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How can I void a 1095-B, 1095-C record through IRS AIR?

April 23rd, 2016 3 comments

The electronic submission process does not have a void option. You can, however, use the correction process to change data that was incorrectly filed on IRS Form 1095-B or Form 1095-C or to void a record.

Using the Correction Process to change data from an incorrectly filed 1095-B:

  1. Check ‘CorrectedInd’
  1. Revise Part IV to remove all covered individuals that were reported on the previously-accepted 1095-B and do not include the ‘CoveredIndividualGrp’ tags

1095-B Example Scenario: BBBB Insurance Company files a 1095-B for George Catoctin showing George and his three children were covered all year. After sending the return, they find that George should not have been sent a return since no one was covered during the tax year.

Remedy:  BBBB Insurance Company would correct this issue by sending a Corrected 1095-B to both George and to the IRS, removing George and his three children from the ‘CoveredIndividualGrp’ (leaving Part IV blank). When filing electronically, do not include ‘CoveredIndividualGrp’ tags.

Using the Correction Process to remove the record of coverage from an incorrectly filed 1095-C:

  1. Check the ‘CorrectedInd’
  1. Revise Part II to align with the [former] full-time employee’s actual status data
  1. Uncheck the ‘CoveredIndividualInd’ checkbox
  1. Revise Part III to remove all covered individuals that were reported on the previously-accepted 1095-C and do not include the ‘CoveredIndividualGrp’ tags

1095-C Example Scenario:  XYZ Plumbing files a 1095-C showing John Whitney, their Employee, was offered coverage and that John and his wife were covered all year. After sending the return to IRS, XYZ discovers that John had left the company in December of the previous year and that the 1095-C was sent in error.

Remedy:  XYZ would correct this issue by sending a Corrected 1095-C to both John and to the IRS with Part II and Part III filled out as follows:

  • Line 14 would show Code”1H” in “All 12 Months” showing that John was not offered coverage.
  • Line 15 would not be present, since there was no Offer of Coverage.
  • Line 16 would show “2A” in “All 12 Months” showing that John was not employed during the year.
  • Uncheck the ‘CoveredIndividualInd’ checkbox
  • Remove John Whitney and his three children from the ‘CoveredIndividualGrp’ (Part III) and do not include the ‘CoveredIndividualGrp’ tags.

 

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AIRMF3005 – Rejected transmission – Error occurred in Form Status for Form Type

April 6th, 2016 No comments

AIRMF3005 means

The value of the Manifest ‘TestFileCd’ must equal the value stored in the IRS’ database governing the status of the ‘FormsTypeCd’ .

You have to submit one communication test with the IRS.  Once you have submitted one Accepted file, you call the IRS at 866-937-4130 x1 x3 and ask them to move your TCC number from Test to Production.  If you are getting this error when submitting, your submitting a file with this XML code:

<p3:TestFileCd>P</p3:TestFileCd>

where P is Production but your TCC number is still identified as a T or Test.

The sample test scenarios are here
https://www.1099fire.com/support/import/1095_test_scenarios.htm
Call or email anytime.
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IRS Form 1095-C : Line 15 and 16 Instructions

April 5th, 2016 No comments
Line 15. Complete line 15 only if code 1B, 1C, 1D, or 1E is entered on line 14 either in the “All 12 Months” box or in any of the monthly boxes. Enter the amount of the employee share of the lowest-cost monthly premium for self-only minimum essential coverage providing minimum value that is offered to the employee. Enter the amount including any cents. For purposes of determining the monthly employee contribution, an employer may divide the total employee share of the premium for the plan
year by the number of months in the plan year to determine the monthly employee contribution for the plan year.
Line 16 – For each calendar month, enter the applicable code, if any, from Code Series 2. You may enter only one code from Code Series 2 per calendar month. If the same code applies for all 12 calendar months, enter the applicable code in each monthly box or enter the code in the “All 12 Months” box. If none of the codes apply for a calendar month, leave the line blank for that month.
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XML Schema Validation Failed

March 18th, 2016 4 comments

1095-B: XML Schema Validation Failed on the 1095-B typically arises when someone enters the signature, title, date on the 1094-B.  The boxes are on the 1094-B form.  But if you look in the back of Publication 5165, it says:

Is the XML data tag <p1:JuratSignaturePIN></p1:JuratSignaturePIN>
required in the 2015 Form Data File?

• Signature data are not required for TY2015.
• Do not include signature information in your XML.

For tax year 2015, do not include the signature, title, date on the 1094-B and you can avoid this XML Scheme Validation error.

1095-C: Part II on IRS Form 1095-C is Employee Offer and Coverage.  A common error arises from Boxes 14, 15 and 16 that we discuss below.

We prepare and electronically file XML files to the IRS.  For Boxes 14, 15, 16, we can efile this code

<EmployeeOfferAndCoverageGrp>
<AnnualOfferOfCoverageCd>1E</AnnualOfferOfCoverageCd>
<AnnlShrLowestCostMthlyPremAmt>128.00</AnnlShrLowestCostMthlyPremAmt>
<AnnualSafeHarborCd>2C</AnnualSafeHarborCd>
</EmployeeOfferAndCoverageGrp>

Here Annual Offer of Coverage has data and Monthly Offer of Coverage does not exist.  Another way of saying this is Boxes 14, 15 and 16 have data in ‘All 12 Months’ and January through December are blank.

We can transmit this as well:

<EmployeeOfferAndCoverageGrp>
<MonthlyOfferCoverageGrp>
<JunOfferCd>1C</JunOfferCd>
<JulOfferCd>1C</JulOfferCd>
<AugOfferCd>1C</AugOfferCd>
<SepOfferCd>1C</SepOfferCd>
<OctOfferCd>1C</OctOfferCd>
<NovOfferCd>1C</NovOfferCd>
<DecOfferCd>1C</DecOfferCd>
</MonthlyOfferCoverageGrp>
<MonthlyShareOfLowestCostMonthlyPremGrp>
<JuneAmt>97.88</JuneAmt>
<JulyAmt>97.88</JulyAmt>
<AugustAmt>97.88</AugustAmt>
<SeptemberAmt>97.88</SeptemberAmt>
<OctoberAmt>97.88</OctoberAmt>
<NovemberAmt>97.88</NovemberAmt>
<DecemberAmt>97.88</DecemberAmt>
</MonthlyShareOfLowestCostMonthlyPremGrp>
<MonthlySafeHarborGrp>
<JunSafeHarborCd>2C</JunSafeHarborCd>
<JulSafeHarborCd>2C</JulSafeHarborCd>
<AugSafeHarborCd>2C</AugSafeHarborCd>
<SepSafeHarborCd>2C</SepSafeHarborCd>
<OctSafeHarborCd>2C</OctSafeHarborCd>
<NovSafeHarborCd>2C</NovSafeHarborCd>
<DecSafeHarborCd>2C</DecSafeHarborCd>
</MonthlySafeHarborGrp>
</EmployeeOfferAndCoverageGrp>

Here Annual Offer of Coverage is blank (nothing is transmitted) and Monthly Offer of Coverage has data for specific months. All months can be filled out as well or any combination combination.

But if we transmit something like this

<EmployeeOfferAndCoverageGrp>
<AnnualOfferOfCoverageCd>1E</AnnualOfferOfCoverageCd>
<MonthlyShareOfLowestCostMonthlyPremGrp>
<JuneAmt>97.88</JuneAmt>
<JulyAmt>97.88</JulyAmt>
<AugustAmt>97.88</AugustAmt>
<SeptemberAmt>97.88</SeptemberAmt>
<OctoberAmt>97.88</OctoberAmt>
<NovemberAmt>97.88</NovemberAmt>
<DecemberAmt>97.88</DecemberAmt>
</MonthlyShareOfLowestCostMonthlyPremGrp>
<MonthlySafeHarborGrp>
<JunSafeHarborCd>2C</JunSafeHarborCd>
<JulSafeHarborCd>2C</JulSafeHarborCd>
<AugSafeHarborCd>2C</AugSafeHarborCd>
<SepSafeHarborCd>2C</SepSafeHarborCd>
<OctSafeHarborCd>2C</OctSafeHarborCd>
<NovSafeHarborCd>2C</NovSafeHarborCd>
<DecSafeHarborCd>2C</DecSafeHarborCd>
</MonthlySafeHarborGrp>
</EmployeeOfferAndCoverageGrp>

Or any combination of this code where your reporting Annual and Monthly Offer of Coverage for a particular employee, then you get the error

XML Schema Validation Failed – not well formed or missing required elements

The solution is the stay consistent.  If you are reporting Annual Offer of Coverage, then only report Annual and that means you have data in Boxes 14, 15, 16 in All 12 Months only.  If you are reporting Monthly Offer of Coverage, then report Monthly and leave Annual Offer of Coverage blank.  Stay consistent.

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Can you efile 1095-B and 1095-C forms on our behalf?

October 17th, 2015 No comments

Yes.

We can electronically file IRS Form 1095-B with the 1094-B transmittal summary and/or IRS Form 1095-C with the 1094-C transmittal summary with complete security.  Here are the steps you would want to take to have us electronically file on your behalf:

  1. Contact sales at (480) 460-9311 or info@1099fire.com.  Call or email anytime.Sales can provide an estimate of the cost as well as process your order. We have very competitive pricing. Sales will also provide an account number.
  2. Enter your data into the sample excel files found here

    https://www.1099fire.com/support/import/index.htm

    For the 1095-C forms, the 1094-C is the next tab or sheet in the excel file.  You have to fill out the 1094-C data as well.  Fill everything out as best you can.

  3. Rename the excel file your account number and then upload the excel file using this secure sharefile link

    https://nationalsoftware.sharefile.com/r/r4605c86ea294f758

  4. We will import your data and efile and email a transmission identification number and status within a few days.

We can also print, fold, stuff and mail any quantity of 1095 forms.  When we print, the 1095 forms are printed on one side and the instructions and mailing addresses are printed on the other side.  We tri-fold and stuff into a #10 size, 2 window envelope and then seal.  We can print and mail any size order.

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IRS Form Data File Naming Convention

August 23rd, 2015 No comments

Its confusing!

The Form Data file name looks like the following:

1094<form_type>_Request_<TCC>_<Date>T<TimeStamp>.xml

where,

<form_type> is either B or C for Form 1095-B or Form 1095-C.
<TCC> is the 5-character transmitter control code issued by the IRS.
<Date> is today’s date formatted as YYYYMMDD.
<TimeStamp> is formatted in ISO 8601 with the – removed.

To be more specific, the date and time stamp combined is

YYYY-MM-DDThh:mm:ss.sTZD

where

YYYY = four-digit year
MM = two-digit month (01=January, etc.)
DD = two-digit day of month (01 through 31)
hh = two digits of hour (00 through 23) (am/pm NOT allowed)
mm = two digits of minute (00 through 59)
ss = two digits of second (00 through 59)
s = one or more digits representing a decimal fraction of a second
TZD = time zone designator (Z or +hh:mm or -hh:mm)

Here’s an example:

2015-08-23T18:15:31.481Z => 18:15:31 and 481 miliseconds in UTC (Z)

The IRS example is: 010102000Z is 01:01:02 and 000 miliseconds in UTC (Z).

In this case, the -,:,. have been removed, since you can’t have some of these characters in a filename.

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1099 Software: Can you print and mail on our behalf?

August 2nd, 2015 No comments

Yes.

We can print and mail any size order with complete security.  Here are the steps you would want to take to have us print and mail on your behalf:

  1. Contact sales at (480) 460-9311.  Sales can process your order or provide an estimate of the cost. Sales will also provide an account number.  We have very competitive pricing.  Call anytime.
  2. Rename your excel file the account number and upload using this sharefile link:https://nationalsoftware.sharefile.com/r/r4605c86ea294f758
  3. We will import, convert to PDF and return to you passcode protected using the last 4 digits of the 1st employer EIN in the excel file.  You review and email back letting us know whether to print and mail or if you have changes.  Once the PDF is approved, we begin printing.

 

 

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1095 Software : What is duplex printing?

August 1st, 2015 No comments

Duplex print is printing a sheet of paper on both sides.

When you check this option in the 1095 software, the software prints Form 1095-C (or Form 1095-B) then the employer and employee’s mailing addresses on the next page.  If your print can automatically print on both sides, then the mailing addresses will be printed on the back of each 1095-C (or 1095-B) form.  You can tri-fold and stuff in any #10 size, 2 window envelope and mail.

 

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ACA 1095 Software : IRS Forms 1095-A, 1095-B and 1095-C including Transmittal Summaries

July 28th, 2015 No comments

All American’s are required to have health insurance. And individuals not covered by health insurance may be subject to penalties. The mandate and penalty arise from the passage of the Affordable Care Act (ACA).

The IRS enforces the Affordable Care Act mandates and penalties. To enforce or confirm that an individual is insured the IRS created Forms 1095-A, Form 1095-B and 1095-C.

Form 1095-A is also called the Health Insurance Marketplace Statement. It is an information return sent by Healthcare.gov or a state marketplace to individuals who purchased their health insurance through HealthCare.gov. Form 1095-A provides the dates of coverage, the amounts you spent each month for the coverage, who in your household was covered and other information needed to complete IRS Form 8962 Premium Tax Credit.

Form 1095-B is used by Health Insurance issuers to report to the IRS whether individuals have the minimum essential coverage necessary to comply with the ACA’s individual mandate.

Form 1095-C is used by large employers (those with 50 or more full-time employees) to report health coverage.

Our 1095 software makes it easy to import, print and/or efile IRS Forms 1095-B (and its 1094-B transmittal summary) and 1095-C (and its respective 1094-C transmittal summary) quickly and easily. The software includes the following 1095 modules:

1095-A Health Insurance Marketplace Statement
1095-B Health Coverage
1095-C Employer-Provided Health Insurance Offer and Coverage

Import…
Type information on the screen as it would be typed on the form itself. Or import the data from Excel (xls, xlsx) or some type of spreadsheet. Its easy to do and we have sample excel spreadsheets.

Print…
Our 1095 software will print the form and data or convert to PDF. Print Form 1095-A, 1095-B (and its transmittal summary 1094-B) and 1095-C (and respective transmittal summary 1094-C). Adjust the vertical and horizontal printing offsets so that your data prints perfectly on the form each and every time.

File Electronically…
File an unlimited number of 1095 forms electronically with the IRS.

Other Features…
Technical support is provided at no extra charge for the tax year that the software was purchased.

Free live update feature helps us communicate with you, the customer, and keep you up-to-date with the latest form revisions.

Data entered may be stored anywhere on your hard drive, portable drives, network drives or external diskettes for quick retrieval. You can also export your data to a csv file format.

Due Dates…
Furnish Copy B to the payer by January 31, 2016.

Paper file Copy A of this form with the IRS by February 28, 2016. If you file electronically, the due date is March 31, 2016.

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ACA Application for a Transmitter Control Code (TCC Number)

July 25th, 2015 18 comments

The IRS states:

“Providers that file 250 or more information returns during the calendar year must file
the returns electronically.”

This 250 threshold applies to IRS Forms 1095-B and/or 1095-C.  If you have less than 250 employees, you can print and mail the forms to the IRS along with the respective 1094 transmittal summary.  If you have 250 or more employees, you must efile.

The first step to efiling is getting a transmitter control code or TCC number.  Here is what you need to know to attain the TCC number. The IRS states in Publication 5164:

“The application must include a minimum of one Responsible Official and minimum of two Contacts.”

This is important.  You need 2 contacts to go through the application process.  Specifically, that means you need to people to complete this first step which is applying for an e-services account.

  1. E-services

E-services is a link on the IRS website that provides a variety of online tools for tax professionals.  The link is here

http://www.irs.gov/Tax-Professionals/e-services—Online-Tools-for-Tax-Professionals

One nifty online tool is Bulk TIN Matching.  You can upload a file with the TIN TYPE, NAME and TIN up to 100,000 records at a time and within a day the IRS will return the file letting you know which names match that specific a TIN and which names don’t.  It’s a great free service for cleaning up your data before electronically filing.

E-services also is where you can submit an application for a transmitter control code for the new ACA forms.  You need 2 people to go to the above E-services link and click on “Login or Register” and then click on “Register” and go through the online registration process which is below:

 

 

You need the name, SSN and date of birth for the applicant, but you also need the adjusted gross income which is line 37 on Form 1040 for the prior year.

You need 2 people to complete this registration.

 

  1. Verify E-services within 28 days

At the end of the online registration, it says:

Your initial registration information has been received and successfully processed.  In the next few days, you should receive a letter via US Mail from the IRS.  This letter will contain a confirmation code and instructions for completing the e-services confirmation process.

All that work in registering is just the beginning.  You wait now for the letter from the IRS with a code.  When you have that code, you log back into the IRS site and type in that code to complete the registration. It takes about 14 days to get the letter with the confirmation code.

  1. Log back in and fill out the ACA Application for TCC number

When you have finished registering for e-services, log back into e-services and you get to a screen that looks like this:

individual
There is an option to select Individual and the Business you registered (we registered Ruth Technology).  To find the ACA Application for the TCC number, you must click Individual.  An individual can apply for a TCC number to file the 1095 forms electronically; a business can not.  I learned this the hard way by clicking on the Business (here Ruth Technology) and searching everywhere for the ACA Application and not finding it.  When I called the IRS, the agent explained clearly that individuals efile not businesses so individuals only can apply for a TCC number.

At the main menu, Click on Application.  And then ACA Application for TCCClick Start.  One responsible official fills out this ACA Application and within the application, you select yourself as a contact and another contact who has completed the e-services application (you can have more, but must have at least 2 contacts).

If you have any questions, call us at 608-444-6575.

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