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Contents of the Create 1094-C and 1095-C Electronic File Screen

Use the fields and options to configure the Create 1094-C and 1095-C Electronic File screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Criteria

Field Description
Taxable Entity

Enter, or click to select, a taxable entity.

Calendar Year Enter the filing year for the 1094-C and 1095-C information returns.
Government Agency

Select whether the 1094-C/1095-C electronic filing will be submitted to the IRS (federal) or to a particular state that requires health coverage mandate information reporting from employers. Valid options are:

  • Federal: Select this option if you will generate the 1094-C/1095-C electronic file for submission to the IRS. This is the default option.
  • State: Select this option if you will generate the 1094-C/1095-C electronic file for submission to a particular state. If you select State as the recipient government agency, you need to enter or select the state name from the adjacent drop-down list.

Employee Selection Criteria

Use the fields in this group box to specify ranges of employee records that you want to include in the processing.

Employee

Field Description
Range Type

Select the type of employee range to be included in the processing. You can select one of the standard range types (All, Range, One, From Beginning, and To End) or they may opt to run the process for a set of non-contiguous Employee IDs.

From the drop-down list, select the employee range option to include on this report. Valid options are:

  • All: Select this option to include all employees in the process.
  • One: Select this option to include only one employee in the process. Enter the employee in the Start field.
  • Range: Select this option to include a range of employees in the process. The range begins with the employee entered in the Start field and it ends with the employee entered in the End field.
  • From Beginning: Select this option to include the first employee up to the employee entered in the End field.
  • To End: Select this option to include the employee entered in the Start field up to the last employee.
Start

Enter, or click to select, the starting value for the employee range.

End

Enter, or click to select, the starting value for the employee range.

Employee Non-Contiguous Range

Select this check box to select a  non-contiguous range for employee selection. Use the Employee Non-Contiguous Range subtask to select the employees you would like to include in the processing.

Processing Option

Use the options in this group box to select the type of processing to perform.

Field Description
Generate Files

Select this option to generate XML files for the selected employees.

Confirm Records as Accepted by the IRS

Select this option to mark the employee records that you have previously generated as IRS accepted. Records that are marked as IRS accepted will no longer be editable.

Note: You must perform this process after the records have been successfully accepted to ensure concurrency between the Costpoint database records and the records that are accepted by the IRS.

Data File

Field Description
File Type

From the drop-down list, select the type of transmission. Valid options are:

  • Production: Select this option to transmit to the Production system
  • Test: Select this option to transmit to the ACA Assurance Test System (AATS). You must perform a one-time communication test by selecting this Test option to create your XML file, submitting the test file and successfully retrieving a Receipt ID, which should display in the browser after the IRS receives your test.

This field is available only when you select Generate Files as the processing option.

Transmission Type

From the drop-down list, select the type of transmission. Valid options are:

  • Original
  • Corrections
  • Replacement
Note:

If you select California as the State, you must select:

  • Original: if you are going to submit new transmission or if you are resubmitting a transmission that has been rejected. If a transmission has already been successfully transmitted and accepted, but additional records need to be sent that were not included in the original transmission, these additional records can simply be sent as a new transmission. The original transmission does not need to be corrected to include the original records plus the additional records.
  • Corrections: if a record that was previously accepted needs to be corrected because you have new information that requires an update to a previously transmitted and accepted record. Transmitters who transmit correction files are expected to have either transmitted the original transmissions or have access to the key information regarding the original transmissions (for example, Transmission ID, Receipt ID).
  • Replacement: if you are resubmitting the file because an accepted submission has a record level error. Replacements are considered resubmissions in California FTB. Resubmission records may refer to a rejected record as long as the transmission status was not rejected and the given submission was accepted. Resubmissions for rejected transmissions do not refer back to the original transmission information. If your transmission was rejected, send an original transmission instead.
Filing Year Status

From the drop-down list, select whether you are generating the date for the current year or prior year. Valid options are:

  • Current Filing Year: If you select this option, the calendar year must not be equal to the Processing Year minus two or more years. For example if processing year is 2017 for 2016 information returns, then calendar year must be 2016.
  • Prior Filing Year: If you select this option, the calendar year must be equal to the Processing Year minus two or more years. For example if processing year is 2017, then calendar year must be 2015 or earlier.

This drop-down list is available only when you select Generate Files as the processing option.

Receipt ID

Enter the receipt ID that was returned by the IRS when you submitted your original file. This field is required if the Transmission Type is Replacement or Corrections.

Type of Data Correction

If Transmission Type is set to Corrections, from the drop-down list, select which data file needs to be corrected. Valid options are:

  • 1094-C
  • 1095-C

Processing Corrections

If only 1094-C needs a correction file, select 1094-C in the Type of Data Correction field. The Manifest file and the data file will be generated for correction transmission of 1094-C.

If only 1095-C needs a correction file, select 1095-C in the Type of Data Correction field. The Manifest file and the data file will be generated for correction transmission of 1095-C.

If both 1094-C and 1095-C have corrections, complete the following steps:

  1. Generate 1094-C correction files by selecting 1094-C in the Type of Data Correction field.
  2. Generate 1095-C correction files by selecting 1095-C in the Type of Data Correction field.
  3. Perform the following two transmissions to the IRS:
    • First, transmit the 1094-C correction files (files in Step 1). This includes the Manifest file and the data File with 1094-C data only.
    • Second, transmit the 1095-C correction files (files in Step 2). This includes the Manifest field and the data file with both 1094-C and 1095-C data.
Generation ID

Enter, or click to select, the generation ID of the records to be confirmed as IRS accepted. This is the data file generation key created for each time an electronic file is created for 1094-C and 1095-C transmission. This ID is used when you run the screen process with the Confirm Records as Accepted by the IRS option selected on the Processing Option group box.

Transmission ID

Enter, or click to select the unique transmission identifier (UTID) of XML files that have been generated for the calendar year and taxable entity.

This field is only available if the selected State is California and the selected Transmission Type is either Corrections or Replacement.

Transmitter Contact Information

This group box contains details about the contact person for the transmission. The default field values come from the Manage 1094-C Data screen. The fields on this group box are available only when you select Generate Files as the processing option.

Field Description
First name

Enter the first name of the contact person for this transmission.

Middle Name

Enter the middle name of the contact person for this transmission.

Last Name

Enter the last name of the contact person for this transmission.

Suffix

Enter the suffix of the contact person for this transmission.

Telephone Number

Enter the telephone number of the contact person for this transmission.

File Options

Field Description
File Location
Warning: This field requires a value when you select Generate Files as the processing option.

Enter the location of the file you are creating. There are two ways to do this:

In the File Location field, enter, or click to select, the alternate file location where you want to store the export file. Alternate file locations are set up on the Manage Alternate File Locations screen.

or

Leave the File Location field blank. When you execute this application, the export file is saved to the Costpoint database. Use the Export Files application to retrieve it and save it to a location on the network.

Transmitter Control Code (TCC)

Enter the code issued by the IRS to the transmitter. This field is available only when you select Generate Files as the processing option.

Subtask

Subtask Description
1095-C Test Scenario IDs Select this link to enter 1095-C test scenario IDs and employees.
Employee Non-Contiguous Ranges Select this link to enter employee ranges that will be included in the processing.