transmission. 2. When the IRS receives a transmission for processing, a unique Receipt ID is generated. The Receipt ID is specific to the transmission that was accepted. 3. If the Transmission was Accepted by the IRS, check the box that indicates that the Transmission was Accepted by the IRS, enter in the Transmission Receipt ID from the file, and select OK. Revised: 09/19/2017 Page 49 of 71 Version

51 4. If your Transmission was Accepted with Errors or Rejected, select the corresponding check box. 5. Select the Browse button and locate the Acknowledgement file to be imported. 6. The Transmission Receipt ID and Acknowledgement Status will populate based on the information in the imported file. a. If the file had been rejected, a message will display prompting you to manually complete the Transmission Receipt ID. Revised: 09/19/2017 Page 50 of 71 Version

52 7. Select OK. 8. A Finalizing Transmission message will display. Continuing will lock the current 1095C workfile and will prevent any further edits or deletions. The Transmission number on the system will automatically increment. If additional 1095C (Original, Correction, Replacement) records are needed, based on the radio button selection, the program will allow the creation of the records under the new transmission number. Select Yes if you wish to continue with the Transmission Finalization process. a. When you click Yes, an additional message will display asking if you would like to see the errors in the transmission. b. After viewing the error report, when you click Yes, an additional message will display asking if you d like the program to import the employees from your Acknowledgement file into the new Transmission. If you select Yes, the employees with errors will automatically populate into the new Transmission. If you select No, they will not automatically populate and you will have the option of importing your Acknowledgement file from the Maintain screen. Revised: 09/19/2017 Page 51 of 71 Version

53 c. After clicking Yes, a message will display stating the information was saved to the current transmission and asks if you would like to proceed to the Step 5 screen. (This appears if you have a 1094 error.) d. If there are only 1095C errors, then the report will display showing the employees that will have been imported into the 1095C Workfile. When you close the report you will be automatically taken to the Step 2 Modify Workfile screen. e. If your Acknowledgement Status was Rejected, a message will display letting you know that because your Transmission is being flagged as a Rejection, all the workfile records are being cloned to the new Transmission. 9. Congratulations! You have just completed the final step of the 1095C Processing. Select Close to exit the 1095C processing screen. Revised: 09/19/2017 Page 52 of 71 Version

54 1095C Corrections and Rejections 1. Navigate to Step 5a Enter Receipt ID and Finalize this Transmission. 2. After your Transmission 0001 has been submitted, select whether your transmission was Accepted by IRS or was Accepted with Errors or Rejected. If your transmission was Accepted, enter your Transmission Receipt ID, and select OK. If your transmission was Accepted with Errors or Rejected, import the Acknowledgement file and select OK. The Transmission (ex. 0001) will be locked and a new Transmission (ex. 0002) will be started. 3. When you select Step 2, a message will display asking if you are going to be creating a Corrected file or an Original file. Click Yes for a Corrected file and No for an Original file. 4. When you click No, the Type field at the top of the browse will populate with the word Original. This will be the identifier for what type of Transmission you are generating. 5. When you are creating an Original file, within Step 2, you will see the option to Create 1095C (or Recreate 1095C if you have already created the workfile). This creation process uses the same programming as what was found in Transmission 1. Revised: 09/19/2017 Page 53 of 71 Version

55 6. You will not be able to add employees to the workfile who were included in the Transmission 1 workfile. This option is used for creating a second original file when employees were omitted from the first file who should have been reported. 7. If you clicked Yes to the Step 2 message to indicate you are generating a Corrected file, you will see at the top of the screen that the Type is Corrected. 8. When you are processing a Corrected file, you will only have the option to Modify the current workfile. Corrected files are used only for making changes to records that were submitted during the previous transmission. Revised: 09/19/2017 Page 54 of 71 Version

56 9. Go into the Modify Current 1095C Workfile option and at the top you will see the new Transmission number and the Type Corrected. The workfile will be blank to begin. a. If you received a file from the IRS containing the records that need to be corrected, use the Import > Import IRS XML file option to bring the data into the work file. **This file is found on the IRS AIR site when you Check Transmission Status. Below the list of errors is a Download button. Click this button and download the file from there. It should save as an.xml extension. b. The option to Import previous transmission will be used in the event that a previous transmission file was accepted by the IRS AIR, but you found errors that you want to correct (i.e. entered incorrect data on all employees). To use this option, select Import > Import previous transmission. You will be prompted to select the Transmission to import from. All the records from the chosen transmission will be imported into the current transmission. 10. After the file is imported, a report will generate showing the names and SSNs of the employees found and built into the workfile. Additional pages of the report will show what the errors were for each individual. Revised: 09/19/2017 Page 55 of 71 Version

57 11. Once the workfile is built from your Import file, the Corrected box at the top of the screen will be checked. The employee record number and error information will display in the bottom left corner of the screen. In this example, the employee error shows Invalid SSN. 12. Go into the Employee Profile and update/correct whatever is incorrect based on the IRS error message. In this image, you can see from the employee change history that her SSN has been updated. 13. Navigate back to the 1094/1095C processing area and go into Step 2 > Modify Current Workfile. On the right side of the screen, you will see a Sync button. This option works similar to an extraction. It is used to update an individual employee or many employees at once by going out to the Profile and pulling in and updating the data for the selected employee(s). To correct a single employee, highlight the employee, click Sync, and choose the Sync Selected Employee option. Revised: 09/19/2017 Page 56 of 71 Version

58 14. A message will display stating that the process is going to remove the employee s existing record in the workfile and replace it with ACA data currently on their Profile. 15. Parameters will display for who will be updated, including the Self-Insured Options. Modify if needed and select OK to process. 16. A message displays indicating that the Sync process is complete. 17. The workfile now shows the updated employee information. The bottom left corner of the screen no longer shows the IRS error message but now shows that the record was synced. Revised: 09/19/2017 Page 57 of 71 Version

59 18. If you have made many corrections to the employees found in the workfile, instead of syncing them individually, you can select Sync and select Sync All Employees. 19. A message will display indicating that a parameter screen will display for you to select which employees to update. 20. It defaults to having all employees from the workfile selected. You do have the ability to individually add employees to or remove employees from the parameters, if need be, by selecting the Ind. Empl. button. Revised: 09/19/2017 Page 58 of 71 Version

60 21. When the process is complete, a message displays indicating the number of employees who were synced. 22. If you find that you need/want to manually add employees to the workfile, you can use the Add button. A search browse appears for entering the employee name. 23. When you are highlighted on an employee and select the View button, you can see that the employee s Corrected box is checked. You can also see the original record identifier, which includes the original receipt ID from where the employee was previously submitted, along with the transmission number and their individual record number from that transmission. Revised: 09/19/2017 Page 59 of 71 Version

61 24. When your correction transmission is ready for submission, go to Step 5 and select Create 1094C/1095C Electronic Submission File(s). 25. The Transmission Type shows Corrected and this is not editable. The screen also shows your TCC code. This auto-populates based on the TCC code entered in Step If you were to go back to your previous Transmission and select Step 5a, you can see that the transmission is shown as Locked (which means that it cannot be edited). 27. Once a Transmission has been locked, you are able to confirm that it has been locked and by whom by navigating to Step 2 and clicking on the File Tracker option. Revised: 09/19/2017 Page 60 of 71 Version

62 28. Despite the Transmission being locked, you can still edit the Transmission Receipt ID. This will only be done in the instance that it was entered incorrectly. This value must match exactly what was provided by the IRS so that when the correction file is submitted, all records can be matched up accordingly. 29. When a Transmission is locked, if you navigate into Step 5 and try to create the electronic submission file, you will receive a message indicated that the workfile is locked and can no longer be created. 30. If you created a Transmission file and it was rejected by the IRS, as part of Step 5a, you will need to import the acknowledgement file and select OK. Upon doing so, a message will display stating that the current transmission will be finalized and a new one will be created, are you sure you want to continue? By clicking Yes, you will be opening a new Transmission. Revised: 09/19/2017 Page 61 of 71 Version

63 31. Another message will display stating that all the workfile records from the prior (rejected) Transmission will be cloned over to the new Transmission. 32. Go into Step 2. You will notice that the only option available to you is Modify Current 1095C Workfile. 33. Select the Import button and select Attach IRS Errors to Employees. 34. Browse for the IRS acknowledgement file on your local drive and select Run. 35. After running the Import, the IRS correction messages have been populated to the corrections section of each workfile record. Revised: 09/19/2017 Page 62 of 71 Version

64 36. The Report button allows you to view a report of All Employees with Errors or just the Selected Employee. 37. The employees listed in the workfile are those that were contained in the rejected file. To update those employees, it is recommended that you go to Employee Profile and make the appropriate changes. When you come back to Step 2, there is a Sync option which allows you to update the employee data in the workfile to match what is found in Profile. This can be done per individual by highlighting on the employee, clicking the Sync button, and selecting Sync selected employee. 38. A message will display indicating that the selected individual will be removed from the current workfile and re-added with their current ACA Information found in Profile. 39. A Sync Parameters screen displays showing the employee selected and allows you to make updates, if necessary, to the Self-Insured Options. Click OK. Revised: 09/19/2017 Page 63 of 71 Version

65 40. When the process has finished, a message will display indicating that the record has been synced. 41. You can also Sync all employees at the same time. To do so, click the Sync button and select Sync all employees. 42. A message displays indicating that first a parameter screen will display allowing you to include/exclude the employees you want to update. Click Yes to continue. Revised: 09/19/2017 Page 64 of 71 Version

66 43. The Parameters screen has a browse which displays all the employees currently included in the Sync process. You have the ability to add additional employees or remove existing employees by clicking the Ind. Empl. button. You can also update the Self-Insured Options for each employee. 44. A message displays indicating when the process has completed and indicating the total number of records that were synced. 45. If you want to manually add an individual to the workfile, you will click the Add button. You will be able to select the employee you wish to add. Note: You can only manually add someone to the workfile who has previously been submitted. If no original record is found for the individual, you will not be able to add them to the workfile. 46. When your transmission is ready for submission, go to Step 5 and click Create 1094C/1095C Electronic Submission File(s). Revised: 09/19/2017 Page 65 of 71 Version

67 47. The Transmission Type shows Replacement and this is not editable. The screen also shows your TCC code. This auto-populates based on the TCC code entered in Step If you were to go back to your previous Transmission and click on Step 5a, you can see that the transmission is shown as Locked (which means that it cannot be edited). 49. Once a Transmission has been locked, you are able to confirm that it has been locked and by whom by navigating to Step 2 and clicking on the File Tracker option. 50. Despite the Transmission being locked, you can still edit the Transmission Receipt ID. This will only be done in the instance that it was entered incorrectly. This value must match exactly what was provided by the IRS so that when the correction file is submitted, all records can be matched up accordingly. 51. When a Transmission is locked, if you navigate into Step 5 and try to create the electronic submission file, you will receive a message indicated that the workfile is locked and can no longer be created. Revised: 09/19/2017 Page 66 of 71 Version

68 1094C Corrections 1. Once you have finalized/locked a Transmission, a new Transmission will automatically be generated for you. Within that new Transmission, Step 1 information (Employer Info) is view only. Step 1 is View Only no matter what Type of Transmission is set (Original, Corrected, Replacement). 2. Go to Step 5 and click Create Electronic Submission File(s). 3. When the Transmission Type is set to Original, you will be unable to create a 1094 Correction. The flag for these types of corrections is insensitive and a message in red font states that no changes can be made to the 1094C unless a Correction Transmission is being performed. Revised: 09/19/2017 Page 67 of 71 Version

69 4. When the Transmission Type is set to Corrected, navigate to Step 5 and Create the Electronic Submission file. 5. Now the 1094 Correction flag is available for selection. 6. If changes are necessary to the 1094 file, check the box. A message box displays to show the Transmission, Submission, and Receipt ID that is going to be corrected. Revised: 09/19/2017 Page 68 of 71 Version

70 7. When the 1094 Correction box is checked, sections 2, 3, and 4 become available for modification. Employee Count information can be updated by selecting Recalculate Counts (Do not use that option unless the employee count information being reported needs to be modified from what the original file showed). 8. Also when the 1094 Correction box is checked, the Edit Employer Info button becomes available. From this button, you are able to modify the employer data that is otherwise found in Step 1. Making changes to the employer information here, though, does not update the data found in Step 1. Revised: 09/19/2017 Page 69 of 71 Version

71 9. Once the electronic submission file(s) are created, the XML file layout displays that it has been updated for corrections. Revised: 09/19/2017 Page 70 of 71 Version

72 Prior Year Processing There are options available to allow processing and viewing of prior year 1094/1095C and B workfiles and forms. To access this area, the user must have proper security. This can be set up within Security Groups. 1. Navigate to Human Resources > Payroll > Year End > Previous Years. There are now options for 1094/1095B and 1094/1095C. 2. The Calendar Year option is active and able to be changed based on the year you need to view. 3. These options allow you to continue processing for a prior year, if necessary, and follow the reporting rules and guidelines for the selected year. Revised: 09/19/2017 Page 71 of 71 Version