Uploading Employee & Dependent Data Files - 1095C

Uploading Employee & Dependent Data Files - 1095C

Quick Guide Link - Uploading Employee & Dependent Data


Loading Employee and Dependent Data

Once the data is in the ACA Track System File Template - 1095c, you will load and manage the employee and dependent data from the Data Management module, which is accessible from the Home Screen: 

Home Screen - Data Management Button - closeup

Client Verification

We recommend that you run and review the Client Verification Report before loading data files.  This report will provide a review of your company and plan set-up information.


Upload Your Employee and Dependent Data


From the Data Management module, go to the Data Upload tab and click the “New Data Batch” button: 

Before you can upload your data file, you need to provide some key information about that data file, which will enable ACA Track to accurately interpret and report upon that data.

Client Verification Tab - Data Upload - New Data Batch

  1. Batch Name: Provide a name for the batch file.  This is for your reference only, example:  ABC Company YTD data
  2. Data Source: Select whether the data is for Employees or Dependents.
Note:  Employee data must be uploaded and error-free before uploading the associated dependent file.
      3. Which Month is the data through: Enter the final month reported in this batch file.
      4. Select Batch Type: Choose from the following options:
  1. Inspection – Select this option for the year-to-date file intended for preliminary file review. 
  1. Actual – Select this option for the final census data intended to be used for the 1095-C forms.  Make sure to delete any old Actual batches; you should only have one ACTUAL batch in the System prior to 1095-C generation.  
  1. Note: The Actual batch option will not be available until December.
  1. Corrective – ONLY select this option if you need to issue a 1095-C correction AFTER the 1094-C has been filed with the IRS.  
  1. Note: This batch type will not be available for use until late February / March. 
      5. Select Template: Select the appropriate template that you used to create your data from the pull-down list.  
      6. Select Company/Division: Select the division(s) that this batch file contains data for. If the data contains information for multiple divisions, select all that apply.  You can also select ALL, which will process            data for all divisions contained within your spreadsheet.  
      7. Select File: Search your computer for the data file to be uploaded to ACA Track.
  1. Note: Your data file MUST be in Excel Spreadsheet format (.xls OR .xlsx) 
      8. Select Your Worksheet: The system will read the file and present a list of worksheet tabs. Select the worksheet that contains the data you wish to upload, and click “Save.”
      9. Click "next” to begin the upload process

Data Inspection

Once you upload a new batch file, the ACA Track system will run a series of inspections on your file that are meant to catch most formatting and data errors. 

Data Inspection Stage 1 - File Format Inspection

The File Format Inspection reviews your data file to ensure that:
  1. It does not contain any viruses.
  1. It is in a valid .xls or .xlsx format.
  1. It contains valid column headers.
If your File Format Inspection fails: 

You will be notified within a couple of minutes if your file fails the Format inspection.


Data Inspection - File Format Failure Message

If you leave the Data Inspection window, you can review the results of your data inspection on the Data Upload tab. If your file fails the File Format Inspection, you will see a red failure notification on that batch’s row:


In the event of a File Format Failure:

  1. Make sure you are using an Excel file format (.xls OR .xlsx) and it is not password protected.
  1. Make sure you used the correct data template. If not, upload the data file again, this time selecting the correct template.  Check that your column headings match those in your data template exactly. Even a small misspelling will result in a File Format failure. Correct any that do not match, and resume your upload via the blue circle with arrows icon. 

Data Inspection Stage 2 - Data Validation Inspection

If your batch file passes the File Format Inspection, the ACA Track system will immediately begin the Data Validation Inspection process.

The Data Validation Inspection reviews your data to ensure it meets the following:

  1. Data formatting requirements (approved date formatting, SSN formatting, Zip Code formatting, etc.)
  2. Job Status, Division, and Plan ID codes are properly mapped to a recognized Standard Code
  3. All required fields are completed.
If the Data Validation Inspection discovers issues, a quick summary of errors will be listed on the results screen. For a complete list of results, return to the Data Upload History screen. 

The Data Validation Inspection is 100% pass or fail. If it finds any errors in your file, the whole file will be rejected and nothing will be loaded.  The original file must be fixed and resubmitted. 

To correct a Data Validation Failure:

  1. Return to the Data Upload History Screen by clicking the Back button.
  2. Review your Data Validation Error Report, by clicking the red  icon (). 

 

  1. Update any data fields in error on your master file.
  2. Resume the upload on the batch file: Click on the  icon to re-upload the corrected data file.


See Data Validation Report for more information about reading this report and interpreting your results.


Data Inspection Stage 3 - Data Integrity Testing

If your batch file passes both the File Format and Data Validation inspections, it will immediately proceed to the Data Integrity Testing phase. 

This comprehensive test reviews each row of employee data, checking that certain dates are consistent and there are no conflicts between the fields. As such, the integrity review takes considerably longer than the other inspections. You can leave the Data Inspection page while the test is running, and ACA Track will send you an email once the Integrity Test is complete.

You can also check the status of your test at any time by returning to the Data Upload tab. 

See Data Integrity Report for more information about reading this report and interpreting your results.

Correcting Data Integrity Inspection Errors

You can view the status of your upload, as well as any errors that were detected during the data inspection, by visiting the Data Upload tab.


Data Upload Complete: The batch file passed all of the tests, and no further error corrections are necessary.


Data Validation or Integrity in Progress:  The ACA Track system is still reading the data file.

Partial Upload Success: (See Above): It’s common to have some errors on the initial upload due to minor data entry mistakes with data.  In this case, the successful employees will be loaded to the database but the rejected employees will be separated for correction and resubmission.  

The ACA Track system will create a new sub-batch with the data that failed the inspection. The sub-batch appears directly below the main batch, and will have a status of “Partial Fail – Data Integrity Inspection”: 

Correct a Failed Sub-Batch

If your file fails the Integrity test, you only need to correct and re-upload those employee records that failed the test. To do that:

  1. Download and review the Data Integrity Error Report (), by clicking the yellow icon  located to the right of the Sub-Batch row. 
  2. Correct the employee data listed on the “Rejected Records” tab of the Error Report, and save the file. Note, You will need to delete  columns A (Original Row #) and B (Error Message) on the "Rejected Records" tab before resuming upload.  
  3. Click the  icon to return to the Data Upload screen. 
  4. When choosing a file to upload, find the updated Data Integrity Report, and select the “Rejected Records” worksheet – this should contain just the records you needed to correct.
  5. Upload the corrected data. 
  6. If the new sub-batch data passes inspection, its status will be updated to “Data Upload Complete”: 

Note: If you prefer to revise your master file and re-upload the entire original batch file, you can do so. Any redundant data will overwrite the original data. Keep in mind that resubmitting the entire file will increase the time required to validate the corrected data. 

Delete Batch Files – You can delete a batch or sub-batch file by clicking the  icon located to the right of that file’s row.

Review Batch Files – You can review a batch or sub-batch file by clicking the  icon located to the right of that file’s row.

Note: If you are working on an actual or corrective batch type, it is important to finish the batches to completion. Do not abandon failed Actual or Corrective batches. Either delete them, or correct them.
Warning A failed Actual/Corrective batch will prevent the processing of 1095-C reports. 

Multiple sub-batches

As you revise and re-upload your failed sub-batches, it is possible that the corrected  data files will also fail the inspection process. In this case, ACA Track will create a new sub-batch, which contains only those records that failed during the latest attempt. 

In the example above, the original August Batch File was partially successful:

  1. Out of the 17 employee records uploaded, 14 passed inspection, while 3 failed. The system created Sub-Batch V1.
  2. When Sub-Batch V1 was updated and re-uploaded, it was again a Partial Upload Success. Of the 3 remaining records, 1 passed during this second attempt, while 2 still failed.
  3. The system then created Sub-Batch V2, which contains only the 2 remaining failures. These records will need to be reviewed again and either re-uploaded or deleted. 
  4. Once all records pass inspection, the final sub-batch status will be updated to “Data Upload Complete.”
  5. At this point, you will want to generate a full master file that includes all sub-batch corrections using the "Most Recent Inspection Data Loaded" icon.  Once generated, this should be saved as your master year-to-date file for updates through the end of the reporting year.

Dependent Data Upload

Once the employee data file status is "Data Upload Complete" you can follow the same upload process and select the Batch Type as "Dependent." 

Common Reasons for Upload Failures

Invalid Formatting

If dates, zip codes, and Social Security numbers are not formatted correctly, this will result in a Data Validation error. Review all of your columns and make sure you have formatted your information appropriately. For a complete guide to formatting your data columns, see the Employee Datasheet – Field Requirements. 

It is suggested to select the correct column formatting within Excel: 

Inconsistent Data Mapping

Many upload errors result from inconsistencies between the Company/Division and Plan codes listed in ACA Track and those used within your data file.

Before uploading your data file, it is  recommended that you review the  Data Mapping Guide, to ensure the codes used in your data file are properly mapped to our system. If not, the upload will fail.

Inconsistencies with Employment and Coverage Changes

Data Integrity Errors are most often caused by inconsistencies between employment and/ coverage changes. When compiling your employee data, be sure to review the latest version of the Employee Datasheet Guide and Common Data Errors.

Best Practices for Loading Data

  1. Confirm that you are using the ACA Track standard system template. This is accessible under Data Management, Manage Templates tab.
  2. Confirm there are no blank spaces as characters. If the system generates an error that data is not valid, but it appears valid to you, check that there are no extra spaces in the data field. For example, the system sees “ Full-Time” differently than “Full-Time” because of the leading space (these are easy to miss).
  3. Use care when selecting Batch Type. Actual & Corrective batches are the only batches against which the 1095-C reports can be run. Inspection batches will indicate draft data being tested for data quality only, and cannot be used to run your 1095-C reports. 
  1. Note: The Actual Batch option will be available in December. The Corrective Batch type will be available in late February / March. 
  1. If you are working on an Actual or Corrective batch type, then it is important to work the batches to successful completion. Never abandon failed Actual or Corrective batches. Either delete them, or correct them. A failed Actual/Corrective batch will prevent the processing of your 1095-C reports.
  2. You can load unlimited year-to-date inspection batches to continuously check the file for errors as it is updated through the end of the year. Only COMPLETE and FINAL data should be loaded as an Actual batch. The 1095C forms are generated from the Actual data batch. . 

Batch “Status” Results

The following table provides a list of Status results your batch file may receive, along with an explanation of each result and instructions for resolving any corresponding errors. 

Upload Status Name

General Events triggering

Next Step Message

Failed File Format Inspection

A column in your file is invalid, the wrong data template was selected, or the data file you uploaded is not XLS or XLSX format.

Check the columns in your data file and make sure they correspond with the columns in your Data Template. Once your file or template is corrected, re-upload the entire file.

Failed Data Validation Inspection

A Data Validation failure occurs when a batch file contains invalid rows, dates are not in the correct format, or the file contains codes that have not been mapped within your Division or Plan modules. 

Review the Data Validation Error Report and correct any errors. Then re-upload all records. 

File Processing

The data validation or integrity inspection is currently in progress.

No action is required at this time. Check back later for results.

Partial Fail- Data Integrity Inspection 

This status is automatically given to system-generated sub-batches which contain those records that failed the integrity test. 

Check the Data Integrity Error Report, correct the failed records, and re-upload the corrected sub-batch file. 

You can re-upload the entire corrected data file, in which case any previously successful records will be overwritten with the new data. Or you can upload just the corrected records. 

Note: If you delete any files without uploading replacement data, those records will be lost.

Partial Upload Success

A batch had some valid employee records, which were successfully uploaded.

You do not need to take any action for the Partial Success batch files, but you will need to use the arrow () to drill down to review the Partial Fail sub-batch (see above) and correct those records.

Upload Fail


All employee data failed the data integrity inspection.

Review and correct data for all employees, and then re-upload the entire batch file.

Data Upload Complete

All of the employee records attempted were successfully uploaded.

No further action is required for these records

Note: If this was an inspection batch, an Actual batch will need to be run before your data is uploaded for submittal.




Reviewing Your Data Inspection Reports

To view your Data Inspection Error Reports, go to the Data Management module: 

Home Screen - Data Management Button - closeup
You can view the status of your Employee or Dependent Data upload, as well as any errors that were detected during the data inspection, by visiting the Data Upload tab. If any errors occurred during the upload process, you can view a complete list of those errors by clicking the colored folder to the right of the data batch or sub-batch:
  1. The Data Validation Error Report appears as a red folder () 
  2. The Data Integrity Error Report appears as a yellow folder ()


Data Validation Report

The Data Validation Report lists any errors that are detected during the Data Validation Inspection. The Data Validation Inspection reviews your data to ensure it meets all of our data requirements, such as using proper formatting (for dates, SSN, etc.) and that all of your internal codes (for Job Status, Division, Plan ID, etc.) are properly mapped to  recognized Standard IRS Codes. These errors must be corrected before you can continue uploading your employee or dependent data.

Your Data Validation Report includes 3 tabs: The Results Summary, Validation Detail Report, and Records with Issues. All of these sections are available from the bottom tab within the Excel report file. 

Results Summary

The Results Summary provides an overview of your Data Validation test results, including:

  1. The number of employee records that passed the inspection.
  2. The number of employee records that failed the inspection.
  3. The number of errors that occurred within each data column.

Errror Report - Data Validation - Summary


Validation Detail Report

For specific information regarding the errors that occurred (and how to correct them), go to the Validation Detail Report tab. 

This tab lists each error and provides the following information:

  1. Problem Column: Lists the column in which the error occurred. This will tell you the type of data that is in error, such as an employee’s “Division.”
  2. Error Message: Provides specific details about the error.
  3. Row Number: Lists the row in your original data file where the error occurred. 
  4. Row Data: Lists the invalid response from your original data file.

Error Report - Data Validation


For additional information about these error messages and our data requirements, see 1095C Standard Reporting - Data Field Requirements

Records with Issues

The Records with Issues tab provides a complete list of the employee or dependent records that contained errors. 

Error Report - Data Validation - Records with Issues

When reviewing this tab, we recommend sorting the data by Employee SSN, as this will group all data regarding a specific employee. If the error is with the SSN, you can also sort your data by first and/or last name.

Note that the first column of this report (Original Row #) references the row number from your original data file. You can use this number to locate the error in your employee datasheet quickly and make any necessary changes, or to cross-reference with the Detail Tab on your Validation Report. 

Data Integrity Report

The Data Integrity Report checks for incompatible or overlapping information. For example, if you have listed an employee as having multiple forms of coverage during the same time period, the Data Integrity Report will flag the error, so you can correct the issue before uploading your data file to our database.

Your Data Integrity Report includes 2 tabs: Results Summary and Rejected Records.

Results Summary

The Results Summary provides a broad overview of your Data Integrity test results, including:

  1. The number of employee records that passed the inspection.
  2. The number of employee records that failed the inspection.

Integrity Detail Error Report

For specific information regarding the errors that occurred (and how to correct them), go to the Rejected Records tab.

This tab provides a complete list of error message details along with the associated data. 

  1. Original Row Number: Lists the row in your original data file where the error occurred.
  2. Error Message: Provides specific details about the error and includes a link to sample corrections.


Data Upload Icons

When reviewing the status of your data upload process, you will see several icons next to your batch file. See below for an explanation of each icon.

  View your Data Validation Error Report 

(This icon will only be available if the batch failed the Data Validation Test.)


 View your Data Integrity Error Report

(This icon will only be available if the batch failed the Data Integrity Test.)


 View your original Data File.


Resume Upload of your data batch.

View the Inspection Overview, which provides the broad results of your inspection results.


 Delete the batch file. 


  

 

Please contact your ACA Reporting Specialist if you need any additional assistance with the ACA Track data file upload process.



    • Related Articles

    • Uploading Data

      This video will explain how to upload your employee and dependent data.

    • E-file Data Template

      The E-file data template is used by those clients with the E-file service level. Your system must be able to generate the month by month series codes and data must be uploaded in this exact template.

    • Review and Approval of 1095-C Forms

      Review of 1095-C Forms Prior to approving the 1095-C forms for printing and mailing to employees, it is recommended that you review the forms for each division (EIN) to ensure accuracy. To review the 1095-C forms login to the ACA Track System and ...

    • ICHRA Data Template

      ACA Track Data Template for ICHRA Forms

    • Employee Datasheet Guide

      Guide to Data Reporting Introduction What is the Affordable Care Act (ACA)? The Affordable Care Act (ACA) is a health care reform law making insurance coverage more affordable and accessible for all citizens of America. By offering subsidies to those ...