Creating and Reviewing Submitted or Transmitted Form 1094-C

This section discusses how to file Form 1094-C electronically.

Working with 1094-C ALE Members

The Work with 1094-Cs program (P08245) allows you to select 1094-Cs to include in a transmission file, called a Form Data file, for submitting to the IRS. You may select one or more 1094-Cs for each transmission. There will be a 1094-C for each combination of Reporting Year, AIR ID and Taxpayer ID. Each 1094-C selected creates a separate submission within the transmission.

The Work With 1094-Cs program allows you to:

Select and deselect 1094-Cs for inclusion in a transmission.
Launch the batch process to build a transmission.
View a transmission record for a submitted 1094-C.
View a submission record or records for a submitted 1094-C.
View 1094-C detailed information.

If you select the Authoritative Transmittal 1094-C for a taxpayer, the program automatically selects all remaining unsubmitted non-authoritative 1094-Cs for that taxpayer. This is because the Authoritative Transmittal must include the total forms counts for all 1094-Cs.

Navigation

From Affordable Care Act (G08ACA), select ACA Information Returns

From ACA Information Returns (G08AIR), select Electronic Filing

From Electronic Filing (G08ACAEF), select Work with 1094-Cs

On the Work with 1094-C program (P08245), enter the following:

Field	Description
ACA Reporting Year	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 Number	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.
Corrected Number	This number is always zero on an original record. If a record has been submitted and accepted by the IRS, and changes are then made to the record, the system will flag the original record as Corrected and create a new record with the Corrected Number incremented by one.
ACA Authoritative Transmittal Flag	A flag to indicate whether or not the 1094-C is the authoritative transmittal for the ALE Member. Blank - The 1094-C is not the authoritative transmittal for the ALE Member X - The 1094-C is the authoritative transmittal for the ALE Member
Reporting Company	The company under which the 1094-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, and equivalent to an ALE Member of an aggregated ALE group, or an ALE if ALE contains a single member.
ACA Transmission Type	Value identifying the type of ACA transmission to the IRS. This transmission type is used at the AIR ID level as well as at a transmission level. Valid Values: O: A transmission containing original Form 1094-C and Form 1095-C records. Original AIR ID and Original Transmission C: A transmission containing correction Form 1094-C and Form 1095-C records. Correction AIR ID and Correction Transmission R: A transmission containing replacement Form 1094-C and Form 1095-C records. Replaced Transmission is not applicable to AIR ID
ACA Submission ID	An internal number assigned by the system to Affordable Care Act 1095-C returns.
IRS Transmission & Submission Status	Indicates the current status for a given ACA Form Data submission or transmission as communicated by the Internal Revenue Service. Valid values are: A: Accepted P: Partially Accepted (Transmission ONLY) R: Rejected E: Accepted with errors

Working with ACA Transmissions (P08246)

The Work with Transmissions program (P08246) allows you to review and update transmissions and their status information. If a transmission has not been submitted to the IRS, you may delete it if you no longer want it. A detail program allows entry of the transmission's Submission Date and Status and a unique Receipt ID returned from the IRS. You may also go to view individual submissions within the transmission.

The XML Schemas for Forms 1094-C and 1095-C include elements designed to uniquely identify ACA Information Returns transmissions, submissions within the transmission, and records within the submission. The batch transmission build program generates a Unique Transmission ID for each transmission you build. Unique IDs are used to simplify and increase the precision of communications, replacements and corrections.

The system identifies each transmission with Reporting Year and a Unique Transmission ID (UTID). A transmission contains one or more submissions.

The IRS AIR system checks each transmission to ensure that the UTID is unique. If the UTID is not unique, the transmission is rejected and no further processing occurs on the transmission.

Selection Option 1 allows you to view the ACA Submissions included in this transmission. Selection Option 5 allows you to go a detail view of the ACA Transmission record, where you can update IRS Transmission Status, Type of Rejection, Receipt ID and Submitted Date.

Navigation

From Affordable Care Act (G08ACA), select ACA Information Returns

From ACA Information Returns (G08AIR), select Electronic Filing

From Electronic Filing, select Work with ACA Transmissions

On the Work with ACA Transmissions program (P08246), enter the following:

Field	Description
Transmission ID (UTID)	A unique number identifying a transmission. A transmission may include multiple submissions (groups of one 1094-C and its associated 1095-Cs), but may not exceed 100MB. The format for the UTID includes various fields separated by colons (:) as follows: UUID: a universally unique identifier (UUID) is an identifier standard defined by the Internet Engineering Task Force (IETF) in Request For Comments (RFC) 4122. The UUID consists of a 16-octet (128-bit) number. This is a mandatory field: the UUID is represented by 32 hexadecimal digits, displayed in five groups separated by hyphens. For example: 550e8400-e29b-41d4-a716-446655440000 Application ID: the Application ID will be SYS12 and is a mandatory field. Transmitter Control Code: is an alphanumeric field that contains the Transmitters TCC and is mandatory. Reserved: is an empty field (no space between colons). Request Type: the Request Type defines the types of request which must be “T" (Transactional) and is mandatory. For example, the UTID for the transmission is as follows: 550e8400-e29b-41d4-a716-446655440000:SYS12:BB002::T
Receipt ID	A unique number returned from the IRS to identify the receipt of a transmission (the transmission still may be accepted or rejected). The Receipt ID, Submission ID and Record ID will be concatenated together to identify a 1095-C record on error logs returned from the IRS
Transaction Originator	The person who originally entered the transaction.
ACA Submission Date	The date the 1095-C return for the employee was submitted to the Internal Revenue Service (IRS).
ACA Transmission Type	Value identifying the type of ACA transmission to the IRS. Valid values are: O: A transmission containing original Form 1094-C and Form 1095-C records. C: A transmission containing correction Form 1094-C and Form 1095-C records. R: A transmission containing replacement Form 1094-C and Form 1095-C records.
IRS Transmission & Submission Status	Indicates the current status for a given ACA Form Data submission or transmission as communicated by the Internal Revenue Service. Valid values are: A: Accepted P: Partially Accepted (Transmission ONLY) R: Rejected E: Accepted with errors
Transmission 1094-C Record Count	The number of 1094-C records being transmitted to the IRS.
Transmission 1095-C Record Count	The number of 1095-C records being transmitted to the IRS.

Working with ACA Submissions (P08247)

The Work with Submissions program (P08247) allows you to review Submissions and enter a Submission Status if required.

AIR processes each submission and provides a status and detailed acknowledgement for the Transmitter

If the Transmission Status returned from the IRS is Accepted (A) or Rejected (R) the status on each submission in the transmission is updated with the same status. If the Transmission Status is Partially Accepted (P) or Accepted with Errors (E), you must enter each Submission Status, since each may be different than the Transmission Status.

Selection Option 5 allows you to go to a detail view of the submission record.

Navigation

From Affordable Care Act (G08ACA), select ACA Information Returns

From ACA Information Returns (G08AIR), select Electronic Filing

From Electronic Filing, select Work with ACA Submissions

On the Work with ACA Submissions program (P08247), enter the following:

Field	Description
Transmission ID (UTID)	A unique number identifying a transmission. A transmission may include multiple submissions (groups of one 1094-C and its associated 1095-Cs), but may not exceed 100MB. The format for the UTID includes various fields separated by colons (:) as follows: UUID: a universally unique identifier (UUID) is an identifier standard defined by the Internet Engineering Task Force (IETF) in Request For Comments (RFC) 4122. The UUID consists of a 16-octet (128-bit) number. This is a mandatory field: the UUID is represented by 32 hexadecimal digits, displayed in five groups separated by hyphens. For example: 550e8400-e29b-41d4-a716-446655440000 Application ID: the Application ID will be SYS12 and is a mandatory field. Transmitter Control Code: is an alphanumeric field that contains the Transmitters TCC and is mandatory. Reserved: is an empty field (no space between colons). Request Type: the Request Type defines the types of request which must be “T" (Transactional) and is mandatory. The UTID for the transmission is as follows: 550e8400-e29b-41d4-a716-446655440000:SYS12:BB002::T
IRS Submission Sequence Number	An internal number assigned by the system to Affordable Care Act 1095-C returns. It uniquely identifies a single submission of 1095-C records to the IRS. This number is also assigned to the corresponding 1094-C record.
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.
Transaction Originator	The person who originally entered the transaction.
IRS Submission Sequence Number	An internal number assigned by the system to Affordable Care Act 1095-C returns. It uniquely identifies a single submission of 1095-C records to the IRS. This number will also be assigned to the corresponding 1094-C record.
IRS Transmission & Submission Status	Indicates the current status for a given ACA Form Data submission or transmission as communicated by the Internal Revenue Service. Valid values are: A: Accepted P: Partially Accepted (Transmission ONLY) R: Rejected E: Accepted with errors
Employer Tax Identification Number	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.
ACA Authoritative Transmittal Flag	A flag to indicate whether or not the 1094-C is the authoritative transmittal for the ALE Member. Blank: The 1094-C is not the authoritative transmittal for the ALE Member X: The 1094-C is the authoritative transmittal for the ALE Member