1. US Affordable Care Act Year-End Processing Guide
  2. Understanding the Electronic Transmission and Submission Process

Understanding the Electronic Transmission and Submission Process

To transmit a Form Data File, a transmitter must have an active Transmitter Control Code (TCC) and should be approved to submit Information Returns to the IRS. As a transmitter, you log in to the IRS Integrated Enterprise Portal (IEP), access the URL for AIR, and then select the option to transmit the Form Data XML file and Manifest XML file.

Note: To file ACA Forms 1094-C/1095-C electronically with the ACA Information Returns (AIR) system, you must:

  • First apply for and receive an AIR System Transmitter Control Code (TCC)

  • Pass a one-time communications test

  • Have a valid Employer Identification Number (EIN)

Note: If you do not have an Employer Identification Number (EIN), you cannot file your returns electronically.
Note: Please refer to IRS Publication 5165, Guide for Electronically Filing Affordable Care Act (ACA) Information Returns for Software Developers and Transmitters.

As a Transmitter, you must upload two xml files for each transmission.

  • Manifest XML File- This XML file contains information about the transmission and attribute information about the Form Data File. IRS validates this file before accepting the transmission.

  • Form Data XML File - This XML file contains Form 1094-C and corresponding Forms 1095-C data. A single transmission is contained in one Form Data XML file.

    Each Form 1094-C and its associated Forms 1095-C are defined as a submission within the transmission. You may have multiple submissions in each transmission.

Once the transmission Manifest XML and Form Data XML files are uploaded, the IRS generates a Receipt ID which is returned to the transmitter. The Receipt ID is only an acknowledgment that IRS has received the transmission. Use the Receipt ID to request the acknowledgment of acceptance or rejection of the transmission.

Note: It is important to note this Receipt ID, as it will be used later to inquire on the transmission status and will also be needed in case of corrections.