2018 ACA Information Returns Series 1 Volume 9
How-To File Information Returns – Part Three
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Our last post in this series discussed how to submit electronic Test Files and place your TCC into Production (P) status. Now we will discuss how to submit electronic Production files and Replacement files.
How-To Submit Electronic Production Files
Your Production files contain all of the information that is printed on the 1094-C and 1095-C Forms in electronic format. Once you have generated a set of Original files, log in to the AIR UI Channel Login – Production website. There you will choose the Upload ACA Forms (A) option. Browse buttons will allow you to select first the Manifest and then the Form file from your network folder. When ready you will click the Transmit button.
Once the website has uploaded both files, a Receipt ID will be provided. You will need the Receipt ID to check the status of the submission, so be sure to Print or Save it in a safe location. Click the Home link and now choose the Check Transmission Status (B) option. Select TCC and Receipt ID from the Search Options menu. Then enter your TCC and the Receipt ID and click Find. The status may be Processing, Accepted, Accepted with Errors, Partially Accepted, or Rejected.
In all cases, the IRS provides an Acknowledgement (Ack) file that you may download. If your Return gets an Accepted status, you have finished with your requirement to report. Most returns will usually get an Accepted with Errors status. This means that the TIN information on file with the IRS does not match what was submitted for all employees. While your requirement to report has been satisfied, you must now make a ‘good faith’ effort to solicit corrected information from the affected employees.
Start by Downloading the IRS Acknowledgement (Ack) file and saving it in a safe location on your network. We recommend you save it in the same folder with the Production files you uploaded. Then associate the Ack file with those uploaded files in the HRM software. Now HRM can provide a report of employees with TIN validation errors as well as create Solicitation Notices, which will be discussed in Section 7 Part One.
How-To Submit Electronic Replacement Files
If your return gets a Rejected status, something in the format or content of the 1094-C or 1095-C Forms is incorrect or incompatible with the AIR system. If you receive this error late in March 2019 and do not have time to fix the error prior to the April 1, 2019 deadline [Add To Calendar], the IRS grants an automatic 60-day extension for rejected submissions. This allows you to submit Replacement files anytime within 60 days after the rejected submission and still be considered as filed on the original submission date.
Start by Downloading the IRS Acknowledgement (Ack) file. This file should be saved in a safe location on your network, preferably in the same folder with the electronic files you uploaded. Then associate the Ack file with the set of uploaded electronic files in the HRM software. HRM can now provide a report of what information is causing the rejection. If needed, contact Datatech HR Support for assistance.
Once the erroneous data has been corrected, use the HRM software to generate a new set of electronic files designated as Replacement files. This set of files should reference the Receipt ID of the original rejected files. In this way the IRS will count your submission as filed on the date of the original Receipt ID. If the Replacement files are again rejected, repeat the above process until Accepted or Accepted with Errors status is obtained.
Our next post will consider how to create Solicitation Notices using the HRM software. Datatech is here to help our HRM Software users make the best use of their investment. If you have questions regarding any post in this series, please call or email Datatech Support.
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