ACA Filing Solutions

Beginning January 2016, the Affordable Care Act (ACA) Employer Shared Responsibility Rule, under IRS Code Sections 6055 and 6056, will require insurance companies, employers with 50+ employees and self-insured employers to file annual information returns (1095-B and/or 1095-C with the IRS and deliver employee statements with health plan coverage information. Transmittal forms 1094-B and/or 1094-C must also accompany the 1095-B and C filed with the IRS.

• Simply put, certain U.S. businesses are now required to report employee health plan coverage information to employees and the IRS.
• Regulations under the Affordable Care Act (ACA) will require employers to file annual information returns with the IRS and deliver employee statements with health plan coverage information. This is in addition to Form W-2 reporting requirements.
• Beginning January 2016, the ACA's Employer Shared Responsibility Rule will require employers to file annual information returns with the IRS and deliver employee statements with health plan coverage information.

The purpose of the reporting is to communicate details of employees' health insurance coverage, including verification that the minimal essential coverage requirement has been met.

Who must report and send copies to employees?

• Health insurance companies
• Applicable Large Employers (ALEs) with 50 or more employees
• Self-insured employers regardless of size (very small number of businesses)
• Those companies with 250 or more filings must file electronically
• A third party, like a payroll company, may complete reporting requirements but liability remains with the employer
• If an employer fails to file and issue, they may face penalties of $250 per filing up to $3 million
• An estimated 300 million new forms will be required for the 2015-2016 filing season

2016 Deadlines

These are the due dates you should put on your calendar. You will meet the requirement to file if the form is properly addressed and mailed on or before the due date.

• Forms 1095-B and 1095-C are due to individuals by January 31, 2015.
• Forms 1094-B, 1095-B, 1094-C and 1095-C are required to be filed with the IRS by Feb. 29, 2016 if filing on paper, or March 31, 2016, if filing electronically.

FORM 1095-A

• Will be issued by insurance companies to individuals who enroll in health insurance coverage through the Federal or State Marketplace.

FORM 1095-B Order

• Used to report the months employees and family members were covered under the health plan
• Issued by the insurance carrier or by employer if self-insured

FORM 1095-C Order

• Used to report whether or not the employer offered health coverage to employees
• Issued by employers with 50 or more full-time employees

FORM 1094-B Order

• Summary transmittal record of 1095-Bs
• Accompanies 1095-B forms when mailed to the IRS

FORM 1094-C Order

• Summary transmittal record of 1095-Cs
• Accompanies 1095-C forms when mailed to the IRS

Available Versions

• The IRS has released the ACA reporting forms for the upcoming season and approved alternate formats created by industry forms leaders.
• We sell the standard landscape-style format IRS version of the forms for employers to submit IRS copies or for those using a brand of filing software compatible only with the IRS versions of the forms.
• We also sell the IRS approved, portrait-style format 1095-B and 1095-C forms - employee/employer copies.
• The portrait-style forms differ slightly from the standard IRS versions so they are compatible with double-window envelopes, making it easier for businesses to mail employee copies.

Both versions are 100% compliant and READY TO SHIP

We also provide very cost competitive ACA form filing software our customers love.

ACA Software Order

• Includes all ACA reporting forms
• Provides all the tools needed to both create and print forms
• Forms online mirror the actual IRS forms
• Offers e-file services to government agencies, plus print and mail option to employees
• Compatible with both the IRS landscape-style and portrait-style ACA forms

LaserLink Software Order

• Both LaserLink and LaserLink XL titles now include the newly required ACA forms and transmittals in addition to the W-2, 1099-MISC and all other tax forms
• ACA forms can be filled out on screen and printed - to be mailed to employees and the IRS
• LaserLink titles do NOT offer e-file capabilities for ACA forms

Print and Mail Outsourcing

• We can print and mail employee copies from our specially certified, secure facility
• Perfect solution for health plan providers, payroll service providers and employers seeking high-volume processing of ACA forms 1095-C and 1094-C
• As an IRS-approved e-filer, we can file form data electronically with government agencies for efficient, one-stop processing
• Contact us for a quote

Keeping Data Secure

• We offer a secure print-and-mail solution for businesses looking to outsource this function
• Our facility is HIPAA Certified and has achieved SOC certification from the American Institute of CPAs
• Employers can rest assured that all information - including names, Social Security Numbers, etc. -- will remain protected throughout the process, and they will not be exposed to a potential data breach.

ACA form e-filing, printing and recipient mailing is a breeze using Tangible Values EagleView on-line Filing Solutions. For over five years Eagleview has been a leading on-line efile, print and mail solution for Tangible Values customers filing W-2's, 1099's, 1098's and more. Filing your ACA forms on-line through www.eagleviewfiling.com couldn't be easier. Visit the site and take the tour. Thousands of satisfied Tangible Tangible Values customers aleady have.

Learn More About Eagle View

If you provide payroll services and/or prepare W-2 forms for your clients with 50 + employees or your clients of any size who are self-insured:

Step 1: Ask those clients if they would like you to prepare and file their required ACA forms.

Step 2: Determine how many employees (ACA form recipients) you would report on for your large employer clients to determine how many 1095-C and 1094-C (transmittal form) you'll need

Step 3: Determine how many employees (ACA form recipients) you would report on for your self-insured employer clients to determine how many 1095-B and 1094-B (transmittal form) you'll need.

Step 4: Find out if your 2015 software prepares and e-files (if desired) the required ACA forms

Step 5: Order your required ACA Forms and envelopes and software, if needed, from Tangible Values at www.tangiblevalues.com or by clicking here.

Note: Tangible Values sells software for filing forms: W-2's, 1099's, ACA forms 1094 and 1095

• Laser Link: prepares, prints and e-files W-2's and 1099's, and prepares and prints, but doesn't e-file the ACA forms 1094 and 1095.
• Laser Link XL: prepares, prints and e-files W-2's and 1099's, and prepares and prints, but doesn't e-file the ACA forms 1094 and 1095.
• ACA software: prepares, prints and e-files ACA forms 1094 and 1095.

Click here to review these software programs.

FAQs

• What is Affordable Care Act (ACA) reporting?
  Certain U.S. businesses are now required to report employee health plan coverage information to the IRS. Beginning January 2016, ACA regulations will require employers to file annual information returns with the IRS and deliver employee statements with health plan coverage information. This is in addition to Form W-2 reporting requirements.
• What is the purpose of the reporting?
  Communicate details of employees' health insurance coverage, including verification of the minimal coverage requirement.
• Who must report and send copies to employees?
  Health insurance companies. Employers with 50 or more employees, knows as ALEs or Applicable Large Employers. And self-insured employers regardless of size.
• What is the authoritative transmittal?
  You can file multiple transmittal forms. But the authoritative transmittal is the final transmittal representing the total filings you're submitted for the season.
• Can businesses outsource the reporting function?
  Yes. A third party, like a payroll company, may complete reporting requirements but liability remains with the employer. (This means payroll companies are a good prospect!)
• How many copies of the 1095-B or 1095-C do I need?
  As a general rule, employers who paper file will need three copies: One for the IRS, one for the employee and one for your records. Employers who electronically file will only need two copies since the IRS will receive an electronic copy.
• What are the fines for failing to report?
  If employers fail to file and issue statements to covered individuals, they could face penalties of $250/filing up to $3 million.
• Are there electronic filing options available?
  Yes, we have ComplyRight ACA software with the new ACA forms. Complete the forms online and print them out. Or ... you can electronically file to the IRS through the software - and even have us print and mail your employee copies through a secure, specially certified warehouse. Our popular LaserLink software also have the ACA forms in addition to the W-2, 1099-MISC, etc. But you can't e-file ACA forms through the LaserLink titles.
• What's the difference between the IRS forms and the ComplyRight forms?
  Our forms are IRS approved and 100% compliant. Our recipient forms differ in format slightly so that they are compatible with a standard double window envelope. Minor variances in tax forms are not uncommon - our ACA forms were designed so employers can easily mail recipient copies. We have a programming guide available for those interested.
• Which version of the forms do I need to purchase?
  Purchase the standard IRS forms for your IRS copies or if you're using a software title compatible with the traditional IRS format. Purchase the ComplyRight forms if you want recipient forms compatible with double-window envelopes to make mailing employee copies easier.

ACA Information for Tax Professional from the IRS

Keep up-to-date on the latest ACA news by visiting our What's Trending page.

Learn more about Notice 2015-09, Penalty Relief Related To Advance Payments of the Premium Tax Credit for 2014 (Jan.26, 2015), on our Premium Tax Credit page.

Information for Your Individual Client

• What is Minimal Essential Coverage (MEC)?
  • Does my client qualify for an exemption from MEC?
• What is the Premium Tax Credit?/FAQs/Interactive Tax Assistant (ITA)
  • Why it is important to report life & income changes to the Marketplace (Exchange)
• When would my client need to make an Individual Shared Responsibility Payment (ISRP)?/FAQs/Interactive Tax Assistant (ITA)
  • Publication 5209 - Preparing your 2014 Return - the shared responsibility payment
• What is a coverage month for the Shared Responsibility Payment? see FAQ 19
• Who is included in a tax household?
• What amounts are included in household income?
• Does my client need to file and pay Net Investment Income Tax?/FAQs
• What documentation or proof of insurance coverage does my client have to provide? See the proof of insurance section on our Gathering Your Health Coverage Documentation page.

Information for Your Business Client

• What are the Employer Shared Responsibility Provisions of ACA?/FAQs
  • Publication 5200 - Affordable Care Act: What employers need to know
  • Publication 5196 - Understanding employer reporting requirements of the health care law
• Is my client an Applicable Large Employer (ALE)?
  • Applicable Large Employer Information Center
  • Publication 5208 - Are you an applicable large employer?
• Who should my client count as full time employees (FTE)?
• Does your business have 50 or more full-time equivalent (FTE) employees?
• Does your business have fewer than 50 full-time equivalent (FTE) employees?
• Does your client qualify for the Small Business Health Care Tax Credit?

Information Reporting Requirements

• What are the information reporting requirements for applicable large employers?
• Publication 5196 - Affordable Care Act: Reporting Requirements for Applicable Large Employers
• What are the information reporting requirements for Providers of Minimum Essential Coverage?

Other Information About Employers and ACA Reporting from the IRS

Affordable Care Act Tax Provisions for Employers

The Affordable Care Act, or health care law, contains benefits and responsibilities for employers. The size and structure of your workforce - small, large, or part of a group - helps determine what applies to you. If you have no employees, the following information does not apply to you. However, other tax provisions, such as the insurance provider fee, or the branded prescription drug fee, may affect your organization. For a complete list of ACA tax provisions, visit the Affordable Care Act Tax Provisions page.

Small Employers
Small employers, generally those with fewer than 50 full-time employees, may be eligible for credits and other benefits.

Large Employers
A large employer has 50 or more full-time employees or equivalents.

How do I know if I am a small or large employer? Why does it matter?

An employer's size is determined by the number of its employees. Employer benefits, opportunities and requirements are dependent upon the employer's size and the applicable rules. Generally, an employer with 50 or more full-time employees or equivalents will be considered an applicable large employer.

Employers with:

• Fewer than 25 full-time equivalent employees may be eligible for a Small Business Health Care Tax Credit to help cover the cost of providing coverage.
• Generally 50 or fewer employees may be eligible to buy coverage through the Small Business Health Options Program (SHOP). Learn more at HealthCare.gov.
• 50 or more full-time equivalent employees will need to file an annual information return reporting whether and what health insurance they offered employees. In addition, they are subject to the Employer Shared Responsibility provisions.
• Regardless of size, all employers that provide self-insured health coverage to their employees must file an annual return reporting certain information for each employee they cover.
• Certain affiliated employers with common ownership or part of a controlled group must aggregate their employees to determine their workforce size. Proposed regulations (pdf) and FAQs also provide more information about determining the size of your workforce.
• Applicable large employers can find a complete list of resources and the latest news at the Applicable Large Employer Information Center.

Affordable Care Act Tax Provisions for Small Employers

Some of the provisions of the Affordable Care Act, or health care law, apply only to small employers, generally those with fewer than 50 full-time employees or equivalents.

If you have fewer than 50 employees, but are a member of an ownership group with 50 or more full-time equivalent employees, you are subject to the rules for large employers.

Affordable Care Act Tax Provisions for Large Employers

Some of the provisions of the Affordable Care Act, or health care law, apply only to large employers, generally those with 50 or more full-time equivalent employees. For example, in 2015 large employers will have annual reporting responsibilities concerning whether and what health insurance they offered to their full-time employees.

Applicable large employers can find complete list of resources and the latest news at the Applicable Large Employer Information Center.

Employer Shared Responsibility Provision

The Affordable Care Act establishes that certain employers must offer health coverage to their full-time employees or a shared responsibility payment may apply. On Feb. 10, 2014, the Department of the Treasury and the IRS issued final regulations on the Employer Shared Responsibility provisions. For additional information on the Employer Shared Responsibility provisions and the proposed regulations, see our questions and answers. On July 9, 2013, the Department of the Treasury and the IRS announced transition relief from the Employer Shared Responsibility provisions for 2014. For more information, please see Notice 2013-45. For additional transition relief generally applicable to 2015, see the preamble to the final regulations. On Sept. 18, 2014, the Department of the Treasury and the IRS issued Notice 2014-49, which provides guidance on how to apply the look-back measurement method in situations in which the measurement period applicable to an employee changes.

Affordable Tax Provisions for Individuals

Affordable Care Act & Taxes For Individuals- At a Glance

Affordable Care Act & Taxes for Individuals - At a Glance

This chart explains how the Health Care Law affects your tax return. Use the Health Care Law and You chart to see how the law will affect you.

Individual Shared Responsibility Provision

Starting in 2014, the individual shared responsibility provision calls for each individual to either have minimum essential coverage for each month, qualify for an exemption or make a payment when filing his or her federal income tax return. On June 26, 2013, the IRS released Notice 2013-42, which provides transition relief for employees eligible to enroll in a non-calendar year employer-sponsored health plan that begins in 2013 and ends in 2014. On Aug. 27, 2013, the Department of the Treasury and the IRS issued final regulations on the individual shared responsibility provision. On July 24, 2014, the IRS issued Rev. Proc. 2014-46, which provides the 2014 monthly national average premium for qualified health plans that have a bronze level of coverage. This amount is used to determine the maximum individual shared responsibility payment that may be due. On Jan. 16, 2015, the IRS issued Rev. Proc. 2015-15, which provides the 2015 monthly national average premium for qualified health plans that have a bronze level of coverage. On Nov. 21, 2014, the Department of the Treasury and the IRS issued final regulations addressing the treatment of health reimbursement arrangements, cafeteria plans, and wellness program incentives for purposes of determining the unaffordability exemption for individuals with offers of employer sponsored coverage. The regulations also provide that certain limited benefit Medicaid and TRICARE coverage is not minimum essential coverage (Notice 2014-10, issued on Jan. 23, 2014, provides transition relief from the shared responsibility payment for months in 2014 in which individuals have this limited benefit coverage). On Nov. 21, 2014, the IRS issued Notice 2014-76, which identifies the hardship exemptions from the individual shared responsibility payment that a taxpayer may claim on a federal income tax return without obtaining an exemption certification from a Health Insurance Marketplace. For additional information on the individual shared responsibility provision, see our ISRP page and questions and answers. Additional information on exemptions and minimum essential coverage is available in final regulations issued by the U.S. Department of Health & Human Services.

Q & A's for Individuals

The IRS hears many questions about the health care law. Here are commonly-asked questions that we are hearing from taxpayers and seeing on social media.

• I do not normally have to file a tax return. Why is the IRS telling me that I should file as soon as possible?

  The IRS believes that you enrolled in health coverage through the Health Insurance Marketplace. If the government sent advance payments of the premium tax credit to your insurer, you are required to file a 2014 income tax return. If you do not file a 2014 income tax return, you will not be eligible for financial help next year. This means you will be responsible for the full cost of your monthly premiums. Do not wait to file. File now to stay eligible for future premium assistance.

• My income is below the threshold to be required to file a tax return, but advance payments of the premium tax credit were sent to my insurance company in 2014 to help pay my monthly premium; do I need to file a tax return?

  Yes, you are required to file a tax return. If advance payments of the premium tax credit were paid for you or an individual in your tax family, you must file a tax return to reconcile the difference between the advance credit payments made on your behalf and the actual amount of the credit that you may claim. This requirement applies whether or not you would otherwise be required to file a return. File as soon as you can even if you missed the April 15 deadline. If you missed the April 15 deadline or you received an extension to file until Oct. 15, you should file your return as soon as possible. You should not wait to file. File now to reconcile any advance credit payments that were made for you or a member of your tax family in 2014 and to maintain your eligibility to get advance credit payments for your 2016 coverage.

  If you don't file a 2014 tax return, you will not be eligible for advance payments of the premium tax credit to help pay for your Marketplace health insurance coverage in 2016. This means you will be responsible for the full cost of your monthly premiums and all covered services.

  You should file your 2014 tax return with Form 8962 as soon as possible even if you don't usually have to file. You should have received Form 1095-A from your Marketplace. This form provides the information you will need to complete Form 8962. If you need a copy of your Form 1095-A, go to HealthCare.gov or your state Marketplace website and log into your Marketplace account or call your Marketplace call center.

• I filed my return claiming the premium tax credit. Why did I get a letter from the IRS asking for more information and a copy of my 1095-A?

  You do not have to send your Form 1095-A to the IRS with your tax return when you file and claim the premium tax credit. However, using the information on your Form 1095-A you must complete and file Form 8962, Premium Tax Credit. The IRS verifies the information on your Form 8962 by comparing it to information received from the Marketplace and to other information you entered on your tax return.

  In some situations, before we can send your refund, the IRS may send you a letter asking you to clarify or verify information that you entered on your income tax return.The letter may ask for a copy of your Form 1095-A.

  Some common examples of issues or questions that may arise are:

  • It appears that you are required to reconcile but did not include Form 8962.
  • You submitted Form 8962 but it is incomplete.
  • Based on the income that you reported, it appears that you are not eligible for the credit.
  • The income or other entries on your Form 8962 are inconsistent with information on your tax return.
  • The premium that you entered on your Form 8962 appears to be an annual amount, rather than monthly.
  • There are questions about entries on your Form 8962 that may be clarified by a review of your 1095-A.
  • We need to review your Form 1095-A to verify your Marketplace coverage.

  You should follow the instructions on the correspondence that you receive in order to help the IRS verify information that has been entered on the tax return and issue the appropriate refund. For more information about Forms 1095-A, visit our Health Insurance Marketplace Statements page.

• What documentation or proof of insurance coverage do I have to submit with my return?

  You do not need to attach documentation or proof of insurance coverage to your tax return. If you had coverage for yourself and everyone in your household for the entire year, you or your preparer will check a box on your tax return. Although nothing in the IRS rules or regulations require you to provide proof of coverage at the time you file, if you have documents that verify your coverage, you should show them to your tax preparer. The IRS will follow its normal compliance approach to filed tax returns, and may ask you to substantiate the information on your tax return, therefore you should keep these documents with your tax records. Learn more about the types of documents you should keep at our Gathering Your Health Coverage Documentation page.

• Does everyone need to have health insurance coverage?

  The Affordable Care Act requires you and each member of your family to have basic health coverage (called minimum essential coverage), qualify for an exemption from the requirement to have coverage, or make an individual shared responsibility payment when you file your federal income tax return. If you are not required to file a tax return and don't want to file a return, you do not need to file a return solely to report your coverage or to claim an exemption.

  Visit our Individual Shared Responsibility Provision page for information about what coverage qualifies, and our Exemptions page for details about who is eligible for an exemption from the requirement to have coverage.