The following methods are available to create the 1095 records. Depending on your LEAs procedures, you can select the method that best meets your needs.
Remember, if your LEA initially planned to maintain employee insurance data in Personnel throughout the calendar year, you can use the extract method (b.) to create 1095 records. If not, then you can manually create records, import records, or copy records from the prior year.
Manually create records
Use one of the following maintenance tabs to create 1095-B or 1095-C records:
Personnel > Maintenance > ACA 1095 YTD Data > 1095-B
Extract records
Use the Personnel > Utilities > Extract Insurance Data to 1095 Data page to extract insurance data from the Personnel > Maintenance > Staff Demo > Insurance tab to the Personnel > Maintenance > ACA 1095 YTD Data maintenance page(s). Most data will populate accurately; however, there are some records that may require manual edits.
❏ Under Extract Option, select one of the following options:
❏ Under Plan Options, select Self-Insured Plans.
❏ Under Record Type, select ACA 1095-C.
❏ In the Calendar Year (YYYY) field, type the calendar year for which you want to extract data.
❏ In the Plan Start Month, type the month for which you want to extract data. In this example, we will use 09.
❏ In the Offer of Coverage field, indicate the offer of coverage for which you want to extract. In this example, we will use 1E (offer to Employee, Spouse and Dependents).
❏ In the Safe Harbor field, indicate the safe harbor code for for which you want to extract. In this example, we will use 2C (Employee enrolled in coverage offered).
❏ Under Employees with Calendar YTD Data Who Do Not Have Staff Demo Insurance Records, select one of the following options:
❏ Under Employee Share of Lowest Cost Monthly Premium, in the All field, type the set share of the lowest-cost monthly premium amount for employees in each pay type (1-4). This is the lowest premium the employee could have paid to obtain coverage.
For example, if your LEA pays $225 toward insurance for all employees and TRS ActiveCare Primary had the lowest premium for employee only coverage, the amount will be $161 for Jan – Aug and $192 for Sept – Dec. ($386-$225=$161 and $417-$225-$192.)
Notes:
The below example provides a possible scenario of changes for this employee:
Employee Share:
Safe Harbor:
Covered Individuals:
Import records
Use the Personnel > Utilities > Import ACA 1095-B/1095-C Data page to import 1095 records.
Review the 1095-C Offers of Coverage File Layout.
Copy prior year records
If you choose, you can copy records from the prior year to the new year. After you have copied the data, you can manually edit the records or add new records.
On the Personnel > Tables > ACA 1095 Codes tabs, review the ACA tables to ensure that the relevant data exists. Add or edit the Offer of Coverage and Safe Harbor tabs as needed.
1095-C Offer of Coverage tab: Be sure to verify that you are using valid codes for the applicable calendar year.
1095-C Safe Harbor tab: Be sure to verify that you are using valid codes for the applicable calendar year as some Safe Harbor codes have expired.
Use the Personnel > Utilities > Copy 1095 Data page to copy 1095 records.
❏ Under Extract Option, select Delete all existing records and copy all records.
❏ Under Record Type, select ACA 1095-C.
❏ In the From Calendar Year field, type the calendar year from which you want to copy records.
❏ In the To Calendar Year, type the calendar to which you want to copy records.
❏ In the Plan Start Month field, type 09.
❏ In the Employee Share of Lowest Cost Monthly Premium, enter the amount equal to the lowest premium for employee only coverage – your LEA & state contribution. For example, if the LEA/state contributes $225.00 and TRS ActiveCare Primary had the lowest premium for employee only coverage, the amount will be $192.00. ASCENDER will automatically use the ‘old’ rate of $161.00 in Jan – Aug, then switch to the ‘new’ rate of $192.00 beginning with the Plan Start Month of Sept.
❏ Click Execute. If there are any errors, make corrections as needed.
Once the 1095 records are created or copied over from the prior year, you can make manual changes as needed using the Personnel > Maintenance > ACA 1095 YTD Data tabs.
The following are a few examples of possible edits that may be required after creating the 1095 records:
When making changes, be sure to retrieve the appropriate employee for the current calendar year, make the necessary changes, and then click Save.
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