Processing 1094-C and 1095-C forms

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

For payroll compliance (annually licensed)

When you are ready to print 1094-C or 1095-C forms for all or specific employees of one or more clients, follow one of these procedures.

Notes

  • When you process 1095-C forms using the Actions > Process Payroll Tax Forms screen, the application processes 1095-C forms for any employees who have been selected in the Actions > Edit Payroll Tax Forms screen. You can process 1095-C forms for all recipients by marking the Print All Employees checkbox.
  • To process 1095-C forms for a specific group employees, you will need to use the Actions > Edit Payroll Tax Forms screen for form processing, as described in the latter two procedures in this topic.

For internet filing: If you plan to file your clients' 1094-C and 1095-C forms via internet, you are required to submit a test internet file to the IRS Affordable Care Act Information Return (AIR) System. For more information, see the Creating and submitting a test 1095-C internet file section below.

Processing 1094-C and 1095-C forms for one or more clients

Note: By default, the Do not file checkbox is marked for Form 1095-C in the Payroll Taxes tab of the Setup > Clients screen. Be sure to clear that checkbox for the appropriate clients prior to following this procedure to process 1094-C and 1095-C forms.

  1. Choose Actions > Process Payroll Tax Forms.
  2. In the Process Payroll Tax Forms screen, select 1095-C from the Form type drop-down list.
  3. In the Year drop-down list, select the year for the 1094-C and 1095-C forms you want to process and then click the Refresh button.
  4. Use the Filter Options section to limit the clients and forms that display in the Form Selection grid. See Filtering data in the Process Payroll Tax Forms screen for detailed information about the available filter options.
  5. Mark the checkboxes for the clients or individual forms that you want to print for each client.
  6. For each copy of the form, you can select a different filing method by selecting it from the drop-down list in the Filing Method column.

    Note: If the selection in the Filing Method column is grayed out, then the filing method has been overridden in the Print Options dialog - Form 1095-C, and you will need to update it there.

  7. Once all your selections have been made, click the Print Options button to open the Print Options dialog - Form 1095-C to specify the sort order or to override the filing method for a form, and then Click OK.
  8. To preview the selected forms prior to printing, click the Preview Selected button.
  9. To print the selected forms, click the Process Selected button.
  10. In the Print dialog, make any necessary changes to the printer selection or output options and then click OK.

    Notes

    • To print the client copy, you need to mark the Client copy checkbox.
    • If you are processing any electronic or internet/magnetic files, be sure to mark the Filing copy checkbox in the Print dialog to queue the files and make them available for processing in the Actions > Process Electronic Files screen or the Actions > Process Internet/Magnetic Files screen.
    • If necessary, you can override the printer selection for individual copies in the Setup > User Preferences dialog. Otherwise, the printer selected in the Printer section of the Print dialog will be used.
    • Virtual Office and SaaS users processing forms using the internet filing method, see Copying files or folders from the Virtual Office CS server for information on downloading the files to your local computer.

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Processing 1095-C forms for specific employees

Note: By default, the Do not file checkbox is marked for Form 1095-C in the Payroll Taxes tab of the Setup > Clients screen. Be sure to clear that checkbox for the appropriate clients prior to following this procedure to process 1094-C and 1095-C forms.

  1. Choose Actions > Edit Payroll Tax Forms.
  2. In the Edit Payroll Tax Forms screen, select the appropriate client from the client selection drop-down list.
  3. Select 1095-C from the Form Type drop-down list.
  4. In the Year field, select the year for the 1095-C forms you want to process and then click the Refresh button.
  5. In the Employee Data tab, click the plus sign next to the client ID to expand the list of employees, and then mark the checkboxes for the employees whose 1095-C forms you want to process.
  6. Click the Process Client Forms Process client forms button button to open the Process Client 1095-C Forms dialog
  7. Mark the checkboxes for the individual forms that you want to print for the client.
  8. For each copy of the form, you can select a different filing method by selecting it from the drop-down list in the Filing Method column.

    Note: If the selection in the Filing Method column is grayed out, then the filing method has been overridden in the Print Options dialog - Form 1095-C, and you will need to update it there.

  9. Once all your selections have been made, click the Print Options button to open the Print Options dialog - Form 1095-C to specify the sort order or to override the filing method for a form, and then Click OK.
  10. To preview the selected forms prior to printing, click the Preview Selected button.
  11. To print the selected forms, click the Process Selected button.
  12. In the Print dialog, make any necessary changes to the printer selection or output options and then click OK.

    Notes

    • To print the client copy, you need to mark the Client copy checkbox.
    • If you are processing any electronic or internet/magnetic files, be sure to mark the Filing copy checkbox in the Print dialog to queue the files and make them available for processing in the Actions > Process Electronic Files screen or the Actions > Process Internet/Magnetic Files screen.
    • If necessary, you can override the printer selection for individual copies in the Setup > User Preferences dialog. Otherwise, the printer selected in the Printer section of the Print dialog will be used.
    • Virtual Office and SaaS users processing forms using the internet filing method, see Copying files or folders from the Virtual Office CS server for information on downloading the files to your local computer.

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Creating and submitting a test 1095-C internet file

Before your firm is able to transmit live 1095-C internet files, you are required to upload a 1095-C test file to the IRS Affordable Care Act Information Returns (AIR) system.

Follow the steps below to create and submit your 1095-C test file.

  1. Choose Actions > Process Internet/Magnetic Files.
  2. Click the Transmitter Information button at the bottom of the screen.
  3. In the General section, verify or select a File Contact.

    Note: The file contact you select must have a full name and phone number entered in the Staff screen.

  4. In the Federal 1095-C section, enter your firm's 1095-C Transmitter Control Code and click OK.

    Note: Transmitter Control Codes that are assigned for 1095-C electronic filing are different than those assigned for 1099 electronic filing.

  5. Click the Create 1095-C Test File button. The application creates two XML files in the /12-31-yy/US/1095-C Test File/ folder in the file location specified for Electronic/Internet/Magnetic files in the File Creation tab of the File Locations dialog.

    Note: Virtual Office and SaaS users, see Copying files or folders from the Virtual Office CS server for information on downloading the files to your local computer.

  6. Navigate to the IRS Affordable Care Act Information Returns Program website in your browser.
  7. On the right side of the page, click the AIR UI Channel Login - AATS (Testing) link and then click the Leave IRS Site button.
  8. Log in using your e-services account credentials.
  9. Browse to and select the manifest and data form test files and then click the Transmit button.

Checking for acknowledgement

Once you have submitted your test files, you can log into the the same website to check for an acknowledgement. If you receive either an "Accepted" or "Accepted with Errors" acknowledgement, contact the IRS AIR help line at 866.937.4130 to have them activate your Transmitter Control Code (TCC). You can then start transmitting live 1095-C internet files using the AIR UI Channel Login - Production link on the IRS Affordable Care Act Information Returns Program website.

Creating and submitting a 1095-C internet file

After your firm has uploaded a 1095-C test file to the IRS Affordable Care Act Information Returns (AIR) system, you can transmit a live 1095-C internet file.

Follow the steps below to create and submit your 1095-C file.

  1. Choose Actions > Process Internet/Magnetic Files.
  2. Select the 1095-C files for which you want to create a file, and then click the Create Files button. The application creates two XML files in the /12-31-yy/US/Batch File xx/ subfolder within the file location that is specified for Electronic/Internet/Magnetic files in the File Creation tab of the Setup > File Locations dialog.

    Notes:

  3. Using your browser, navigate to the IRS Affordable Care Act Information Returns Program website.
  4. On the right side of the webpage, click the AIR UI Channel Login - Production link and then click the Leave IRS Site button.
  5. Log in using your e-services account credentials.
  6. Browse to and select the manifest and data form files and then click the Transmit button.

Related topics

1094-C and 1095-C form setup and processing

Creating replacement 1094-C / 1095-C files

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