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ACA Forms (1095s and 1096s)

Print ACA Forms

Follow the steps in this article to review ACA Form Options and ensure that you are prepared to print ACA forms for your employees.

  • 1095 forms must be given to employees no later than March 2, 2026.
  • These forms must be filed electronically with the IRS no later than March 31, 2026.

The tool to print 1095 (ACA) assumes that an employee worked full-time for the month if they:

  • worked 130 hours or more,
  • Or have a deduction or benefit marked as health coverage for ACA reporting.

Employees who do not meet this criteria will need to be entered manually on the Employee ACA tabs. (Go to Employees, select an employee, then select the ACA Info and ACA Covered tabs.)

Review ACA Forms Options

It's important to review the ACA Options before you print your forms or create the electronic file. Follow the steps below to access and review ACA Forms Options.

  1. In Payroll, go to Options and select ACA Forms.
  2. Employer Information: Verify the accuracy of the information in the Employer Info section.
  3. Electronic Reporting is not fully implemented. Most schools use a company like Eligibility Tracking Calculators (ETC) to e-file the forms for you.
  4. Form Type:
    • 1094/95-C: Use this form type for most employers.
    • 1094/95-B: Use this form type only if you have fewer than 50 full-time employees and offer self-insured health coverage.
  5. Print Positions:
    • Select the appropriate form type (2-Up Laser or 4-Up Laser).

    • Adjust the print positions (margins) as needed. Here are some starting values:

       10941095
      Left Margin
             		0.500.50
      Top Page 10.250.25
      Top Page 20.250.25
      Top Page 30.25 
  6. Plan Start Month:
    • Enter the first month of the calendar year health coverage began.
    • Typically, this will be "01" for January.
  7. 1094-C Box A & D:
    • Box A: Check this box for "transition relief" using the Qualifying Offer Method.
    • Box D: Check this box for "transition relief" using the 98% Offer Method.

  8. Default ACA Offer Code:

    • This code is used if an employee is determined to be full-time but has no associated "ACA" deduction or benefit for that month.

    Default ACA Safe Harbor Code:

    • Use this code (typically "none") if an employee has no "offer code."

Review Deduction and Benefit Code Options

Before printing 1095 forms, carefully review the settings for deduction and benefit codes.

  • In Payroll, go to Other Functions and select Deduction Codes to review your deduction code options.
  • In Payroll, go to Other Functions and select Benefit Codes to review your Benefit code options.

Key Settings:

  • ACA Health Insurance: Mark this option for deductions that qualify as ACA health coverage.
  • ACA Offer Code: Typically, this will be "1A," indicating that minimum essential coverage (MEC) is offered.
  • ACA Low Cost: Enter the lowest cost of employee-only coverage. This is essential for determining affordability. (Note: this option is only available for Deduction codes.)
  • Coverage Periods: Beg Mo: Beginning month of coverage. End Mo: Ending month of coverage.
    Use these fields to specify the duration of coverage for each type of plan or cost.
  • Coverage Type:
    • Fully-insured: Coverage provided by an insurance company.
    • Self-insured: Coverage provided directly by the employer.
    • Indicate the coverage type for each period.

Print Alignment

After reviewing ACA Options, it's important to check the printed form alignment for your ACA forms. Follow the steps below print an alignment form.

  1. In Payroll, go to Reports and select ACA Forms.
  2. On the Print ACA Forms screen, select Print Alignment Form.
  3. Then press the Print Align button.
  4. If needed, adjust the print positions in the ACA Forms Options detailed above.

Review the Verify Report

This report provides information on how employees will be reported on the ACA Forms. Use this report to verify the ACA data is accurate.

  1. In Payroll, go to Reports and select ACA Forms.
  2. On the Print ACA Forms screen, select Print Verify Report.
  3. Then press the Print Verify button.
  4. For each employee, the Verify Report displays five rows of data for each employee included. Each row includes the following information:
    • Employment Status: Full-time, Part-time, or None
    • Offer Code: The specific offer code assigned to the employee.
    • Employee Minimum Cost: The minimum cost for individual coverage (blank for most offer codes).
    • Safe Harbor Code: The designated safe harbor code for the employee.
    • Coverage Type: Full coverage or self-only coverage.

Print ACA Forms

  1. In Payroll, go to Reports and select ACA Forms.
  2. On the Print ACA Forms screen, select Print 1095 Forms.
  3. Review Dates:
    • The Report Year should be 2025.
    • The Beg Date should be 01/01/25.
    • The End Date should be 12/31/25.
  4. Then press the Print button.

 

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