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Configuring 1095s

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

Prepare for E-Filing
Configure Employees: 1095-B
Configure Employees: 1095-C
Generate 1095s
Generate 1094
Printing Adjustments

Prepare for E-Filing

It is very important that you obtain a Transmitter Control Code (TCC) for e-filing before deadline. See E-Filing 1094s/1095s for details.

Configure Employees: 1095-B

If your district uses the 1095-B, then the only data you need to fill out is the Origin of Health Coverage and the Configured Individuals.

To mass configure the Origin of Health Coverage:

  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. Select an option for Origin of Health Coverage
  5. Check the boxes next to each employee who needs to be updated
  6. Save

Covered Individuals must be set individually:

  1. Go to Financials Main > Human Resources > Employee - Single View
  2. Open the Payroll tab
  3. Select the subtabs Taxes > 1095
  4. Edit Covered Individuals
  5. The employee is automatically a covered individual, but you must add their months of coverage (select Entire Year to check every month)
  6. If there are any additional covered individuals on the plan, click Add Covered Individual to add their legal name, SSN/TIN, Date of Birth, and months of coverage
  7. Save

It is important to enter each individual’s legal name as stored in the IRS database. Failure to enter the legal name will result in errors and the need to submit a correction file later.

Configure Employees: 1095-C

If your district uses the 1095-C, start by configuring some district-wide options:

  1. Go to Financials Main > Setup > Tax Form Settings
  2. Select the correct calendar year
  3. Edit
  4. If you have a certification of eligibility, select the Qualifying Offer Method or 98% Offer Method
  5. If you offer self-insured coverage, check Employer Provided Self-Insured Coverage
  6. Save

Then continue to configure each employee. In addition to a social security number, you will need to fill out the following fields:

Field Description
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

You can mass configure these fields to edit many employees at once:

  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 boxes next to each employee who needs to be updated
  6. Save

If an employee’s coverage changed at some point during the year, you may repeat this process, but change the First Month to the month when the coverage changed. For example, if an employee had one coverage code from Jan-Aug, and a different coverage code from Sept-Dec, you would edit their data twice. First, enter January as the First Month. Second, enter September as the First Month.

The Mass Delete button deletes all 1095 information entered for selected employees.

Covered Individuals must be set individually; however, they are only required if the district provides self-insured coverage.

  1. Go to Financials Main > Human Resources > Employee - Single View
  2. Open the Payroll tab
  3. Select the subtabs Taxes > 1095
  4. Edit Covered Individuals
  5. The employee is automatically a covered individual, but you must add their months of coverage (select Entire Year to check every month)
  6. If there are any additional covered individuals on the plan, click Add Covered Individual to add their legal name, SSN/TIN, Date of Birth, and months of coverage
  7. Save

Generate 1095s

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 1095s, which must be printed and mailed to the employee:

  1. Go to Financials Main > Payroll > Tax Forms
  2. Select the appropriate form (1095-B or 1095-C)
  3. Select the correct format.
    • 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.
  4. Check the box next to the employees you want to generate
  5. Generate

Generate 1094

The 1094 is the cover sheet, summarizing all 1095s. This page is also where you will download files for e-filing.

To generate the 1094s:

  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.

More details about e-filing can be found here: E-filing 1094s/1095s.

It is critical that if this is your first year e-filing with SchoolInsight Financials, you must submit a test file, as detailed in the above article.

Because of how errors are identified by the AIR system, it is also critical 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.