Working with AIR Year-End Workfiles Information
This section provides an overview of the Form 1095-C Offer and Coverage program and discusses how to use the program to:
Review information created by the Form 1095-C workfile build processes.
Edit records and manually add new records in the workfiles.
Delete records from the workfiles.
Import records into the workfiles.
Understanding Form 1095-C Information
You use the Form 1095-C Offer and Coverage Revisions (P08119) to inquire on data in the 1095-C Offer and Coverage workfiles and the 1095-C Covered Individuals workfiles, or to add, modify, and delete records in the workfiles. You can also import records to the workfiles and modify as required before printing Form 1095-C.
The Form 1095-C batch processes create records for employees and does not create records for individuals who have not been employees. If you need to produce a Form 1095-C for a recipient who is not an employee, you can add or import records to the reporting workfiles. Before you add or import a record for a non-employe, you must create an Address Book record to identify the recipient.When creating a record by using the Form 1095-C Offer and Coverage program, the following information is mandatory:
AIR ID
Employee Number
Tax ID
Reporting Year
Offer of Coverage Code, whether in the All 12 Months field or each month individually
When you run the Form 1095-C Offer and Coverage program, the system retrieves AIR year-end workfiles information from the F08119 and F08520 files. If you make any changes to the information, the system updates these two files.
The Form 1095-C Offer and Coverage Inquiry program (P08219) initially displays records according to the filters set up in the processing options. For summary records, a selection option is available to go to the detail screen, where the record can be edited or deleted or new records can be added. On the Offer and Coverage Revisions program (P08119) an option exit is available to go to the Covered Individuals Inquiry (P08220) and Covered Individuals Revisions (P08120). The header and Part II information in the Offer and Coverage inquiry form are retrieved from the F08119 file and Covered Individuals Part III information is retrieved from the F08120 file.
When you add a record to a workfile, the system assigns a control number (a unique identifier) for the record. If you are adding Form 1095-C data that includes F08120 Part III data, you must add the F08119 Part I and II data first. When the system creates a control number for a record, it checks for the instance in the F08119 file and uses the same control number for the record in the F08120 file. Therefore, if you want to import a record into the workfile, ensure that you first import the data for the 1095-C Offer and Coverage file (F08119) followed by the data for the 1095-C Covered Individuals file (F08120).
When you delete a record from the 1095-C Offer and Coverage file (F08119), the corresponding record is deleted from the 1095-C Covered Individuals file (F08120). Also, when you delete a summary record, the corresponding detail records are also deleted.
If you manually update any information in a record, flag it as protected if you do not want any subsequent batch processes to update or delete the record.
From the Form 1095-C Offer and Coverage Inquiry program (P08219), you can go to the following forms:
Covered Individuals Inquiry (P08220)
Offer and Coverage Revisions (P08119)
Offer of Coverage Additional Information Window (P082191)
Audit Information Window (P0045)
Understanding 1095-C Covered Individuals Report (P08420)
As a Benefits Administrator, you run the 1095-C Covered Individuals Workfile build to include information about covered individuals including any employee (full-time or not) and their family members who have enrolled a self-insured plan, in Part III of Form 1095-C.
If you do not have any self-insured plans, you do not need to run the P08520 process build.
You can specify to run the Covered Individuals report (P08420) from the build process automatically by setting the processing option in the Covered Individuals build (P08520) or you can run it standalone after running the workfile build from the ACA Reports menu. You can run the Covered Individuals report (P08420) to review information contained in the Covered Individuals workfile (F08120). On running P08520, the system retrieves information from the participant file (F08901) and the Dependent/Beneficiary Cross-Reference file (F08336) and updates the records in the 1095-C Covered Individuals file (F08120). This file contains the Detail records by Home Company and Summary records by Tax ID, for each employee and their dependents. The Covered Individuals file provides information for reporting covered individuals in Part III of Form 1095-C and can be managed from the 1095-C Covered individual Inquiry (P08220).
You can also import data from a third-party administrator or other source into the workfile by using the Covered Individuals Batch Import program (P08120Z).
Adding or Updating 1095-C Information
Navigation
From Human Resources (G08), choose Affordable Care Act
From Affordable Care Act (G08ACA), enter 29
From ACA Information Returns Setup (G08ACA41), select 1095-C Offer and Coverage
|
Field |
Description |
|---|---|
|
Reporting Year |
Enter the calendar year for which Form 1095-C is being produced. |
|
Corrected |
If a record is corrected, the system displays Corrected Record on the line below the Correction Number field. |
|
Tax ID |
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 Forms 1094-C or 1095-C will be 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 the ALE contains a single member. |
|
AIR ID |
An alphanumeric value similar to a Payroll ID or a W-2 ID, which identifies a customer-defined set of AIR records within one reporting year. |
|
Review Status |
A user-defined code (08/RV) that allows the user to flag records that might or might not need further review. |
|
Self-Insured Flag |
A flag to indicate whether the employer offers employer-sponsored self-insured health coverage in which the employee or other individuals are enrolled. Blank: The employer does not provide self-insured coverage. X: The employer does provide self-insured coverage. |
|
Protected Record |
A flag to indicate that a record has been manually modified and that the subsequent batch processes should not change the existing record. 0 or Blank: The record has not been manually modified. 1: The record has been manually modified and subsequent batch processes must not update it. |
|
1095-C Void Flag |
A flag to indicate if Form 1095-C has been voided. Blank: The form has not been voided. X: The form has been voided. Note: The IRS has not implemented this flag for the 2024 reporting year. |
|
Offer of Coverage |
Enter the IRS-defined Code Series 1 indicator that specifies the type of coverage, if any, offered to an employee, the employee's spouse, and the employee's dependents. If the code applies to all 12 months of the reporting year, enter the code in the All 12 Months box: otherwise, enter the code in the respective month's box. |
|
Monthly Premium |
The amount of the employee share of the lowest-cost monthly premium for self-only minimum essential coverage providing minimum value that is offered to the employee. If the value applies for all 12 months of the reporting year, enter the value in the All 12 Months box; otherwise, enter the code in the respective month's box. The monthly premium amount is only applicable when the Offer of Coverage Code is 1B, 1C, 1D or 1E. |
|
Safe Harbour |
The IRS-defined Code Series 2 indicator to report that one of the following situations applied to the employee:
If the safe harbor code applies to all 12 months of the reporting year, enter the value in the All 12 Months box; otherwise, enter the code in the respective month's box. |
|
ZIP Code |
The applicable ZIP code your employer uses for determining the availability for an individua1 coverage HRA. If code 1L, 1M, or 1N is used in Line 14, the ZIP code will be your primary residence location. If code 1O, 1P, or 1Q is used in Line 14, the ZIP Code will be your primary work location. Line 17 will be blank for any other code that is entered in Line 14. |
|
AIR Control Number |
This field is a unique number that identifies Form 1095-C. |
|
Record Origination |
A code to indicate the source of a 1095-C Offer and Coverage record. C: Indicates that the record was computer generated during the 1095-C Offer and Coverage Workfile Build process. M: Indicates that the record was manually entered or imported into the Form 1095-C Information program (P08119). |
Importing 1095-C Offer and Coverage and Covered Individuals Information
Access the forms to import offer and coverage as well as covered individuals details for a record from the G08ACAZ menu.
Import Offer and Coverage Summary Information - to import summary records for offer and coverage details
Import Covered Individuals Summary Information - to import summary records for covered individuals details
Importing to 1095-C Offer and Coverage File (F08119)
When importing records to the 1095C Offer and Coverage file (F08119), you must ensure that imported records have a valid Address Book number.
If you are importing records for non-employees, such as non-employee COBRA participants, prior year retirees under medical plans, or other form recipients, you must first create an Address Book record for those form recipients. Address Book number is a part of the file key, and the address book record is used for entering Form 1095-C Part I name and address information.
Importing to 1095-C Covered Individuals File (F08120)
When importing records to the 1095-C Covered Individuals file, you must ensure that related 1095-C Offer and Coverage (F08119) records exist. The F08120 records are dependent on the F08119 records.
When importing covered individuals from an external source, those covered individuals do not require an Address Book number (PAN8) in the JD Edwards Address Book. This field can be left blank. If you leave PAN8 blank, you must supply the covered individual's First Name, Middle Initial and Last Name and either the individuals Social Security Number (SSN) or Date of Birth.