Using the Form 1095 Creation Module

Transcription

Job Aid
Accounting – Using the Form 1095 Creation Module
Version 1.4 Revised 04/25/2016
CONTENTS
Using the Form 1095 Creation Module...................................................................................................................................................... 4
Affordable Care Act Filing Requirements ............................................................................................................................................... 4
Tenmast’s Solution ................................................................................................................................................................................. 4
Installing the Form 1095 Creation Module ............................................................................................................................................ 4
Settings .............................................................................................................................................................................................. 6
Database Settings .............................................................................................................................................................................. 7
Form 1095 Data Storage .................................................................................................................................................................... 8
WinTen or WinTen2/2+ ..................................................................................................................................................................... 8
WinTen Payroll Data Source .............................................................................................................................................................. 8
IRS 1095 Form Type ........................................................................................................................................................................... 8
Using Multiple Forms ......................................................................................................................................................................... 9
Add Employer..................................................................................................................................................................................... 9
Additional Fields............................................................................................................................................................................... 10
Form 1095-B Additional Field .......................................................................................................................................................... 10
Form 1095-C Additional Fields ......................................................................................................................................................... 10
Adding an Insurer ................................................................................................................................................................................. 11
Service Settings ................................................................................................................................................................................ 12
Creating an Account with Nelco Solutions ....................................................................................................................................... 13
Using the Form 1095 Creation Module ................................................................................................................................................ 15
Creating 1095 Forms ............................................................................................................................................................................ 16
Adding/Removing Employees .......................................................................................................................................................... 16
Creating 1095-B Records...................................................................................................................................................................... 16
Creating 1095-C Records ...................................................................................................................................................................... 20
Nelco Processing .................................................................................................................................................................................. 22
Using Nelco’s Recipient Mail Service ................................................................................................................................................... 23
Payment for the Nelco Service ............................................................................................................................................................. 24
Reviewing and Correcting Employee Information ........................................................................................................................... 24
©2016 Tenmast Software. All rights reserved.
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Tenmast Form 1095 Creation Module
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Viewing, Printing, and Emailing Form 1095s from the Nelco Portal .................................................................................................... 26
Printing Copies of Form 1095s ......................................................................................................................................................... 27
Emailing Form 1095s Directly To Employees ................................................................................................................................... 28
Form 1095 Deadlines ........................................................................................................................................................................... 28
IRS Submission of Your 1095/1094 Form ............................................................................................................................................. 29
Submitting Your IRS Form 1094 and 1095 Through the Nelco Portal .............................................................................................. 29
Technical Support from Nelco ............................................................................................................................................................. 34
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USING THE FORM 1095 CREATION MODULE
AFFORDABLE CARE ACT FILING REQUIREMENTS
The Affordable Care Act (ACA) requires employers with 50 or more full-time equivalent employees (known as Applicable Large
Employers or ALEs) to furnish a copy of IRS Form 1095-C to each employee as well as file those forms with the IRS at the end of this
calendar year. If your organization has less than 50 full-time employees and you provide those employees with ‘minimum essential
coverage’ (MEC) that is ‘self-insured,’ you must also provide those employees with IRS Form 1095-B and file those forms with the
IRS.
If your agency provides its employees with ‘minimum essential coverage,’ or if your agency is an ALE regardless of whether you
provide ‘minimum essential coverage,’ you must create a Form 1095 for each employee and mail it to them no later than March 31,
2016. You then must create an IRS transmission Form 1094 and file that form along with your employee 1095 forms with the IRS by
June 30, 2016.
Form 1095 is a legal compliance requirement governed by the ACA and IRS rules. Forms 1095-B and 1095-C are
very different, requiring different data with different rules. Although the Tenmast Form 1095 Creation Module
streamlines your ability to make some of those choices, Tenmast strongly recommends that you consult with a
legal compliance professional before creating your Form 1095s, particularly in this first year of compliance.
TENMAST’S SOLUTION
Tenmast has created a software program, the Tenmast Form 1095 Creation Module (built for WinTen, WinTen2 and WinTen2+), that
will enable you to enter the required data for Forms 1095-B and 1095-C and upload that data to our forms creation partner, Nelco
Solutions, for mailing and electronic submission. If you use our Payroll program, your basic employee data will be loaded
automatically into the new Form 1095 Creation program, saving you time and effort in creating these forms. If you don’t use our
Payroll program, you will have to enter the employee data in the module.
If your agency is required to provide Form 1095s to your employees, your obligation is to print and mail Form 1095 to each
employee and file those forms with the IRS either by mail or electronically. If you create the forms for more than 250 employees,
you are required to file those electronically with the IRS.
In order to automate the process of printing and mailing the official forms to employees and the electronic submission to IRS, we
have partnered with Nelco Solutions, a leading provider of W-2 and 1099 reporting solutions. After you have completed the data
entry in the Tenmast Form 1095 Creation module, the program will connect to the Nelco Web Reporting Center, automatically
upload the required data, and Nelco will print and mail the official 1095 forms to your employees and electronically file those forms
with the IRS.
Note: The data passed between the Form 1095 Creation Module and the Nelco Web Reporting Center is encrypted in order to ensure
a secure connection and protect that data.
INSTALLING THE FORM 1095 CREATION MODULE
To install the Form 1095 Creation Module, go to https://secure.tenmast.com/ACA1095/ and click the Install button. An install
package will download in your browser. You may see the following message or a similar message on your computer:
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Note: if you have an IT department, confirm with your IT administrator that it is acceptable to install Tenmast software.
Click ‘More info’ and the screen will look like this:
Click the Run anyway button (if that’s acceptable to your IT administrator) and the following installation progress bar with appear.
Once the installation is complete, you may see the following message on your computer:
Like the installation warning, click the ‘More info’ link and click the Run anyway button, but only if your IT administrator approves.
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SETTINGS
After the program is installed, the following screen will open first. Click OK.
You will need to select a location for the 1095 database. Click OK.
Choose a folder location to save the 1095 database file. Tenmast recommends that you create a folder on the root of your primary
server drive.
After choosing a location, the Settings screen appears.
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In order to get the most out of the program, you will need to complete ALL settings before creating Form 1095 records. Across the
top of the Settings screen are buttons for the primary functions, including Add Employer, Remove Employer, Reload Employer, Add
Insurer, Remove Insurer, Save, and Help.
All the data you add and each choice you make in Settings will improve your data entry efficiency and reduce your
workload when creating each employee 1095 record.
DATABASE SETTINGS
As noted above, the Form 1095 Creation Module will access employer and employee data from the Tenmast Payroll program for use
when creating 1095 forms. The program will also store the additional data you enter to complete the forms for future access.
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At the bottom of the Settings screen is a panel labeled ‘Database Settings’ with two options (shown below). You must complete both
of these settings before proceeding with the rest of the settings.
FORM 1095 DATA STORAGE
This software program will store the data you enter for the 1095 form creation so you can access it in the future. In order to do that,
you must select the folder on your network where the data will be stored.
As noted before, Tenmast recommends that you create a folder on the root of your primary server drive. Next, click on the Data
Source
button to the right of the Form 1095 DB Location field. This will open a folder view so you create a folder in which
to store the data you enter in this module for future access.
WINTEN OR WINTEN2/2+
Click the drop-down under the ‘WinTen or WinTen2/2+’ label and select the Tenmast software platform you are using. This will
enable the program to know which Payroll data files to access on your system.
It is very important that you select the correct platform in order for this module to access data about your
employees in the Payroll program.
WINTEN PAYROLL DATA SOURCE
If you are using the WinTen Payroll program (not WinTen 2 or 2+), you will need to identify the location of the Payroll data in your
system in order for the module to access that data. This is usually the F:\EXE folder but could also be installed in the data area where
your Payroll is installed. On the Database Settings panel at the bottom of the Settings screen, click on the Data Source
button to the right of the WinTen DB Location field. This will open a folder view so you can search for the correct
folder.
In the case of a typical WinTen installation, the correct folder is located on your primary server drive, usually the F:\ drive. Navigate
to the F:\ drive and to the .EXE folder on the F:\ drive. Click the
button at the top of the Settings screen.
IRS 1095 FORM TYPE
Forms 1095-B and 1095-C have very different data requirements and rules for completing the forms. It is
essential that you create the correct form for your employees. As indicated above, you will need to create IRS
Form 1095-B if you have less than 50 full-time employees and a self-insured program that provides ‘minimum
essential coverage.’ If you have 50 or more full-time employees, you will need to provide each employee with
IRS Form 1095-C. Consult an IRS forms or ACA professional if you are in doubt.
Click the drop-down under the IRS 1095 Form Type panel and select the correct 1095 form for your agency.
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USING MULTIPLE FORMS
If your agency has more than one employer and you need to create Form 1095-B for one set of employees and Form 1095-C for
another set of employees, select the Form type for the first employer and then add that employer following the instructions below.
Remember to set the Default flag on the employer for which you will first create the forms. When you’ve completed those forms,
return to this Settings screen and set the Default flag on the other employer, select the correct form, 1095-B or 1095-C for that
employer, and then proceed to complete the form creation for the employees associated with that employer.
ADD EMPLOYER
Next click the Employer Settings tab on the Settings screen and you will see the Employer grid.
Click the
button at the top of the Settings screen. If you are using the Tenmast Payroll program, the employer
data (information identifying your agency) will autofill into the Employer Information fields on the screen. If you do not use our
Payroll program (or the employer fields do not autofill when you clicked
information by clicking in each field and entering the information.
, enter all the requested employer
Note: Employer Name, Contact First Name, Contact Last Name, EIN, Phone, City, State, and ZIP are required fields. The Contact is
the person who can answer employee questions about this form.
If you entered only one employer, check the Set As Default box. If your agency has more than one employer entity that employs
people for whom you need to provide 1095 forms, click
again and add the other employer(s) that need to
provide the forms. Then select the employer that is the primary employer for most employees and check the Set As Default box for
that employer.
Note: If you provided ‘minimal essential coverage’ and that coverage was ‘self-insured,’ place a check mark next to ‘Provided selfinsured coverage’ on the Employer Settings panel.
When done, click the
button at the top of the Settings screen. Then click OK on the Save confirmation.
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You can remove a completed Employer record by highlighting the record in the grid that lists the employers and clicking the
button at the top of the Settings screen.
ADDITIONAL FIELDS
Depending on which 1095 form you selected in General Settings, additional fields appear at the top of the Employer Settings panel.
These are data fields on the 1095 that are likely the same response for all employees; therefore, if you make these selections in
Settings, you will not have to enter the data on each employee form separately.
FORM 1095-B ADDITIONAL FIELD
Line 8 of Form 1095-B requires that you identify the Coverage Type you offered each employee by entering one of 8 codes defined
on the form. By selecting the Coverage Type code in Employer Settings panel, the code will autofill the employee forms and reduce
your workload when completing each form. We recommend that you enter the primary applicable type of coverage code on the
Employer Settings panel.
Note: You can also change the code as you are completing the form for a particular employee.
If you are using Form 1095-B, click on the drop-down menu for Coverage Type on the Employer Settings tab and select the IRS code
for the type of coverage offered to all (or most) of your employees during the reporting year. Click the
of the Settings screen. Then click OK on the Save confirmation.
button at the top
FORM 1095-C ADDITIONAL FIELDS
Lines 14, 15 and 16 of Form 1095-C require that you identify the type of coverage you offered each employee, the employee share
of lowest cost monthly premium, and the applicable Section 4980H Safe Harbor Code. By entering this data in the Employer Settings
tab, the data for these fields will autofill the employee 1095-C forms and reduce your workload when completing each form.
Note: You can also change the data as you are completing the form for a particular employee.
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Click on the drop-down menu for Coverage Offered at the top of the Employer Settings tab and select the IRS code for the Form
1095-C type of coverage offered to all (or most) of your employees during the reporting year.
Next, enter the employee share of lowest cost monthly premium in the Employee Monthly Share field at the top of the Employer
Settings tab.
Click the drop-down menu for the 4980H Safe Harbor field at the top of the Employer Settings tab and select the applicable code for
your insurance program.
When you have completed your data entry, click the
confirmation.
button at the top of the Settings screen. Then click OK on the Save
ADDING AN INSURER
Only IRS Form 1095-B requires that you provide information about the insurance ‘coverage provider’ under
your health insurance plan. The coverage provider includes a third-party insurer, the employer in the case of
self-insured coverage, or any other coverage sponsor. If you are required to use IRS Form 1095-C, skip this
section. If your agency provides minimum essential coverage and the coverage is self-insured, skip this section
and place a check mark next to ‘Provided self-insured coverage’ on the Employer Settings tab.
If you need to create Form 1095-B and you use a third-party insurer, click the Insurer Settings tab at the top of the Settings screen
and you will see the Insurer grid (shown on the screen shot below). Click the
button at the top of the Settings
screen. Enter all the requested insurer information by clicking in each field and entering the information.
Note: Insurer Name, EIN, Contact First Name, Contact Last Name, Contact Phone, EIN, City, State, and ZIP are required fields. The
Contact is the person who can answer employee questions about this form.
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If you entered only one insurer, check the Set As Default box. If your agency has more than one insurer that provides minimum
essential coverage to your applicable employees, click the
button again and add the other insurers for which you
need to report on the 1095 forms. Select the insurer that is the primary insurer for most employees’ minimum essential coverage
and check the Set As Default box for that insurer.
When done, click the
button at the top of the Settings screen. Then click OK on the Save confirmation. You can remove a
complete Insurer record by highlighting the record in the grid that lists the insurers and clicking the
the top of the Settings screen.
button at
SERVICE SETTINGS
As discussed above, this module is designed to connect with Nelco Solutions Web Service so they can create, print and mail and
electronically submit the 1095 forms for you. Once you have completed your data entry for all employees in this module, this
module will send that data to the Nelco site for processing. In order to do that, you must create a Nelco account at the Nelco
website and enter your username and password in the Service Settings panel in Settings.
If you close the Settings screen without having entered your Service User Name and Service Password in the Service
Settings panel, you will be prompted by the following message to go to the Nelco Website and create an account.
Click Yes on the message and you will be connected to the Nelco registration page shown above. Follow the above instructions to
create an account. Record your username and password and then return to the Service Settings panel in Settings and enter your
username and password there.
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CREATING AN ACCOUNT WITH NELCO SOLUTIONS
Click Yes in the Web Service Information Missing window above to go the Tenmast portal on the Nelco site, or open your web
browser (Internet Explorer, Mozilla Firefox, Google Chrome, etc.) and go to the following address:
https://tenmast.nelcoportal.com/Account/Logon
Click on the Create Account link on the following screen.
Enter the required information in the User Information section below.
Note: Fields denoted with asterisks are required fields.
When creating a Password, it must include at least 1 uppercase character, 1 lowercase character, 1 digit, be at least 10 characters,
and can be at most 128 characters.
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Click the Confirm button after entering your information. You will see the following page.
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Click Create Account button to continue or Edit to make any changes.
Once you have your Nelco account, you will return to the Service Settings screen and enter your Nelco account username and
password here. After that, the next time you connect from this module to Nelco, it will bypass the Nelco login screen.
Click the down arrow next to the Service Settings label in Settings to expand the Service Settings panel and enter your Nelco
Username and Password. Click
at the top of the Settings screen.
USING THE FORM 1095 CREATION MODULE
After you’ve installed the Form 1095 Creation Module, an icon appears on your desktop in the case of WinTen, or the module will
appear as a program item in the Tenmast programs menu in the case of WinTen2 and WinTen2+. Click on the icon or program menu
item to open the program’s main screen:
Across the top of the main screen are buttons for the primary functions, including Add Employee, Remove Employee, Reload
Employees, Send, Reporting Year (defaulted to 2015 this year), Settings, and Help.
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CREATING 1095 FORMS
Once you have completed all appropriate choices in Settings, you are ready to create your 1095 forms for each of your employees.
When you first opened the Form 1095 Creation Module, the program will search for the Tenmast Payroll program. If the Tenmast
Payroll program is installed on your network (and you included the correct database location in Settings), the employee data
required for the 1095 forms will be copied to the module as shown on the main screen above.
If you use Payroll and you entered the Payroll database location in Settings, but the employee records don’t appear in
the main screen shown above, click the ‘Reload Employees’ button at the top of the screen. BEWARE: clicking on
‘Reload Employees’ will over write any records you have already created in the program!
All of the employees in the Tenmast Payroll program who were employed in the calendar year indicated at the top of the screen will
appear in this grid. You can click on any field name/column name at the top of the grid and reorder the list of employees. For
example, click once on the Last Name field and all employee records will be ordered alphabetically by last name.
ADDING/REMOVING EMPLOYEES
The first step to creating Form 1095 records is to confirm that all employees who were full-time employees at any time in the
applicable calendar year are listed in the grid. If an employee is missing, you will need to add them to the program. If an employee is
listed in the grid who was not employed in the applicable calendar year, you will need to remove them from the program.
Note: removing an employee from the Form 1095 Creation module will NOT remove them from your Payroll program.
At the top of the main screen are buttons for Add Employee and Remove Employee. Click
and a set of wizard
screens will appear. (The wizard screens are shown below under “Creating 1095-B Records” and “Creating 1095-C Records.”) Enter
the data required on each of the wizard screens and click Finish on the last wizard screen. The new employee record will be added to
the grid with a status of ‘Ready To Send.’
If you are not using the Tenmast Payroll program, you will need to enter all your employees on this screen before
proceeding to create your 1095 records. Repeat the process of clicking the
button and entering the
required data for each employee for whom you need to create a 1095 form. When you’ve added all the employees,
proceed to the next section.
If an employee record appears in the grid and you do not need to create a 1095 record for that person, you can delete them from
the grid by clicking the
button at the top of the screen.
CREATING 1095-B RECORDS
The following section provides instructions on creating 1095-B record. For help on creating 1095-C records, click here.
The main purpose of this module is to create 1095 records so that the forms can be printed and mailed to your employees by March
31, 2016. After that, the forms must be submitted to the IRS by June 30, 2016 (if sending electronically). On the right side of the grid,
the last data field/column is labeled Status. Under Status on each employee record in the grid is a button with one of the following
statuses:
1) Yellow Not Complete label (which is the status when the records first load in the program)
2) Green Ready To Send label which is he status after you have completed the wizard to create the Form 1095 record.
3) Blue Sent label which is the status after you have submitted the record to Nelco.
4) Red Error label which is the status after you have submitted the record to Nelco but the Nelco system found an error in the
record.
To start the process of creating a 1095-B record for an employee, click on the yellow Not Complete button on the right side of that
record and the following 1095-B wizard screen will appear:
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This first wizard screen confirms that you will be creating a 1095-B record for this employee. If that is the correct form, click Next
and the Form 1095-B Part I wizard screen appears.
This screen displays the required information for Part I of Form 1095-B. If you have downloaded your employee data from the
Tenmast Payroll module, the employee data will be prefilled on this screen. (If not, you will have to key the required information on
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this screen.) If you set the default for Type of Coverage in Settings, the code you selected will be pre-filled in the Type of Coverage
field on this screen.
If any information on the screen is incorrect, click in the field and correct it. When finished, click Next and the Form 1095-B Part II
wizard screen will appear.
Note: If you want to stop at this point, click the
employee grid.
button and the status of the record will remain ‘Not Complete’ on the
Part II of Form 1095-B is only used by insurance companies that send forms to individuals they insure. Click Next to continue to the
Form 1095-B Part III wizard screen.
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If you completed the Settings screen correctly, including checking boxes next to Default Employer, Default Insurer and Self-insured
Coverage, as appropriate, the fields on this screen will be pre-filled. If correct, click Next. If not, make necessary changes by clicking
in the field to edit and enter the required data.
If no default data appears when you place a check mark in either check box, click
in the Default box next to the appropriate Employer or Insurer.
and return to Settings and place a check
When finished, click Next and the Form 1095-B Part IV wizard screen will appear.
Note: If you want to stop at this point, click the
button.
On this screen, you will need to enter all covered individuals (dependents) who are covered under the employee’s insurance plan,
including the employee. If you are using the Tenmast Payroll program, the employee data appears automatically in the first record
and the months will be checked based on the employee’s date of hire and termination in your Payroll records.
To add additional covered individuals (e.g., family members of the employee), click the
button on this wizard
screen and enter the individual’s name and SSN in the appropriate fields. If you don’t have the SSN, enter the person’s date of birth.
Only enter the date of birth if the SSN is unavailable.
For each covered individual, place a check mark under the months of the year during which those individuals received the insurance
coverage. If the coverage was provided for all 12 months of the year, place a check in the ‘All’ box only.
When finished, click Next and a Completion screen will appear. Click the Finish button on that screen and you will return the main
screen with the list of employees. The employee for whom you just completed the record will display a green status of Ready To
Send.
On the main screen, click the yellow Not Complete button on the next employee record and complete the 1095 record creation
wizard for that employee. Repeat this process for every employee until all employee records show a green Ready To Send status on
the right side of the screen.
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CREATING 1095-C RECORDS
The following section provides instructions on creating 1095-C records. For help on creating 1095-B records, click here.
To start the process of creating a 1095-C record for an employee, first confirm that you selected 1095-C in the drop-down menu
under IRS Form 1095 on the Settings screen. Then exit from Settings, return to the main program screen. Click on the yellow Not
Complete button on the right side of the employee record for which you want to create a Form 1095-C record and the 1095-C
wizard screen appears.
This first wizard screen confirms that you will be creating a 1095-C record for this employee. If that is the correct form, click Next
and the Form 1095-C Part I wizard screen appears.
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This screen displays the required information for Part I of Form 1095-C which includes the Employee and Employer data. If you have
downloaded your employee data from the Tenmast Payroll module, the employee data will be prefilled on this screen. If you set up
the default Employer in Settings, that Employer data will autofill on this screen as well.
If any information on the screen is incorrect, click in the field and correct it. When finished, click Next and the Form 1095-C Part II
wizard screen appears. Note: If you want to stop at this point, click the
button.
On this screen, you will need to answer three questions about the coverage available to this employee. If you entered default data
for these questions in Settings, these questions will have those default values auto-filled for the months indicated by the employee’s
date of hire and termination in your Payroll records if you are using the Tenmast Payroll program.
In the first row, indicate the Offer of Coverage (if the pre-filled values are incorrect) by clicking the drop-down menu under each of
the months of the year during which the coverage was offered. If the coverage was offered for all 12 months of the year, use the
drop-down menu for All 12 Months only. When you click on the drop-down menus, select one of the 9 two-digit codes that appear
which corresponds to the type of coverage you offered.
Note: See IRS Form 1095-C for a description of the coverage codes.
On the next row, enter the Employee Share of Lowest Cost Monthly Premium (if the pre-filled values are incorrect) in the fields that
correspond to the months for which coverage was offered. If coverage was offered for all 12 months of the year, enter the Employee
Share in the All 12 Months field only.
On the third row, enter applicable Section 4980H Safe Harbor Code (if the pre-filled values are incorrect) in the fields that
correspond to the months for which coverage was offered. If coverage was offered for all 12 months, enter the Safe Harbor Code in
the All 12 Months field only.
Note: See www.irs.gov for more information about the Section 4980H Safe Harbor Codes.
When completed, click Next on this screen and the Form 1095-C Part III wizard screen appears.
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You will only enter data on this screen if you provided ‘self-insured’ coverage to this employee. If you provide self-insured coverage
for your employees and you placed a check mark next to that option in Settings, this screen will be pre-filled with the employee
record. (If you did not set the indicator in Settings, and you did provide ‘self-insured’ coverage to this employee, check the If
Employer provided self-insured coverage…box at the top of the screen and the data for the employee will autofill in the grid.) If the
insurance covered individual in addition to the employee, you need to add other covered individuals by clicking the
button near the top of the screen. Then add the other individuals by entering their name and SSN or data of
birth.
When finished, click Next and a Completion screen will appear. Click the Finish button at the bottom of that screen and you will
return to the main screen with the list of employees. The employee for whom you just completed the record will display a green
Status of Ready To Send.
On the main screen, click the next yellow Not Complete button and complete the record creation wizard for that employee. Repeat
this process for every employee until all employee records show a green Ready To Send Status on the right side of the screen.
NELCO PROCESSING
Once you have completed all employee 1095 records (and all employee records display a green Status of Ready to Send), the 1095
Creation Module is ready to send the 1095 record data to Nelco Solutions to create the official forms and mail them to your
employees.
When you are ready, go to the main screen (employee grid) in the 1095 Creation Module. Select all records you intend to send by
clicking on the check box at the far left side of the record. You can also select all employee records at once by clicking on the top
most check box next to the First Name label at the top left corner of the screen. Once all records have been selected in this manner,
you can uncheck individual record you don’t want to send by clicking on the check box next to those records.
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When all records you intend to send are selected, click the Send button at the top of the screen in the center and the program will
open the following Nelco Web Reporting Center screen.
This screen includes a list of all the records you submitted which were found to be error-free by the Nelco system. (See discussion
below about errors found by Nelco.) On the left side of the screen are a list of Nelco services you can purchase to process your 1095
forms, including Recipient Mail & Online Retrieval and Federal E-Filing.
USING NELCO’S RECIPIENT MAIL SERVICE
Although you will most likely use both services, you can purchase the services separately. Since this is the first year anyone will be
creating and filing the Form 1095, Tenmast strongly recommends that you only select the Recipient Mail service when you first
arrive at this order screen (and do not order the bundled service which includes the Federal E-Filing). With the Recipient Mail
service, Nelco will create the official 1095 forms for all employee records you submitted and mail those forms to the employees,
fulfilling your obligation. The forms will also be available to you for online retrieval at any time.
In order to order just the Recipient Mail service, place a check mark in the Recipient Mail option as show in the screen above. Click
the Next button.
Click Next on the Add/Edit Recipient Emails screen.
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PAYMENT FOR THE NELCO SERVICE
REVIEWING AND CORRECTING EMPLOYEE INFORMATION
The Review Cart screen will confirm the records and services for those records that you are ordering. Click the
button to download a PDF copy of all the 1095 forms for your agency. Review the forms and confirm that the information is correct
before proceeding to the next step. For example, check for incorrect address information or insurance coverage information for
each employee. If you need to correct any records, you must remove the entire submission by clicking the
button
at the bottom of this screen. Then return to the Form 1095 Creation Module, correct the employee record, and then resubmit all
records to Nelco.
If all records are correct, click Next at the bottom of the screen and you will see the following Payment Details screen.
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Enter your credit card information. Click Next and the following Review & Confirm screen will appear.
If your order is correct, click the Confirm & Submit button at the bottom of the screen. You will the following Congratulations
screen.
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Job Aid
Your 1095 forms will be created and mailed to your employees via U.S. Postal Service First Class mail within 2-3 business days of
being submitted to the system. Additionally, you will have the option to download and email an additional copy of their Form 1095
from Nelco’s secure web service at any time.
VIEWING, PRINTING, AND EMAILING FORM 1095s FROM THE NELCO PORTAL
If you did not download the PDF copy of your agency’s 1095 forms at the time of purchase, you may view these forms by going back
to the Nelco portal at and clicking on the Form Filing History button.
Note: You can access the Nelco portal directly by opening the Form 1095 Creation Module and clicking on the Nelco link.
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On the Form Filing History screen, you will see the order that you submitted for your housing authority along with its confirmation
number. You can check on the Status of the submission, View & Print Forms, and/or Email Recipients copies of their Form 1095.
PRINTING COPIES OF FORM 1095s
Click the Print button
to open the View and Print Forms screen. Select the employee or employees for which you need to print
copies of the Form 1095. Click Next to proceed to the Print Forms screen.
Note: Click the
button and place a check in the box next to each employee if you do not wish to view and print all
the Form 1095s for all employees.
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Job Aid
On the Print Forms screen, place a check in the box for the Recipient Copy. Click the Download button to download a PDF of the
selected Form 1095s.
EMAILING FORM 1095s DIRECTLY TO EMPLOYEES
You can also email copies of the Form 1095 to your employees directly from within the Nelco Portal. On the Form Filing History
screen, click the Email Recipients
button to open the Email Recipients screen.
On this screen, type the recipient’s Email Address next to their name and click the Send Email button. The Nelco portal then sends
an email with the attached Form 1095 to the employee.
FORM 1095 DEADLINES
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Order the Recipient Mail service by Thursday, March 24, 2016 so that Nelco has enough time to print and mail the forms before the
March 31, 2016 deadline for printing and mailing the forms to your employees. Then, wait and see if your employees report any
problems with the forms, e.g., did all applicable employees receive their form or was any data reported on the form incorrect? If any
1095 forms were missing or incomplete, you can correct those forms and re-mail them to employees.
IRS SUBMISSION OF YOUR 1095/1094 FORM
You must file IRS Form 1094 with copies of the 1095 forms you provided to your employees with the IRS. If you mail the Form 1094,
it must be mailed by May 31, 2016. If you file your 1094 electronically (required if you have more than 250 forms), you must
complete the electronic submission by June 30, 2016.
Once you are confident the print and mail process was completed correctly, you can log back onto your Nelco account in June 2016
and process the electronic submission. Whether you have more than 250 applicable employees or not, Tenmast recommends you
use Nelco to complete the electronic submission to the IRS.
SUBMITTING YOUR IRS FORM 1094 AND 1095 THROUGH THE NELCO PORTAL
After processing all employee information and making any needed corrections for their 1095 forms, each employee’s Status will
show as
. Select the employees you intend to submit by checking the box on the left column next to each employee’s
name. If you intend to send all, you can just check the box in the upper left-hand corner to select all.
After selecting the employees, click the
button in the top right-hand corner. This action opens your web browser and takes
you to the Nelco Portal and signs you into your account with the credentials previously saved in the Settings screen of the module.
After accessing your account on the Nelco Portal, you will see a list of all of the employees you submitted. On the left, you’ll see the
available filing options provided by Nelco. In this example, we will choose the Federal E-filing option beneath the A La Carte
Services menu.
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Job Aid
ENTERING FORM 1094 INFORMATION FOR YOUR HOUSING AUTHORITY
After selecting the Federal E-filing option, click the
button. Fill out the Form 1094 information on the following screen.
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As noted on the web page, lines 1-19 are required fields. These fields are highlighted below in the actual Form 1094.
After filling in all required information, click the
button. One the screen below, you will see the list of employees again along
with what filing options you selected previously. You can print a copy for each employee by clicking the
button next to each
name. On the right, you’ll see the Subtotal cost and a breakdown by employee. If all looks correct here, click the
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button.
Job Aid
ENTERING PAYMENT DETAILS
On the Payment Details step, enter your payment method by using a Prepaid Filing Code or a Credit Card. Click the
after entering your payment information.
button
REVIEWING & CONFIRMING YOUR INFORMATION
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Job Aid
On the Review & Confirm step, review the information you provided before submitting your payment. When ready, click the
button.
COMPLETING THE FORMS SUBMISSION
Lastly, on the Complete step, you will see a message reading that “You have successfully filed your returns.”
You have finished with your E-filing and now have options to
,
, and/or
. When selecting
any of these options, the Nelco Portal creates a PDF of the document that you can save to your computer and/or print. Below is an
example of the
option.
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Job Aid
TECHNICAL SUPPORT FROM NELCO
To contact Nelco for support with your 1095/1094 forms, click the Help link. Complete the ticket information and/or browse the
Frequently Asked Questions & Answers or Knowledgebase.
34

Using the Form 1095 Creation Module

Transcription

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