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Training Tidbit: Employees Who Need a 1095

Are you starting to prepare the ACA forms and wondering which employees need to be issued a 1095?  Depending on the specific forms being generated, different groups of employees will be included.

  • For fully-insured large employers:  Issue a 1095-C form (with only Parts I and II completed) for each employee who was a full-time employee during any month in the year (as based on the measurement period(s) prior to the current year’s stability period(s)), regardless if the employee is enrolled in the health coverage or not.  If the Affordable Care Act (ACA) Hours Tracking option has been set up within the School Accounting System, to view a list of all the employees who were full-time during at least one month in the year (as based on the measurement period(s) prior to the current calendar year’s stability period(s)), generate the Full Time Employee Count for ALE Member report (from the Payroll screen, Reports menu, Affordable Care Act (ACA) Reports), selecting the Summary by Year report selection and the current calendar year.
  • For self-insured large employers:  Issue a 1095-C form (with all parts completed) for each employee who was a full-time employee during any month in the year (regardless if enrolled in the health coverage or not, and based on the measurement period(s) prior to the current year’s stability period(s)), and also all part-time and no-time (i.e. retired or COBRA) employees enrolled in the health coverage.  If the Affordable Care Act (ACA) Hours Tracking option has been set up within the School Accounting System, to view a list of all the employees who were full-time during at least one month in the year (as based on the measurement period(s) prior to the current calendar year’s stability period(s)), generate the Full Time Employee Count for ALE Member report (from the Payroll screen, Reports menu, Affordable Care Act (ACA) Reports), selecting the Summary by Year report selection and the current calendar year.  And then to view a list of all the employees enrolled in the health coverage, obtain a file from your third-party administrator, or generate the Deduction Register by Deduction (from the Payroll screen, Reports menu, Deduction Reports) for the applicable health insurance deduction(s), selecting the Posted Summary report selection and all Check Dates in the current calendar year (will need to change the Processing Month parameter to select all months).
  • For self-insured small employers:  Issue a 1095-B form for each employee enrolled in the health coverage, including full-time, part-time, and no-time (i.e. retired or COBRA) employees.  To view a list of all the employees enrolled in the health coverage, obtain a file from your third-party administrator, or generate the Deduction Register by Deduction (from the Payroll screen, Reports menu, Deduction Reports) for the applicable health insurance deduction(s), selecting the Posted Summary report selection and all Check Dates in the current calendar year (will need to change the Processing Month parameter to select all months).

For instructions on completing the ACA employer reporting process, including generating, printing, emailing, and submitting the 1095 and 1094 B or C forms, refer to Step 5 on the Payroll End of Calendar Year Checklist in the Help File.  Also, keep in mind, the process will be reviewed during our End of Calendar Year Workshops and Payroll End of Calendar Year Checklist for ACA 1095s and 1094s Webinars.