Spreadsheet import - Form 1095-C

Alerts and notices

The Spreadsheet Import Wizard enables you to import 1095-C information from a spreadsheet using .XLS or .XLSX file format.

Note: You can use this method to import 1095-C information for existing employees only. You cannot add new employees via this import.

Creating the 1095-C spreadsheet to be imported

Although you can create your own spreadsheet to import 1095-C information for your clients’ employees, we recommend that you use the 1095-C template spreadsheet that we have made available for export. The 1095-C template spreadsheet exports from Accounting CS populated with basic employee information that is formatted to match the Sample 1095-C template available in the 1095-C spreadsheet import dialog.

For more information about this process, see Creating a 1095-C template spreadsheet.

Entering information in the spreadsheet

Whether you are using the 1095-C template spreadsheet or creating your own, you will need to follow these important formatting requirements to enter data in the spreadsheet to ensure a successful import of 1095-C information into Accounting CS.

  • Always save the spreadsheet before importing data in to Accounting CS to ensure all changes are imported.
  • Employees' first names, last names, and Social Security numbers must match the existing employee records in Accounting CS.
  • The spreadsheet must contain columns for employee ID or employee last name and Social Security number.
  • Social Security numbers must be formatted as XXX-XX-XXXX.
  • Verify there are no blank rows between employee records in the spreadsheet.
  • Part II - Employee Offer and Coverage codes and values must use the following formats:
    • Box 14 (Offer of Coverage): 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1J, 1K
      Click here to view code descriptions.
      • 1A. Qualifying Offer: Minimum essential coverage providing minimum value offered to full-time employee with employee contribution for self-only coverage equal to or less than 9.5% mainland single federal poverty line and at least minimum essential coverage offered to spouse and dependent(s).

        Tip: This code may be used to report for specific months for which a Qualifying Offer was made, even if the employee did not receive a Qualifying Offer for all 12 months of the calendar year. However, an employer may not use the Alternative Furnishing Method for an employee who did not receive a Qualifying Offer for all 12 calendar months (except in cases in which the employer is eligible for and reports using the Alternative Furnishing Method for 2015 Qualifying Offer Method Transition Relief as described in IRS instructions for Forms 1094-C and 1095-C).
      • 1B. Minimum essential coverage providing minimum value offered to employee only.
      • 1C. Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependent(s) (not spouse).
      • 1D. Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to spouse (not dependent(s)).
      • 1E. Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage offered to dependent(s) and spouse.
      • 1F. Minimum essential coverage NOT providing minimum value offered to employee; employee and spouse or dependent(s); or employee, spouse and dependents.
      • 1G. Offer of coverage to employee who was not a full-time employee for any month of the calendar year (which may include one or more months in which the individual was not an employee) and who enrolled in self-insured coverage for one or more months of the calendar year.
      • 1H. No offer of coverage (employee not offered any health coverage or employee offered coverage that is not minimum essential coverage, which may include one or more months in which the individual was not an employee).
      • 1I. (Reserved)
      • 1J. Minimum essential coverage providing minimum value offered to employee and at least minimum essential coverage conditionally offered to spouse; minimum essential coverage not offered to dependent(s). (See Conditional offer of spousal coverage, above, for an additional description of conditional offers.)
      • 1K. Minimum essential coverage providing minimum value offered to employee; at least minimum essential coverage offered to dependents; and at least minimum essential coverage conditionally offered to spouse. (See Conditional offer of spousal coverage, above, for an additional description of conditional offers.)
    • Box 15 (Employee Share of Lowest Cost Monthly Premium): Dollar value in XX.XX or XX format.
    • Box 16 (Applicable Section 4980H Safe Harbor): 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H
      Click here to view code descriptions.
      • 2A. Employee not employed during the month. Enter code 2A if the employee was not employed on any day of the calendar month. Do not use code 2A for a month if the individual was an employee of the employer on any day of the calendar month. Do not use code 2A for the month during which an employee terminates employment with the employer.
      • 2B. Employee not a full-time employee. Enter code 2B if the employee is not a full-time employee for the month and did not enroll in minimum essential coverage, if offered for the month. Enter code 2B also if the employee is a full-time employee for the month and whose offer of coverage (or coverage if the employee was enrolled) ended before the last day of the month solely because the employee terminated employment during the month (so that the offer of coverage or coverage would have continued if the employee had not terminated employment during the month). Also use this code for January 2015 if the employee was offered health coverage no later than the first day of the first payroll period that begins in January 2015 and the coverage offered was affordable for purposes of the employer shared responsibility provisions under section 4980H and provided minimum value.
      • 2C. Employee enrolled in coverage offered. Enter code 2C for any month in which the employee enrolled in health coverage offered by the employer for each day of the month, regardless of whether any other code in Code Series 2 (other than code 2E) might also apply (for example, the code for a section 4980H affordability safe harbor). Do not enter 2C in line 16 if code 1G is entered in the All 12 Months Box in line 14 because the employee was not a full-time employee for any months of the calendar year. Do not enter code 2C in line 16 for any month in which a terminated employee is enrolled in COBRA continuation coverage (enter code 2A).
      • 2D. Employee in a section 4980H(b) Limited Non-Assessment Period. Enter code 2D for any month during which an employee is in a Limited Non-Assessment Period for section 4980H(b).
        If an employee is in an initial measurement period, enter code 2D (employee in a section 4980H(b) Limited Non-Assessment Period) for the month, and not code 2B (employee not a full-time employee). For an employee in a section 4980H(b) Limited Non-Assessment Period for whom the employer is also eligible for the multiemployer interim rule relief for the month, enter code 2E (multiemployer interim rule relief) and not code 2D (employee in a Limited Non-Assessment Period).
      • 2E. Multiemployer interim rule relief. Enter code 2E for any month for which the multiemployer arrangement interim guidance applies for that employee, regardless of whether any other code in Code Series 2 (including code 2C) might also apply. This relief is described under Offer of Health Coverage in the Definitions section of IRS instructions for Forms 1094-C and 1095-C.
      • 2F. Section 4980H affordability Form W-2 safe harbor. Enter code 2F if the employer used the section 4980H Form W-2 safe harbor to determine affordability for purposes of section 4980H(b) for this employee for the year. If an employer uses this safe harbor for an employee, it must be used for all months of the calendar year for which the employee is offered health coverage.
      • 2G. Section 4980H affordability federal poverty line safe harbor. Enter code 2G if the employer used the section 4980H federal poverty line safe harbor to determine affordability for purposes of section 4980H(b) for this employee for any month(s).
      • 2H. Section 4980H affordability rate of pay safe harbor. Enter code 2H if the employer used the section 4980H rate of pay safe harbor to determine affordability for purposes of section 4980H(b) for this employee for any month(s).

        Note: Codes 2F through 2H: Although employers may use the section 4980H affordability safe harbors to determine affordability for purposes of the multiemployer arrangement interim guidance, an employer eligible for the relief provided in the multiemployer arrangement interim guidance for a month for an employee should enter code 2E (multiemployer interim rule relief), and not a code for the section 4980H affordability safe harbors (codes 2F, 2G, or 2H).
  • Part III - Covered Individuals must be entered on separate rows directly below the employee under whom they are covered, with an asterisk (*) in the Last Name or SSN column. Show me.
    covered individual spreadsheet format
  • Part III - Covered Individual checkboxes must use the following formats:
    • To mark the checkbox, enter 1, Yes, Y, True, T, or X
    • To clear the checkbox, enter 0, No, N, False, F, or leave the cell blank.
  • To exclude any blank or extra rows from the import process, mark the Omit Row checkbox in the Spreadsheet Import Wizard.
  • To exclude any blank or extra columns from the import process, leave the columns unmapped.
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Importing 1095-C information

To import 1095-C information into Accounting CS, follow these steps.

Note: The imported 1095-C information will overwrite any existing 1095-C information that exists for the client in Accounting CS.

Selecting the source file

Be sure that the spreadsheet is closed and remains closed during the import process.

Be sure that the spreadsheet is not password protected.

  1. Choose File > Import > Spreadsheet.
  2. In the Spreadsheet Import Wizard Source Data screen, select the appropriate client from the Client name field.
  3. Select 1095-C from the drop-down list in the Data type field.
  4. In the Import File section, click the Browse button to navigate to the spreadsheet file to import and click Open, or enter the path and filename.
  5. Select the worksheet within the spreadsheet file to import. If you are unable to select a worksheet, see these suggestions.
  6. In the Data Year section, choose whether to import current or prior year data.
  7. Click Next to open the Column Mapping screen to map spreadsheet columns to specific data fields.

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Mapping spreadsheet columns

Use this screen to map the spreadsheet columns to specific data fields in Accounting CS.

  1. If you are using a 1095-C Import Template spreadsheet, select Sample 1095-C from the Template drop-down list, click Next, and then skip to step 5.
  2. If the spreadsheet includes column headings or other rows of data that should not be imported, mark the checkbox in the Omit row column for that row. The application will not validate or import data in that row
  3. For each column, click the column heading in the grid, and then select the applicable mapping item from the drop-down list in the Column <x> field above the grid.
    Mapping item Additional info Additional info 2 Required?
    Employee ID Either Employee ID or Last Name and SSN must be mapped.
    First Name --
    Middle Name --
    Last Name Either Employee ID or Last Name and SSN must be mapped.
    Suffix --
    SSN/EIN Either Employee ID or Last Name and SSN must be mapped.
    Part II: Employee Offer And Coverage Box 14: Offer of Coverage Code

    Box 15: Employee Share of Lowest Cost Monthly Premium

    Box 16: Applicable Section 4980H Safe Harbor Code
    <Month> or
    All 12 Months
    <Month> or
    All 12 Months
    <Month> or
    All 12 Months
    --
    --
    --
    --
    --
    --
    Part III: Covered Individuals Covered Individual First Name
    Covered Individual Last Name
    Covered Individual Suffix
    Covered Individual SSN
    Covered Individual DOB
    Employer Provided Self Insured Coverage Indicator
    Covered Individual Months







    <Month> or
    All 12 Months
    --
    --
    --
    --
    --
    --
    --
    --
  4. When you have completed mapping the data, click Next.
  5. The application validates the spreadsheet data and highlights any invalid items. If necessary, correct the data and then click Next.

Note: The Electronic Statement Consent Indicator column and the Employee Detail Indicator column are included only for reference for the spreadsheet preparer. Leaving these columns blank and unmapped will not impact the import or export of the spreadsheet. Show me.

Reference Columns

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Reviewing import diagnostics

Once the import process is complete, review the Import Diagnostics screen for any exceptions. To print a list of the import diagnostics, click the Print button.

After reviewing the import diagnostics, click the Finish button to close the Spreadsheet Import Wizard.

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Related topics

Affordable Care Act reporting

Spreadsheet import overview

Creating a 1095-C template spreadsheet

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