The ACA 1094/5 Management (PRE109) program allows you to add employee dependents, specify supported form data, and in conjunction with Excel spreadsheets, export employee/dependents information, review, modify and add additional values to complete the forms, re-import the spreadsheet, and then print forms 1095 and 1094 as you determine necessary. Once the forms are printed the screen is locked so that information cannot be over-written without using the Release to change and reprint option.
The menu options laid out at the top of the screen are primarily organized to be accessed from left to right for steps in processing.
The ACA 1094/5 Management program is located in the Payroll module. The complete path is Payroll>End of Period>End of Year Processing>ACA 1094/5 Management (PRE109). After you access this program, use the menu options to follow the steps needed to complete and print 1094/1095 forms.
The first task is to enter relevant dependent information for each employee. The Employee Dependents (PRE109.D) screen is available from the Options menu for this process. Once dependents are entered, this information is retained for year-to-year use and can be modified at any time.
Note: Dependent information entered here is not specific to a reporting year – a dependent can be covered one year and not in subsequent years. The information relevant to each reporting year is handled via the “Dependent Data” menu options.
The next task involves completing the 1094 tax options on ACA 1094/5 Management. Follow all applicable IRS instructions to complete the 1094 information for the selected reporting year. It is the sole responsibility of you to determine which forms, if any, should be printed and the tax information for those forms.
Enter the tax filing year. The check boxes Authorized Transmittal, Qualifying Offer Method, 98% Offer Method (Note: If you select this check box, the # Full Time prompts are disabled.), Qualifying Offer Transition Relief, and Section 4980H Transition Relief (Note: If you do not select this check box, the 4980H Code prompts are disabled.) represent the information on Form 1094. Check the boxes as you determine for your company’s filing situation.
Enter the contact name and phone number to report on the 1094/1095 forms, and indicate which form to use: Forms B or Forms C. If you select to use forms B, the Origin field is enabled for you to specify the appropriate origin of policy code.
Enter the Min Coverage, # Full Time, Tot # Empl, and 4980H Code fields for either “All 12” months or individually for Jan – Dec, per IRS regulations.
After entering through all of the fields, the remaining menu options will enable, allowing you to proceed to the next tasks.
The next task, Get Employee Data, is the second task on the Options menu. This task retrieves selected employee base data for the filing year. When you click Options>Get Employee Data, the Deduction Codes dialog box is displayed where you can specify the type of History to Use to compile the data needed to complete the forms and Deduction Codes to use for defaulting the employee share initial values.
You can use employee period history or check history from Payroll as a basis for your 1095 and 1094 form data.
Note: If in running the Clear Check History (PRU810) program, you have purged any of the corresponding check history for the filing year, using check history will result in incomplete starting data.
Note: If the # of History Period Stored field in the PR Static Control (PRF980) program is insufficient to ensure that all of the periods in the filing year remain on file, using period history will result in incomplete starting data.
Whether selecting Check History or Period History, the actual data stored in FACTS is only a “starting point” for your calculations. The IRS is requesting information for specific months, and the FACTS check history and period history can or cannot align with the months as the IRS requires.
With check history, we use the check data, and attribute all of the hours, earnings and deductions to that month. With period history, we attempt to determine which month the period covers and attribute all of the hours, earnings and deductions to that month.
As a result, once the data is captured, it is your responsibility to update the data as necessary to ensure it aligns properly with appropriate IRS regulations.
After you specify the history type, enter the payroll deduction codes for defaulting the employee’s share. Use a space or comma to separate multiple deduction codes.
The IRS requests the “Employee Share of Lowest Cost Monthly Premium for Self-Only Minimum Value Coverage”. This value is defined by the IRS, and it is your responsibility to understand what it means and how to calculate it.
As an attempt to help provide you information that can be relevant to this calculation, FACTS will capture the amount withheld from the employees’ checks for the selected deduction codes. It is all but certain that this number is NOT the value the IRS requires, and it is solely your responsibility to determine what that value is.
Additionally, FACTS will calculate for you the # hours and the earnings per “month” (as defined above based on which history you chose to use). These values will be exported to the Employee Data spreadsheet.
When you complete the information in the Deduction Codes dialog box and click OK, employees for the tax year are displayed in the browser of ACA 1094/5 Management. In addition to the employee name and number, three columns of information are also displayed. It is important that you understand what this information represents and how it was derived from FACTS.
| Column | Details |
| FT | Full Time: As described above when selecting the type of history to use, FACTS allocates the reported hours per months and attempts to identify which employees were full time each month. If an employee works 130hrs or more in a month, this indicator is set to FT=Y. The IRS has multiple ways of determining which employees are considered “full time”, so you are solely responsible for verifying each employee’s time and whether the employee is full time. |
| Incl |
This setting indicates whether a Form-1095 should be printed for this employee. |
| Prtd |
Indicates whether a Form-1095 has been printed for this employee. |
The information gathered in this step is made available to be edited in the tasks described below.
The next task is to update the filing year dependent data. This task should be completed before editing the employee data.
Exporting and importing of the filing year dependent data are both required tasks.
On the Dependent Data menu, the Export to Excel task is used to open the filing year’s dependent information. For the reporting year specified, the spreadsheet displays the employee name and number, and each dependent id, name, date of birth and age. These fields should NOT be changed – they are here for information purposes only. If any of these fields are incorrect or if any dependents are missing, they must be corrected or entered in the Options/Enter Dependents menu option.
The remaining fields, Covered in all 12 months, Covered in January to December are available for you to complete for each dependent. Enter a capital letter N or a capital letter Y in each of these cells for each dependent.
You must complete all of the spreadsheet fields before the import regardless of which form type (B or C) you expect to use. Once you are satisfied with your entries Employee Dependent Information form 1095 Excel spreadsheet, have the completed spreadsheet open and active and click Dependent Data>Import from Excel on ACA 1094/5 Management (PRE109). This process brings the dependent data information you reviewed and modified for form 1095 into FACTS to be prepared to print on the forms.
Once the import is complete, you can close and delete the spreadsheet. If additional edits need to be completed later, you can simply click “Dependent Data>Export to Excel” and the spreadsheet will be recreated with the previously-imported values.
After the dependent data has been imported, the next step is to update the employee data. Click Employee Data>Export to Excel to send the employee information to the Employee Information for 1095 spreadsheet. (Ensure Excel is already open to a blank workbook.) For the reporting year specified, the spreadsheet is populated with all of the current information for each potential employee. Some of the data is for reference only, including: Employee #, name, hire date, termination date, rehire date, pay change date, employee class, department, branch, active flag and number of dependents. None of these fields should be changed on the spreadsheet.
This information on the spreadsheet should be updated/entered.
Employee counts as full time – This must be either a capital letter Y or a capital letter N.
Print 1095 for this employee – This must be either a capital letter Y or a capital letter N.
Offer of Coverage Codes – Enter the appropriate codes based on the IRS instructions for form 1095. These fields (all 12 months AND each month) must be entered for all employees regardless of which form (B/C) you will be using, and the entered values must conform exactly to the IRS approved values.
Employee Share – These fields can be defaulted based on the deduction code(s) you entered above. You must determine what the proper values are for these fields and enter them accordingly. Most of the data on this spreadsheet is put there to potentially aid you in determining the final answer for the Employee Share fields.
Section 4980H Codes – Enter the appropriate codes based on the IRS instructions for form 1095. If your company does not qualify for Section 4980H Transition Relief, leave all of these fields blank.
Additionally, the “Hours in” fields are used to aid you in determining who is or is not considered a full time employee. You can update these fields if they are of value to you. If you choose NOT to update these fields, do not use the “Options>Update Employee Count” menu option, as it utilizes this information.
The “Earnings in” field is strictly for informational purposes to aid you in updating the other fields on this spreadsheet. These fields can be ignored or updated in any way that is useful to you. The only requirement is that the values in them either be blank or valid numbers.
You must complete all of the spreadsheet fields before the import, regardless of which form type (B or C) you selected to use. Once you are satisfied with your entries in the Employee Information for 1095 Excel spreadsheet, have the spreadsheet open and active and click Employee Data>Import from Excel on ACA 1094/5 Management (PRE109). This process brings the employee information from the spreadsheet into FACTS to be prepared to print on the forms. After the import, note the values in the FT and Incl columns of the browser now reflect your Employee Information for 1095 spreadsheet changes.
If there were any import failure messages, correct the data on the spreadsheet and select the Import again, until it completes without failure. Once the import is complete, you can close the spreadsheet and delete it. If changes are needed, you simply export the data again.
The Options> Update Employee Count menu option is used to look at the imported Employee Data and count the number of employees and full time employees for you. Only use this option if you updated the “Hours in” columns for all employees on the Employee Information for 1095 Excel spreadsheet.
When you click Options>Update Employee Count, processing occurs to collect values and total the hours information in the spreadsheet. The results are displayed in these fields: # Full Time, Tot # Empl for All 12 months or January to December and are used for creating Form-1095s.
Alternatively, you can also enter this information directly into ACA 1094/5 Management (PRE109) after you import employee information from Excel.
Before printing the forms, you can repeat this process of exporting information to Excel, modifying it and importing it again. If you click Options>Get Employee Data again, the system displays a message asking if you want to overwrite existing 1095 information. If you answer Yes, all of your changes will be overwritten with the starting employee data. Answering No will add employee information that had not already been entered.
The last step in the process is printing Form-1095 and Form-1094 for the tax year.
It is important to note that FACTS ACA 1094/5 Management does not support electronic filing.
Prior to printing, verify that the “Form To Use” option is set to the correct form (B or C) your company is required to file.
FACTS processing uses these pre–printed, laser printer forms from Transform Technologies.
The 1094 forms require landscape format printing.
The 1095 forms require landscape format printing.
Both form types require 10 CPI (centimeters per inch) and 6 LPI (lines per inch).
If you discover an error or omission after printing the 1094/5 forms, you can enable the screen for processing. To make changes after printing, click Options>Release to change and reprint. This unlocks the ACA 1094/5 Management (PRE109) screen and menu options for reprocessing.
See also
Entering/Updating filing year dependent data
Entering/Updating filing year employee data
Updating employee count information
Troubleshooting-Changing employee data before printing
Troubleshooting-Changing employee dependent data before printing