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1094s and 1095s

The 1094/95 forms report health insurance and additional individuals coverage for the purposes of the Affordable Care Act. SchoolInsight Financials can generate 1094-B and 1095-B or the 1094-C and 1095-C, depending on the district’s reporting requirements. Bookkeepers will be responsible for determining which version to use and which employees are eligible. 

Configure employees
Generate
Printing adjustments

Configure employees

1094s and 1095s require configuration for each employee.

First, if the district offers self-insured coverage, turn that option on to add part III to the 1095-C:

  1. Go to Financials Main > Setup > Tax Form Settings
  2. Select the correct calendar year
  3. Edit
  4. Check Employer Provided Self-Insured Coverage
  5. Save

For an employee to be eligible for the 1094 and 1095, they must be fully configured. In addition to a social security number, the following are fields you will be prompted to fill out when entering specific employee health insurance coverage data:

Plan Start Month: Select the month the employee coverage was first offered (or would be offered coverage if the employee were eligible to participate in the plan). If no plan was offered then select 00-No plan.

Origin of Health Coverage: Select the correct type of health coverage that was offered, if necessary for the 1095-B.

First Month / Employee Offer of Coverage: Only one entry for each month can be made. Enter the first month the employee started the plan. Once a month is selected all following months will automatically inherit the same status/codes/employee contributions as this entry, until a new entry for a different month is made.

Employment Status

Offer Coverage Code

Zip Code Used for Affordability: If applicable to the coverage code

Employee Contribution: If applicable to the coverage code

Section 4980H Code: If applicable to the employment status

This information can be edited on the Employee - Single View page, or it can be mass edited on the View 1095 Data page. The mass configure option is faster for entering multiple employees that don’t have changes in their plan throughout the year. However, information about additional individuals covered by a plan can only be entered on the Employee - Single View page.

To mass configure 1095s:

  1. Go to Financials Main > Payroll > View 1095 Data
  2. Mass Configure 1095s
  3. Select the correct calendar year in the upper-right corner
  4. Enter applicable fields
  5. Check the box next to which employees you want to apply these settings to
  6. Save
  7. For employees that require different entries for certain months, repeat these steps, but change First Month to the month you want to make a new entry for. That month and all following months will inherit this entries status/codes/contributions up until another entry for a future month is made.

The mass delete button deletes all 1095 information entered for an employee.

To configure employees individually and/or enter covered individuals’ information:

  1. Go to Financials Main > Employee - Single View
  2. Search for the employee
  3. Go to the Payroll tab
  4. Select 1095 in the upper-right corner
  5. Select the correct calendar year in the upper-right corner
  6. Edit applicable fields and Save 
  7. Edit Covered Individuals: Check all the months the employee was covered by a plan. Click Add Covered Individual to add additional individuals covered by a plan. For each individual added you must enter their:
    • First name
    • Last name
    • SSN/TIN or DOB. You can enter both, but you must at least enter one. 
    • All the months they were covered
  8. Save

Generate

Employees that are fully configured and are ready to generate will automatically appear checked as configured in the table on the 1095 and 1094 tax forms when you open the page.

To generate the forms:

  1. Go to Financials Main > Payroll > Tax Forms
  2. Select the appropriate form (1094-B, 1095-B, 1094-C, or 1095-C)
  3. Select the correct format (see below)
  4. Check the box next to the employees you want to generate
  5. Generate
Format Description
Non-Official (Blank Paper) Prints the entire form, including the boxes and field names.
Official (Pre-Printed Stock) Prints only the values, for use with purchased stock that already contains the boxes and field names. Read about Printing Adjustments before choosing this option.
Electronic File Generates a ZIP folder with two files that (after unzipping) can be uploaded to the AIR production website. Available only for the 1094-B and 1094-C.
Communication Test File Generates a ZIP file with two files that (after unzipping) can be uploaded to the AATS testing website. Available only for the 1094-B and 1094-C.

The first year that your district uploads the 1094s, you must start by uploading the Communication Test File to the AATS testing website. After approval, you must contact the IRS and ask them to switch your Transmitter Control Code (TCC) from Test to Production. After that, and in subsequent years, you can proceed directly to uploading the Electronic File to the AIR production website.

Because of how errors are identified by the AIR system, it is vital that you save a copy of the Electronic Files that you upload. Do not lose it until you confirm that your Transmission Status Details show a status of Accepted. If you receive the status Accepted with Errors, you must submit a correction file (see 1094 Correction File).

Printing Adjustments

When using the Pre-Printed Stock format, it’s important to make sure the values that SchoolInsight Financials prints are aligned correctly with the boxes on the stock paper. To ensure proper alignment, check your print settings:

  • The scale must be set to 100%
  • Double-sided printing must be turned off

It is recommended that you print a sample onto blank paper, then line it up with a piece of pre-printed stock.

Because of variation in printers, you may find that some slight adjustments are needed to ensure all text is aligned into the pre-printed boxes. If necessary, the top and left margins can be adjusted so that the printed data is shifted. On the Tax Forms page, uncheck Use Default Margins, and adjust the numbers. The default settings are 0.5” margins, so if the data is printing too high, you can try changing the top margin to 0.6” to push it down an extra tenth of an inch.