Per the 1094 & 1095 instructions you need to provide a 1095-C form for “full-time employees for one or more months of the calendar year.”
This means if an employee works full time for one month they will need a 1095-C.
We have not added a count generator for this yet, but you can use the following options to get a close estimate:
- Use the Count Employees with YTD Wages option (Payroll > Year End Tax Reporting menu) to get your W-2 count. When running this before closing the end of the year, use the Employee Count File option. Remember, to add in any additional W-2’s for new hires, reprints and corrections.
2. Run the Hours Analysis Report (Payroll > Reports menu) to determine the number of employees that never worked full time in any given month. Enter the date range for the year and select “No Full Time” under the Print option.
If you are using the pay period method for determining eligibility enter 120 in the “Min. Hours, Full Time.” If you are using calendar days worked, leave the minimum hours at 130.
Look for the Total Employee Count at the End of the Report:
Caution: The Hours Analysis does not automatically add in hours for salary employees if you don’t use PW Hours to enter them. Subtract the number of salary employees from the total Non Full Time Count to get a more accurate estimate.
3. Subtract the Non Full Time from the W-2 Count, factoring in any extra forms needed.
Example:
Take the W-2 employee count of 2,351 and round up to 2,500 to allow for reprints and corrections. Then, take the Non-Full Time Count of 1135 and round down to 1,000 to allow for some that may end up full time in November and December. 2,500 – 1,000 would give us 1,500 1095-C forms needed.
Caution: This is just an example. Depending on your past history, the number of employees that may be hired before the end of the year, extra forms needed for reprints, etc…, you may have to take other factors into consideration. We recommend over estimating the number of forms needed to ensure you have enough.