Creating ACA Form Data for Forms 1094-C and 1095-C

This section provides an overview of ACA data extraction required to generate Forms 1094-C and 1095-C.

Page Name

Definition Name

Usage

ACA Data Extract Page

ACA_DTEX_RUNCTL

To extract, clean up, or finalize data needed for forms transmittal.

ACA Employer Transmittal Data Pages

ACA_ALE_XMIT_PART1 (ALE Member tab)

ACA_ALE_XMIT_PART2 (ALE Monthly Data tab)

To view the employer transmittal data after the data extraction process.

ACA Employee Transmittal Data Page

ACA_EMP_XMIT_PART1 (ALE Member tab)

ACA_EMP_XMIT_PART2 (Monthly Employee Data tab)

ACA_EMP_XMIT_PART3 (Covered Dependent Data tab)

To view the employee transmittal data after the data extraction process.

Review Employee Data Load Page

ACA_EMP_DATA_LOAD

To review/modify employee CI loaded monthly codes.

Review Employee Amount Load Page

ACA_EMPMDATA_LOAD

To review/modify employee CI loaded monthly amounts.

Review Covered Individual Load Page

ACA_DEP_DATA_LOAD

To review/modify employees or covered individual CI loaded monthly flags.

Use the ACA Data Extract page (ACA_DTEX_RUNCTL) to extract, clean up, or finalize data needed for forms transmittal.

Navigation:

Benefits > ACA Annual Processing > Create ACA Form Data > ACA Data Extract

This example illustrates the fields and controls on the ACA Data Extract page.

 ACA Data Extract page

Field or Control

Description

Data Extract ID

Enter the Data Extract ID that defines data to be extracted.

Applicable Large Employer

Select the ALE Member for the data extract.

Calendar Year

Enter the tax filing year.

Extract Option

The options available are:

  • Extract ACA Employee Data – Extract data for selected employees only. Specify the employees in the Participant(s) grid below

  • Extract ALE Employer Data – Extract data for Form 1094-C only. This is used after running the Merge Process or after Employee Transmittal Data was modified manually. This process will sync up the counts.

  • Extract All Transmittal Data – Extract data for Forms 1094-C and 1095-C.

  • Finalize for Transmittal – Flag as Final the highest Sequence extracted data with Process Status of PeopleSoft Extracted, User Modified, or Merged with Data Load.

  • Remove Extracted Data – Select this option to delete all extracted data where Process Status is not Finalize for Transmittal or Transmittal Created.

  • Un Finalize Extracted Data – Reset the highest sequence extracted data with Process Status of Finalize to its previous status.

Note: If an extract has already been run for an ALE/Calendar Year, the same extract ID should be used for that calendar year. Otherwise, an error message will be generated.

Use the ACA Employer Transmittal Data page (ACA_ALE_XMIT_PART1 and ACA_ALE_XMIT_PART2) to view or modify the employer transmittal data after the data extraction process.

Navigation:

Benefits > ACA Annual Processing > Create ACA Form Data > ACA Employer Transmittal Data

This example illustrates the fields and controls on the ACA Employer Transmittal Data page - ALE Member tab.

 ACA Employer Transmittal Data page - ALE Member tab

Field or Control

Description

Process Status

Defines the status of Data Extract, such as, PeopleSoft Extracted, User Modified, Merged with Data Load, VOID, Finalized for Transmittal, and Transmittal Created. You can add a ‘User Modified’ row to modify data before creating the 1094-C transmittal file.

Note: Address is extracted based on the country format.

This example illustrates the fields and controls on the ACA Employer Transmittal Data page - ALE Monthly Data tab.

 ACA Employer Transmittal Data page - ALE Monthly Data tab

Use the ACA Employee Transmittal Data page (ACA_EMP_XMIT_PART1, ACA_EMP_XMIT_PART2 and ACA_EMP_XMIT_PART3) to view or modify the employee transmittal data after the extraction process.

Navigation:

Benefits > ACA Annual Processing > Create ACA Form Data > ACA Employee Transmittal Data

This example illustrates the fields and controls on the ACA Employee Transmittal Data page – ACA Employee tab.

 ACA Employee Transmittal Data page - ACA Employee tab

Note: Employee Address is extracted based on the address type table order (ADDR_TYPE_TBL component) that you have set up.

Field or Control

Description

Reissue Form 1095-C

Between the time when Form 1095-Cs is furnished to employees but the Transmittal File has not been submitted to IRS, administrator can reissue Form 1095-C to their employees. Add a user modified row with the changes required and select the Reissue check box to indicate this data row is for issuing a reissue form. Once changes are verified, set the Process Status to Finalized for Transmittal and run the Create XML File (Reissue) process.

This example illustrates the fields and controls on the ACA Employee Transmittal Data – Employee Monthly Data tab.

 ACA Employee Transmittal Data page - Employee Monthly Data tab

Field or Control

Description

Plan Start Month

This is an optional field for 2015. The system defaults it to ‘00’.

Box ID 15: Employee Monthly Data

The data from the first row Self Only Lowest Premium Cost populates the corresponding box in the Form 1095-C. The Self Low Cost Base Benefits, Self Low Cost BA No Credit and Self Low Cost BA With Credit are three working rows used to calculate cost and credits.

This example illustrates the fields and controls on the ACA Employee Transmittal Data page – Covered Individual Data tab.

 ACA Employee Transmittal Data page - Covered Individual Data tab

If you have third-party data in a Microsoft Excel spreadsheet, you can use the following component interfaces to load employee Form 1095-C data:

  • CI_ACA_EMPDATA_SRC loads line 14 and 16 of 1095-C

  • CI_ACA_EMPMDATA_SRC loads line 15 of 1095-C

  • CI_ACA_DEP_DATA_SRC loads Covered Individual Data, part III of 1095-C.

The component interface simplifies the process of loading your data and performs the required validations during the process.

For more information, see PeopleTools documentation for PeopleSoft Component Interfaces.

The data thus loaded can be viewed and modified on the following pages:

  • Review Employee Data Load

  • Review Employee Amount Load

  • Review Covered Individual Load

Use the Review Employee Data Load page (ACA_EMP_DATA_LOAD) to review/modify employee CI loaded monthly codes.

Navigation:

Benefits > ACA Annual Processing > Create ACA Form Data > Review Employee Data Load

This example illustrates the fields and controls on the Review Employee Data Load page.

 Review Employee Data Load page

Field or Control

Description

Data Status

Display/modify the status of the data reviewed. The options available are Error, Initial Load, Merged, Updated, Void, and Warning.

ACA Source

Display/modify the source of data loaded using Excel-CI Load.

Use the Review Employee Amount Load page (ACA_EMPMDATA_LOAD) to review/modify employee share of lowest cost monthly premium for self-only minimum value coverage.

Navigation:

Benefits > ACA Annual Processing > Create ACA Form Data > Review Employee Amount Load

This example illustrates the fields and controls on the Review Employee Amount Load page.

 Review Employee Amount Load page

Use the Review Covered Individual Load page (ACA_DEP_DATA_LOAD) to review/modify data for employee or covered dependent enrollment to employer-sponsored self-insured health coverage.

Navigation:

Benefits > ACA Annual Processing > Create ACA Form Data > Review Covered Individual Load

This example illustrates the fields and controls on the Review Covered Individual Load page.

 Review Covered Individual Load page