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Below are a set of procedures for electronically filing your Affordable Care Act forms as prepared by Adam Miller, Passport Software, Inc.’s ACA Product Manager. They are applicable for Passport™ ACA Corporate and Passport™ Enterprise licensees.
If you aren’t a Passport Software ACA Compliance Software user, and have more than 50 full-time employees or full-time equivalents contact us at 800-969-7900 Ext. 103 today to learn more.
1. If you have not already done so, this is a good opportunity to print and thoroughly review your draft copies, using the Validate 1095-C/1094-C info menu option.
2. The IRS documents the application procedures in this PDF. The entire process should take between 1-2 weeks.
3. All responsible Officials and Contacts must register with IRS e-Services.
4. Submit the ACA Information Return Application to the IRS for Transmitter Control Code (TCC) with your Role as an Issuer if you are a Corporate licensee (single EIN) or both an Issuer and Transmitter if you are an Enterprise licensee. Select ISS-UI (not A2A)
5. Once you have a TCC, go to your licensed company in PBS>>P/R>>Affordable Care Act>>Report 1095-C/1094-C info. Under Forms to print, select Generate submission test files and enter your TCC. If you need to correct the TCC, you must use the <F2> key. The software will generate two XML files in your top level folder; Manifest_1094C_Request… and 1094C_Request_… You may leave them in the top level folder or move them to a more convenient location on your computer.
6. There have been changes to the IRS web portal. To guard against incorrect direct links, start at this page with additional links to both the UI AATS testing or the UI Production area. Select Testing.
7. After logging in, choose <Submit Selected Organization>, <Submit Selected Version> (Right now there is only one choice), and <Upload ACA forms> to upload the Manifest and Request files.
8. Record the Submission ID, which allows you to check on the approval status.
9. When the automated check says “Accepted”, you still must call the IRS help line at 866-937-4130 to have them manually update your status from “T” (Testing) to “P” (Production).
10. Once you have received IRS approval, you are ready to submit your own files.
11. We highly recommend backing up your files before final printing, to set up a restore point.
12. Go to your licensed company in PBS>>P/R>>Affordable Care Act>>Report 1095-C/1094-C info.
13. Under Forms to print, select Finalize 1095-Cs & 1094-C reporting. If you need to correct the TCC, you must go to that field and use the <F2> key.
14. The software will print employee copies on forms, then generate two XML files in your top level folder. They will be named similarly to the test versions above (example: Manifest_1094C_Request…, and 1094C_Request_…). They will be easier to find if you sort the files by date modified. You may leave them in the top level folder or move them to a more convenient location on your computer.
15. Again, to guard against incorrect direct links, start at this page. This time select the Production environment.
16. After logging in, choose <Submit Selected Organization>, <Submit Selected Version> (Right now there is only one choice), and <Upload ACA forms> to upload the Manifest and Request files.
17. Write down your Receipt ID. You will need this number if corrections are required later.
Simplify your ACA Reporting with Passport Software’s ACA Compliance Software – We now offer Full Service ACA filing for businesses, Contact Us – we are here to help.