Creating the AIR Year-End Workfiles
This section provides an overview of the AIR year-end workfile creation, lists prerequisites, and discusses how to:
Create the AIR Offer and Coverage Workfile
Create the Covered Individuals Workfile
Create the 1094-C Transmittal Workfile Employee Counts
Set processing options for the Offer and Coverage Workfile Build (P08519)
Set processing options for the Covered individuals Build (P08520)
Set processing options for the 1094-C Employee Counts (P08522)
Set processing options for the Offer and Coverage Information report (P08419)
Set processing options for the 1095-C Covered Individuals report (P08420)
Understanding the AIR Year-End Workfile Creation
After setting the processing options for P08519, P08520 (optional) and AIR Parameters, you create the AIR Offer and Coverage workfile and optionally the Covered individuals workfile.
When you submit the 1095-C Offer and Coverage Workfile Build for processing, it generates two reports:
1095-C Offer and Coverage Workfile Build report - R08519EX
1095-C Covered Individuals Report - R08420 (Optional)
The 1095-C Offer and Coverage Workfile Build (P08519) creates records in the F08119 table. Optionally, the 1095-C Covered Individuals Build (P08520) is run to create records in the F08120 table.
The 1095-C Covered Individuals Build program (P08520) creates records in the F08120 table. The 1095-C Covered Individuals report (R08420) details the dependents of the employee, the tax ID, the relationship of the dependent to the employee, the self-insured medical plan under which the dependent is covered, and months in the year for which the dependent is covered.
The 1095-C Offer and Coverage Report (R08419) report is run from the reports menu G08ACAR. The Offer and Coverage Workfile report (R08419) reports information from the F08119 and F08120 tables that are created for Form 1095-C Part II and Part III. The report includes the summary and detail records that were created in the reporting workfiles:
The summary record in the report displays the coverage details of the employee for the specified year. Summary records are used for producing Form 1095-C.
The Detail record in the report displays more detailed information that influenced how the summary record was created. Detail records are used only for audit purpose.
It also lists the employee and their dependents under the Covered Individuals section.
After you process the workfile build, review the records using the 1095-C Offer and Coverage Inquiry (P08119) and make any necessary changes before you begin printing Form 1095-C.
Before you begin
Before completing the tasks in this section, create an AIR ID and complete the steps for setting AIR returns parameters.
See Creating an AIR IDand Reviewing ACA Information Returns Status.
Creating the 1095-C Covered Individuals File Build (P08520)
Navigation
From Human Resources (G08), choose Affordable Care Act
From Affordable Care Act (G08ACA), select ACA Information Returns
From ACA Information Returns (G08AIR), select 1095-C Covered Individual Build
The 1095-C Covered Individuals report can be run standalone (P08420) or automatically by setting the processing option in the 1095-C Covered Individuals Build (P08520).
If you run the 1095-C Covered Individuals File Build from the menu, you must first run the 1095-C Offer and Coverage Workfile Build (P08519).
Setting Processing Options for the 1095-C Offer and Coverage Information Build (P08519)
Processing options enable you to specify the default processing for programs and reports.
Sample 1095-C Offer and Coverage Build
Setting Processing Options for the 1095-C Covered Individuals Build (P08520)
Processing options enable you to specify the default processing for programs and reports.
Setting Processing Options and Data Selection for the 1095-C Covered Individuals Report (P08420)
The 1095-C Covered Individuals report can be run as part of the build process, if a version is specified in the processing options for the build job. It can also be run independently from the build from the reports menu (G08ACAR).
The 1095-C Covered Individuals report (P08420) prints the information created during the 1095-C Covered Individuals Build (P08520).
The data selection for the report must be setup the same as the data selection for the build in order to see only the records created during the build. This is because the report can be run independently from the build.
Sample 1095-C Covered Individuals Report
Creating or Updating 1094-C Transmittal Inquiry
The 1094-C Transmittal program (P08221) provides information about the ALE Members. The records displayed are from the ALE Member Information file (F08121).
Navigation
From ACA Information Returns (G08AIR), select 1094-C Transmittal Inquiry
Field | Description |
|---|---|
Reporting Year | Enter the calendar year for which the ACA Health Coverage Information Return is being produced. |
AIR ID | An alphanumeric value similar to a Payroll ID or a W2 ID, which identifies a customer-defined set of AIR records within one reporting year. |
Employer Tax Identification | A number that identifies your company to the tax authority. This number can include the tax ID number for an individual, a federal or state corporate tax ID, a sales tax number, and so on. This number has specifically been established for the Payroll system to handle the requirements of taxing authorities that require more than nine positions for the tax identification number. Do not enter hyphens (dashes), slashes, spaces, or other punctuation in the tax identification number. |
Reporting Company | The company under which the Forms1094-C or 1095-C is reported. The reporting company is used to obtain the name and address information for the Federal Employer Identification Number (FEIN). This is equivalent to an Employer Tax ID, ALE Member of an aggregated ALE group, or an ALE if the ALE contains a single member. |
Large Employer ALE | A user-defined value (08/MI) that is used to identify the member of a business entity that employes 50 or more full-time employees (FTE). |
Total Forms Transmittal | The total number for Forms 1095-C submitted with the associated Form 1094-C transmittal. |
Total Forms ALE Member | The total number of Forms 1095-C filed by and/or on behalf of the ALE member. |
Corrected | A value to indicate if the 1095-C form has been corrected.
|
Authoritative Transmittal | A value to indicate whether or not the 1094-C is the authoritative transmittal for the ALE Member.
|
Setting Processing Options for Form 1094-C Employee Counts (P08522)
Processing options enable you to specify the default processing for programs and reports.
Navigation
From ACA Information Returns (G08AIR), select 1094-C Employee Counts
See 1094-C Monthly Count Batch Program (Proof or Final) (P08522)
Sample 1094-C Employee Counts Report
