Creating replacement files for Forms 1094-C and 1095-C

Alerts and notices

If the IRS rejects your internet files for Forms 1094-C and 1095-C, you may be required to submit full or partial replacement files that contain information that was provided in the IRS Transmission Status Details. This article explains how to create these replacement files and details the formatting requirements for the Original Submission ID number for the partial replacement file.

Creating replacement files for Forms 1094-C and 1095-C

  1. Correct each employee or client record that contained incorrect or invalid information reported in the IRS rejection.
  2. Choose Actions > Process Payroll Tax Forms and select 1095-C from the Form type drop-down list.
  3. Select the year from the Year drop-down list, and then click Refresh.
  4. Click the plus sign (+) next to every client that contained incorrect or invalid information in the original file, and then mark the Agency Copy and 1094-C checkboxes.
  5. In the Filing Method column, verify that Internet is selected for each form, and then click the Process Selected button.
  6. In the Print dialog, select an output method, and then click OK.
  7. Choose Actions > Process Internet/Magnetic Files, and then click the Manage Files button.
  8. Follow these steps to create a full replacement file.
    1. In the Manage Files dialog, click the Ellipsis ellipsis button button next to the file that you need to replace.

      Note: If necessary, click the delete button to clear the filter in the Manage Files dialog.

    2. In the Full Replacement File Details dialog, enter the original Receipt ID, formatted exactly as it was provided to you by the IRS in the Transmission Status Details. We recommend that you copy the Receipt ID number (which can be up to 80 characters long) and then paste it into the field.
    3. Press the TAB key, and then click the Create File button.

    Note: The application creates two files in the 12-31-yy/US/Batch XX/Replacement Files folder in the file location specified at the bottom of the Manage Files dialog. The files will contain Form 1094-C and 1095-C data for all clients included in the original file, as required by the IRS.

  9. Follow these steps to create a partial replacement file.
    1. In the Manage Files dialog, click the plus sign (+) for the file that contains the information to be replaced.
    2. click the Ellipsis ellipsis button button next to the client that you need to replace.
    3. In the Partial Replacement File Details dialog, enter the Original Submission ID number, formatted exactly as it was provided to you by the IRS in the Transmission Status Details. We recommend that you copy the Original Submission ID number (which can be up to 96 characters long) and then paste it into the field.
    4. Press the TAB key, and then click the Create File button.

    Note: The application creates two files in the 12-31-yy/US/Batch XX/Partial Replacement Files folder in the file location specified at the bottom of the Manage Files dialog. The files will contain Form 1094-C and 1095-C data for the client that you chose to replace from the original file, as required by the IRS.

Formatting requirements for partial replacement 1094-C and 1095-C files

For the file to be accepted by the IRS, the Original Submission ID number must meet the following formatting rules.