1095-C printing

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Posted on by David Callery

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As a test, I have moved data into a test company and created the year end wage file. The company has 1038 active employees for which a W2 was created. After managing the health benefit setups in the production company to comply with ACA reporting, there were 514 employee records in the UPR00905 table which represented all employees offered healthcare whether they waived it or enrolled. The remaining employee count are all true part time employees and never qualified nor were they offered insurance so are not to receive a 1095-C per IRS publication.

When I processed year end in payroll, the result was that 1038 W2s were printed and 9,320 1095-C forms were printed. The year end process appears to insert into the UPR10111 table a record for every employee that ever existed in the system, whether they are active, inactive, or qualify for a 1095-C form.

Has anyone tested this and what were your results?

Thanks,

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Lyn Barr 1 on at

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Did you install the Payroll Year End Update prior to performing this test? I believe that was a bug which was fixed in the Year End Update, as mentioned by Terry Heley in one of her preparatory blog posts.

If you did install the Year End Update, and still have that issue, please let us know!

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Lyn

Would you know how the actual forms will print? The IRS document is not one that will work in a regular envelope due to the placement of the employee name/address, etc. Since it is takes up 1/2 sheet, will the top part of the document print the name/address in an envelope friendly way?

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Lyn Barr 1 on at

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The form looks exactly like the IRS form. You can download a sample from www.irs.gov, or here is a screenshot of the onscreen display from GP.

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Lyn Barr 1 on at

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Please also note; GP prints out the instruction pages, along with the form itself. In other words, each employee's form takes multiple pages.

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It does. I think that what means is that we will have to modify the form to create an address field/return address field that is suitable to use in an envelope. As you can see, that format will not work in a Window type envelope.

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Chris.Hadden 726 on at

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Tina,

I agree -- if you plan to print the form and use a Window type envelope, you'll want to modify the layout.

If you are planning to print through Greenshades (by having us pull the YE 1095-C data from GP), we've already modified ours. I've provided screenshot below.

Just keep in mind, there is a cost of $0.31 per form to print these through Greenshades. You'll just need to balance that against the effort to modify the report in GP (side note, you can also have employees download forms electronically through Greenshades).

Feel free to email me at chadden@greenshades.com if you need more info on that option.

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MonicaKT 81 on at

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I had a client today print over 9000 forms and definitely doesn't have that many in Health Insurance Enrollment! The year end update was installed in December. Could you let me know how we can fix this? Thanks for any helpful answers. Monica Terrell

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Lyn Barr 1 on at

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The bug is actually not fixed yet, but here is a script from Terry Heley, which you can use to clean up the forms that should not be printing. As with any sort of SQL update, we recommend you make a backup first!

The bug is scheduled for a fix, soon, but it hasn’t been released yet.

There is a single table that controls whether an employee will receive the form. You can manipulate the results of this script, on an as-needed basis, to remove records for employees who should NOT receive the form. If they should not get a form, then they should not be in this table.

select * from upr10111

where (MonthofCost_1='0' AND MonthofCost_2='0' AND MonthofCost_3='0' AND MonthofCost_4='0'and

       MonthofCost_5='0' AND MonthofCost_6='0' AND MonthofCost_7='0' AND MonthofCost_8='0' AND

       MonthofCost_9='0' AND MonthofCost_10='0' and MonthofCost_11='0' AND MonthofCost_12='0' AND

       MonthofCoverage_1='0' and MonthofCoverage_2='0' and MonthofCoverage_3='0' and MonthofCoverage_4='0'and

       MonthofCoverage_5='0' AND MonthofCoverage_6='0' AND MonthofCoverage_7='0' AND MonthofCoverage_8='0' AND

       MonthofCoverage_9='0' AND MonthofCoverage_10='0' AND MonthofCoverage_11='0' AND MonthofCoverage_12='0')

and YEAR1='2015'

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MonicaKT 81 on at

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I read that you would need to recreate the year end wage file, is that correct? My clients have already been editing the 1095's in Edit W-2's and if we recreate the year end wage file, won't they lose all their changes?

Thanks-

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Lyn Barr 1 on at

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No, I think Terry actually mentioned that if you recreated the year-end, then you would need to re-run the script. (I believe you have it the wrong-way-round!)

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