1. Name and Address:  This is the legal entity name of the company/division exactly as it should be reported on both Forms 1094-C and 1095-C.   The name must match what is on record with the IRS. 
   
2. Employer Identification Number: Double-check this field for accuracy, as incorrect information will  cause errors when your 1094c / 1095c forms are filed with the IRS.  Note: A SSN may not be entered in lieu of an EIN.  Division name and EIN must match IRS records. If a valid EIN/Name combination is not provided, the Form 1094-C will not be processed. 
   

1. Status: This should reflect "Active" if the division is to be included in the current year's ACA reporting.   Canceled" is used to indicate a division that should no longer be reported (became inactive in the prior reporting year). 
   
2. Is This Company/Division’s 1095C Reporting Being Done by ACA Track?  If ACA Track is reporting 1095-C forms for the Entity / EIN, then this should reflect  “Yes”.  In the case where another vendor is preparing the 1095-C forms for one of the aggregated ALE EIN's, then this should reflect  “No” for the respective division. 
   

1. Yes, if your Authoritative Transmittal form will be filed with this company/division.  
   

1. No, if your Authoritative Transmittal form will be filed with another company/division within your organization.
   

1. Print client phone number on 1095 forms (Optional): Use the Profile Contact phone number instead of the ACA Track message center.   If this box is unchecked, the 1095C forms will reflect the ACA Track call center phone number.  
   

Data Mapping 

The Data Mapping tab is where you can view and edit the mapping of your internal terminology, such as your division and coverage type codes, to the standard IRS codes  used within the ACA TRACK system.. 

These mappings are necessary for ACA Track to properly report your employee information to the IRS. All fields must be completed, and any codes used within your employee data must be listed here. 

Division (EIN) Codes

This section is used to map the division (EIN) codes listed in your employee data to this company/division. If you refer to this division by more than one code, list all that apply here.  

For example, if the Florida division of a company is referred to both as “FL” and “FLA” in your data file, then make sure both of these codes are reflected on this screen. This is how the ACA Track system will map the employees to this division while still allowing you flexibility in your data reporting.  

Note: You must enter something in this section. Even if the division code used in your data files matches the name you set up in ACA Track exactly, it is still necessary to enter it here. 

Coverage Type Codes 

This section is used to map any internal Coverage Type codes used in your employee level data to the standard Coverage Type codes used by the IRS. This way, you do not need to make any changes to your data file. Make sure all Coverage Type terms listed in your files are mapped to the appropriate standard codes: 

1. Insured: Employee was eligible for company health insurance and elected coverage. 
   

1. Waived: Employee was eligible for health insurance, but waived or declined the coverage. 
   

1. Not Eligible: Employee was not eligible for health insurance. (Example: They are not full-time.) 
   

1. COBRA Not Employed: A terminated employee or a covered dependent who is the primary insured elects COBRA coverage. This is only reported on self-insured plans. 
   

1. COBRA Reduction in Hours: The employee was offered COBRA coverage because they moved from full-time to part-time (reduction in hours), and elected COBRA coverage. 
   

1. COBRA Waived: Employee was offered COBRA coverage because they moved from full-time to part-time (reduction in hours), and waived COBRA coverage. Cobra Waived SHOULD NOT be used for termed employees.
   

1. Union Provided: Health insurance benefits were provided by an employer-sponsored union. 
   

1. LNAP: Limited Non-Assessment Period. Employee is in a waiting period for medical coverage.
   

1. Eligible No Offer Given: Employee was eligible for coverage, but it was not offered.

Job Status Codes 

Similar to the Coverage Type Codes, this section allows you to map your internal codes for employee status to the standard codes used by the IRS. It is crucial that you list all codes used within your employee level data and link them to the appropriate standard codes: 

1. Full Time: Employees that work an average of at least 30 hours per week or 130 hours per month. 
   

1. Variable Hour :Employees that work part-time (average 29 hours or less per week)seasonal, and per diem employees.  
   

1. Leave: Used only for employees that lose benefit eligibility (Unprotected Leave).Protected leave should be reported as full-time or variable hour, based on the employee’s circumstances. 
   

1. Non-Employee: Individuals not employed by your company at any point during the current reporting year but who were the primary insured subscriber: spouses, severance recipients (terminated in previous year), retirees, and COBRA primary dependents. Non-employee cannot be used for someone employed at any point in the reporting year. 

Employee Count 

The information on the Employee Count tab will be reported to the IRS to help determine your ALE status and requirements under ACA. 

Click here for additional details regarding Employee Count 

1. “Was this company part of an Aggregated ALE for any month of the calendar year?”: If the company was a member of an aggregated ALE group at any point during the reporting year, confirm that  "Yes" is selected and review the information for the Aggregated Group Indicator row provided below. 
   

o    Aggregated ALE Group refers to a group of ALE Members treated as a single employer under section 414(b), 414(c), 414(m), or 414(o). An ALE Member is a member of an       Aggregated ALE Group for a month if it is treated as a single employer with the other members of the group on any day of the calendar month. If an ALE is made up of only one       person or entity, that one ALE Member is not a part of an Aggregated ALE Group. 

1. Total Employees: Enter the total number of all your employees, including full-time employees and non full-time employees and employees in a Limited Non-Assessment Period, for each calendar month. 

1. Full-Time Employees: Enter the number of full-time employees for each month, but do not count any employee in a Limited Non-Assessment Period. (If the number of full-time employees (excluding employees in a Limited Non-Assessment Period) for a month is zero, enter “0”. If the employer certified that it was eligible for the 98% Offer Method, it is not required to complete this row.  Aggregated Group Indicator: If the employer was a member of an Aggregated ALE Group for one or more months, enter “X” in each month it was a member of an Aggregated ALE Group. 

1. Lack Minimum Essential Coverage (MEC): For the months, if any, for which the employer did not offer minimum essential coverage to required percentage of its full-time employees and their dependents, enter “X” in the checkbox for each applicable month. Although various types of health coverage may qualify as minimum essential coverage, for purposes of these instructions, minimum essential coverage refers to health coverage under an eligible employer-sponsored plan