ACA – Profile 1095C Form
Mass Change Processing
Updating ‘Offer of Coverage’
And ‘Safe Harbor’ codes for 2016
MASS CHANGE PROCESS – PROFILE 1095C FORM
With the Tax Year 2016 reporting of the 1095C forms, the IRS has made some changes
regarding the ‘Offer of Coverage’ and ‘Safe Harbor’ values that can be set for employees.
These are the changes:
1. Offer of Coverage code “1I – Qualified Offer (Transition Relief)” is no longer a
valid code and has been marked as ‘Inactive’.
2. Offer of Coverage code “1J – Minimum (Employee/Spouse – Conditional)”
has been added as a new code starting in TY2016.
3. Offer of Coverage code “1K – Minimum (Employee/Dependent/Spouse –
Conditional)” has been added as a new code starting in TY2016.
4. Safe Harbor code “2I – Non-Calendar Year Transition Relief” is no longer a
valid code and has been marked as ‘Inactive’.
With these changes for TY2016, employees set with either the Offer of Coverage code of ‘1I’
or a Safe Harbor code of ‘2I’ will need their values changed prior to the 2016 reporting of
their 1095C form. Below are steps to identify the employees with the codes of ‘1I’ or ‘2I’
and how these values can be mass changed.
Identify employees with Offer of Coverage ‘1I’ or Safe Harbor of ‘2I’
These steps can be used to identify employees reported with ‘1I’ or ‘2I’ for the TY2015
reporting of the 1095C form, so they can be mass changed prior to the TY2016 reporting of
the 1095C form.
1. Select Web Human Resources > Employee > Setup > Utilities.
2. Select ‘ACA 1095 Tracker’.
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3. Click ‘Add’ to create a template.
4. Enter a Template Description, set the parameters as listed below and then click ‘Save
and Run’.
a. Set ‘Report employee’s current 1095 record as of’ values to be ‘Year’ = 2016
and ‘Month’ = 12.
b. Set the ‘Employees with no 1095 records should be’ value to ‘Excluded’.
c. Set the ‘Employee Selections’ to ‘Default Parameters’ for both the ‘Selection
Parameters’ and ‘Non-Payroll Employees’.
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5. The ACA 1095 Tracker browse will appear showing all the employees that fit the
selection parameters entered in step 4.
6. Select the filter icon
to filter for only the employees with an Offer of Coverage
code of ‘1I’. Click ‘Apply Filter’ once the 1I value has been entered.
7. The ACA 1095 Tracker browse should now be showing only the employees with an
Offer of Coverage code of ‘1I’.
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8. Select the ‘Create Processing List’ icon
to add the employees in the browse to a
Processing List that will later be used to mass change the Offer of Coverage records.
Click ‘Create New Processing List’.
9. Enter in a Description for the Processing List and click ‘Save and Export’.
10. Once the process has completed, click the ‘View Processing List’.
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11. Expand the Processing List to see the employees that were added to the list.
12. ** Repeat the Steps 6-11 above to identify the employees with Safe Harbor code ‘2I’
and create a Processing List.
13. *** The steps above 1-12 are for employees who’s *Current* Offer of Coverage or
Safe Harbor has the value of “1I” or “2I”. You might still have employees whose
codes are still invalid, just not their current code. As a secondary process, you can
do the following to see if any employees still have codes of “1I” or “2I” for 2016.
a. Edit the “1095 Tracker’ Template you used during Step 4 above.
b. Choose the Report Option “Report employee’s 1095 values for the range” and
set the ranges for Year 2016 and Month 1-12. This will look at each individual
month to see if any employees still have a code of “1I” or “2I”.
c. If employees are found to still have codes of “1I” or “2I”, then you can either
create another processing list using steps 6 – 11 above, or you can manually
update the employees 1095C record in their Employee Profile.
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Mass Change Employees Offer of Coverage ‘1I’ or Safe Harbor of ‘2I’
These steps can be used to mass change employees Offer of Coverage code of ‘1I’ or Safe
Harbor code of ‘2I’ prior to the TY2016 reporting of the 1095C form using a Processing List.
1. Select Web Human Resources > Employee > Setup > Utilities.
2. Select ‘ACA 1095 Mass Process’.
3. Click ‘Add’ to create a template.
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4. Enter a Template Description and set the Employee Information and Selection
parameters as needed to update the employees with Offer Of Coverage ‘1I’ to a valid
Offer of Coverage code for TY2016.
(Note: You now have the ability to ‘Retain Existing Values’ if you want the Mass
Change process to not change the current values of the selected field.)
5. Click the ‘Selection Parameters’ link to create a parameter to use the Processing List
of the employees to update.
6. Click ‘Add’ to create a new selection parameter.
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7. Enter a Description for the parameter, set the ‘Employee Selection By’ to ‘Processing
List’ and choose the Processing List created earlier. Click ‘Save and Select’.
8. Once the ACA 1095 Mass Process screen is completed, click ‘Save and Process’.
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9. Select ‘Preview Data to Process’ to see the employees and the changes that will be
made.
10. Verify the employees processed with the correct 1095C values. Once the preview
has been verified, click ‘Back’.
11. Select ‘Run the Update’ to make the changes shown on the preview to the
employees’ profile 1095C tab records.
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12. The employees profile record now shows the record for 2016 with a valid Offer of
Coverage code.
13. ** Repeat the Steps 3-12 above to Mass process the employees with Safe Harbor
code ‘2I’.
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