ACA Track Client Responsibilities and Timeline

ACA Track Client Responsibilities and Timeline

ACA Track Client Responsibilities

  1. Schedule and attend implementation call with ACA Track – The purpose of this required meeting is to verify and approve company and plan information, discuss data requirements and client responsibilities and establish your specific reporting year deadlines.
  2. Provide Initial Data – Year to date, employee data file(s) should be submitted.  Data must be in an acceptable format and include all required data points.
  3. Complete Error Corrections (if applicable)– Clients will receive an error reporting listing any data discrepancies that need to be corrected.
  4. Download & Maintain System File – Clients will download the system file from ACA Track and maintain with any changes through the end of the year (i.e. new hires, terminations, coverage changes)
  5. Upload Final Data – Final 2025 employee data file should be uploaded to ACA Track System in approved template format.
  6. Complete Error Corrections (if applicable) – Clients will receive an error report listing any data discrepancies that need to be corrected.
  7. 1095 Form Review / Approval – Clients will review the batch detail report and generate the 1095 forms within the ACA Track System for review and approval. All forms must be approved by the deadline provided. 
  8. 1094 Form Review / Approval – 1094 forms will be generated by the Client within the ACA Track System for review and approval. All forms must be approved by the deadline indicated above. 
  9. State Filing Submissions – If State Filing service has been elected, your Reporting Specialist will contact you if additional steps are needed.
  10. IRS Accepted with Error Responses – If the IRS provides a 1094C response of “Accepted with Error”, the Client is responsible for reviewing the report and uploading amended data within the ACA Track System as applicable for corrected form generation and submission to the IRS.
  11. Storage of Annual Submissions – Clients should download and save all approved 1095 PDF files and all 1094 PDF files that were submitted to the IRS for their records. It is the Client’s responsibility to ensure that these items are downloaded for client use and storage annually.  

ACA Track General Client Deadlines - Reporting Year 2025 

*Note, your ACA Track Reporting Specialist will provide your specific deadlines

August – September 2025        

  • ACA Track / Client Implementation Meetings

October 1 - 15, 2025               

  • Client Initial Data Due to ACA Track 

October 1, 2025 – November 15, 2025    

  • Client will be notified when ACA file is ready for review

  • Error report will be sent to client to make corrections

  • Download & maintain system file

January 7, 2026   

  • Final data file uploaded to the ACA Track System

January 14, 2026   

  • DEADLINE for the final data file to be error free in ACA Track System and 1095C forms generated for review

January 21, 2026    

  • DEADLINE for 1095C forms to be approved sent to print (if applicable) for ACA Track to file timely

March 7, 2026    

  • DEADLINE for Headcounts entered and 1094C Forms Generated, Reviewed and Approved for submission to IRS

 


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