Editing Form 1094-C Information

Use this Edit 1094 Form form in PrismHR to generate or edit Form 1094-C for clients. When you send the Form 1095-Cs for employees to the IRS, you also need to file Form 1094-C. This form is a summary of the associated Form 1095-C information related to the Client / Applicable Large Employer. It provides information about:

• Employer Contact Information.
• Total Number of Form 1095-Cs submitted.
• ALE Member information including those part of an Aggregated ALE group.
• Monthly summary of coverage offered.
• Federal Transmittal Information.

If you need to review any definitions or line-by-line rules for Form 1094-C, you can access them on the official IRS website.

Note:  Client Access Group Security is enabled on this form.

To access this form in PrismHR: open the Work Centers menu, then under Compliance, click ACA Processing. Under ACA Processes, select Edit 1094 Form.

To generate/edit the Form 1094-C information:

1. Complete the following:

Field Name

Description

Update Form Counts and ALE Info

Click this button only if you have performed any manual imports or adjustments. This button will adjust the values on the form to match your new data. These counts do not include any employees who lack a Form 1095-C for the selected Year (see Part 1 below). Building ACA 1095-C registers automatically updates this information.

Part 1 - Applicable Large Employer (ALE Member) – This form populates data in lines 1-6 using the information on the Client Details form. Lines 7-16 will populate if there is an existing Form 1094-C for the immediately preceding year. You can edit and save data for the current year. Once you save data for the current year, if you make changes to any prior year, it will change the data for that prior year only and will not affect the data for the subsequent years.

Year

Select the year for which you want to generate Form 1094-C for the client. You can select any year starting from the current year up to ten preceding years.

Employer Information This section includes the contact information for the Employer submission.

1. Employer Name

This field populates using data from the Client Details form. If you want to edit this information, enter the name of the employer here.

2. Employer EIN

This field populates using data from the Client Details form. If you want to edit this information, enter the nine digit Employer Identification Number (EIN) here.

3. Street Address

This field populates using data from the Client Details form. If you want to edit this information, enter the street address of the employer here.

4. City

This field populates using data from the Client Details form. If you want to edit this information, enter the name of the city of the employer here.

5. State

This field populates using data from the Client Details form. If you want to edit this information, enter the name of the two digit state abbreviation of the employer here.

6. Country

This field populates using data from the Client Details form. You can edit this field if needed. The same applies for the Zip Code field as well.

7. Contact Name

This field populates using data from the Form 1094-C immediately preceding the year selected above. If you want to edit this information, or if this is the first year that you are using this form in PrismHR, enter the name of the contact person for the employer here.

8. Contact Phone

This field populates using data from the Form 1094-C immediately preceding the year selected above. If you want to edit this information, or if this is the first year that you are using this form in PrismHR, enter the phone number of the contact person for the employer here.

 

Designated Government Entity (only if applicable) Complete this section (line 9-16) only when applicable. The fields in this section are the same as above (line 1-8) and refer to the same information as above but using the information for the designated government entity.

 

18. Total Number Of Forms 1095-c Submitted

This number is generated using the data from the Build ACA 1095 Registers process.

19. Is this the authoritative transmittal for this ALE member?

Select the appropriate option from the following:

• Yes – Select this option if this is the authoritative transmittal for this ALE member.
• No – Select this option if this is not the authoritative transmittal for this ALE member.

Note:  One Form 1094-C in each ALE Group must have this designation.

Part 2 - ALE Member Information This panel contains ALE Member and Certificate of Eligibility information.

Note:   Ensure that the Certificate of Eligibility information is correct before you build the employee 1095 registers for ACA Reporting using the Build ACA 1095 Registers form.

20. Total Forms 1095-c File By And/or On Behalf Of Ale Member

This number is generated using the data from the Build ACA 1095 Registers process.

21. Is ALE Member a Member of an Aggregated ALE Group?

You can assign a control group to a set of clients who are members of an Aggregated ALE Group. A single Client ID is added as the Control Group Client field in the Benefits tab of the Client Details form for each of the ALE Group members.

• This field will default to a "Yes" if the client is part of a Control Group of clients. You must save them earlier already on the Applicable Large Employer (ALE) Members section in the Configuring Client ACA Parameters form to make this default.
• If the client is not part of an Aggregated ALE Group, this will default to "No" and Part 4 of this form will be disabled.

22. Certifications of Eligibility (select all that apply)

Select applicable certifications from the following:

• A. Qualifying Offer Method
• B. Qualifying Offer Method Transition Relief (Valid for years 2014-2015)
• C. Section 4980H Transition Relief (Valid for Years 2014-2016)
• D. 98% Offer Method

Note:  For more information on these options, refer to the official IRS website.
Part 3 - ALE Member Information - Monthly

23. All 12 Months

 If the value is the same for all twelve months of the year noted above for any of the five fields in this section, enter them here and not individually by month below in the "Individual Months" section.

A. Minimum Essential Coverage Offer Indicator

Select the appropriate option:

• Yes – Select this option if Minimum Essential Coverage (MEC) was offered for all 12 months for the year indicated above. The Minimum Essential Coverage Offer Indicator in the "Individual Months" grid must display Yes for all 12 months.
• No – Select this option if Minimum Essential Coverage (MEC) was not offered for all 12 months for the year indicated above. You will need to select the value for each month MEC was offered in the "Individual Month" grid.

Note:  For details, please review the guidance from the official IRS website.

B. Section 4980H Full-Time Employee Count for ALE Member

This number populates during the 1095 register build. If all 12 months are the same, it displays both in the "All 12 Months" and the "Individual Months" sections.

C. Total Employee Count for ALE Member

This number populates during the 1095 register build. If all 12 months are the same, it displays both in the "All 12 Months" and the "Individual Months" sections.

D. Aggregated Group Indicator

Select this field if this ALE Member was a Member of an Aggregated ALE Group for all 12 months of the given year. Selecting this field will also select the fields for all twelve months in the "Individual Months" grid.

If you deselect this field for one or more months in the "Individual Months" grid, then this field here will be deselected.

E. Section 4980H Relief (Valid for Years 2014 – 2016)

Select the appropriate option from the following:

• A – Select this option if this client chose transitional relief for the report year and had between 50 and 99 employees for all 12 months of the report year.
• B – Select this option if employer initiated changes in measurement methods for one or more permissible categories of employees for all 12 months of the report year.

This value will display for all 12 months for this field in the "Individual Months" grid.

Note:  This field will remain disabled if the year selected above is not 2014, 2015 or 2016.

Individual Months

Lines 23 – 35

If the value for any field in this section is not the same for all twelve months of the year noted above, enter them individually by month here. The fields in this section are the same as above and refer to the same information.
Part 4 - Other ALE Members of Aggregated ALE Group

Lines 36 - 65. Enter the names and EINS of other ALE Members of the Aggregated ALE Group (who were members at any time during the year). This section will display the Client Name and EIN of all those clients who have the same Control Group Client number in PrismHR at the time of the build.

Note:  This section will appear only if # 21 in Part 2 above is YES.

Name

This section displays the Client Name of any client who is a part of the same Control Group in PrismHR. This will populate on this form after you have saved them in the Applicable Large Employer (ALE) Members section on the Configuring Client ACA Parameters form. You may add, edit or remove the Client Name.

Note:  The member information will only be automated for those form years that have not been modified. Once the record has been modified and saved, automation to these fields will no longer occur and any adjustments will be manual.

EIN

This section displays the Client EIN of any client who is a part of the same Control Group in PrismHR. This will auto-populate on this form after you have saved them on the Applicable Large Employer (ALE) Members section in the Configuring Client ACA Parameters form. You may add, edit or remove the Client Name.

Note:  The EIN will only auto-populate for those form years that have not been modified. Once the form for a year has been modified and saved, automation to these fields will no longer occur and any adjustments will be manual.
Federal Transmittal Information - Use this panel to review basic information about previously generated transmission files for this client. You must also use this panel to enter the Receipt ID provided by the IRS in response to your transmission.

File Date

This is the date when the ACA Transmission file was generated in PrismHR.

File Time

This is the time when the ACA Transmission file was generated in PrismHR.

Transmission Id

This is the transmission identifier created when the ACA Transmission file was generated in PrismHR.

Submission ID

This is the submission identifier created when the ACA Transmission file was generated in PrismHR.

Receipt Id

This is the receipt identifier provided by the IRS upon submission of the file. You must enter this information in the form when received by the IRS..

Test Scenario

Use this field when sending a test submission to the IRS. For details about this process, see Creating the Test Submission.

Test Start Month

Use this field when sending a test submission to the IRS. For details about this process, see Creating the Test Submission.

Select the appropriate month from the drop-down field.

Send as Correction

Check this field when sending a correction file to the IRS. For details about this process, see Submitting a Correction.

Clear Correction Flag

Click this button to clear the "Send as Correction" flag on all the 1095 records for the year indicated above.
Add Correction Flag

Click this button to add the "Send as Correction" flag on all the 1095 records for the year indicated above.
2. Click Save to save the changes to this form.

Viewing Audit Details

Form 1094-C audit data is available under the Actions menu . The audit reflects any change made on this form, manual updates to Parts 1-4, and selecting the Update Form Counts and ALE Info button at the top of the form.

Note:  If you select the Update Form Counts and ALE Info button, the audit only reflects updates when you Save after the form changes.