Affordable Care Act (ACA) Communication TEST File Process

Transcription

1 Affordable Care Act (ACA) Communication TEST File Process Checklists All examples in this checklist are for illustration purposes only. Contact the IRS or an applicable entity for guidance and interpretation of IRS instructions. Komputrol does not know the answer. Komputrol - ACA Communication TEST File Checklist 6/24/2016 Komputrol - ACA Communication TEST File Checklist 6/24/2016

2 Table of Contents ACA C Submission File - General Information... 3 Create Communication File (Test Files)... 4 Uploading Test File on AIR... 5 Check Status of Test File on AIR... 6 Request IRS to Move to Production Status in AIR... 8 You are now ready to create your 1094/ C Submission File. Please Use the ACA 1094/1095C Submission File Process Checklist. Komputrol - ACA Communication TEST File Checklist 6/24/2016

3 Affordable Care Act (ACA) 1094/1095C Submission File - General Information Page 3 Refer to the IRS Instructions for Forms 1094-C and 1095-C using the following link: Refer to the IRS Affordable Care Act Information Returns (AIR) Program using the following link: Refer to the IRS Publication Guide for Electronically Filing Affordable Care Act (ACA) Information Returns for Software Developers and Transmitters for helpful information. Refer to the IRS AIR Transmission Checklist for UI for helpful information. AIR = Affordable Care Act Information Returns (AIR) Program. The ACA Menu can be selected from the Payroll Master Menu and the Personnel Master Menu. Komputrol received our Software ID number and final approval from the IRS on June 10, This number is part of your submission file. In order to transmit ACA files electronically to the IRS you must have your TCC number. You are considered an Issuer (UI) type of transmitter. The IRS requires test submission files (that contain bogus information) before you submit your actual file. We have written a program to assist you with this process. The submission process will require different phases and will take multiple days to complete. One step in the IRS electronic filing process is that every client must call the IRS to let them know that their test files have been accepted and request to be moved to the IRS Production Site. Our test sites have informed us that after their test files have been accepted and have been moved to the IRS Production Site, they must wait an additional 48 business hours before they can submit their actual 1094/1095 Submission Files. From the Komputrol ACA Menu, the 1095-C Forms should already be printed and verified. From the Komputrol ACA Menu, the 1094-C Form should already be printed and verified. Each time the Create Communication File and Create 1094/1095C Submission File is selected, two new files are created (details are on the following pages). You may want to delete old files that you do not need. You may want to make a copy of the two files you submit to the IRS and keep them with your year end W-2 backups. All examples in this checklist are for illustration purposes only. Contact the IRS or an applicable entity for guidance and interpretation of IRS instructions. Komputrol does not know the answer.

4 Create Communication File (TEST FILES) Page 4 The first year you submit the 1094/1095C Submission File the IRS requires test submission files before you submit your actual file. ACA Menu Option 14 - Create Communication File. Enter the TCC number. This TCC may contain upper and lower case letters. Verify the TCC is correct. Each time this option is selected TWO files are created: A Manifest file and the file containing the test information. Both must be submitted to the IRS. The files will be placed in your root directory. Typically this is K: The format of the files in the sample below XXXXX represents the TCC number YYYYMMDD represent the year month and day the file was created represent the hour, minute, and seconds the file was created: Manifest_1094C_Request_XXXXX_YYYYMMDDT Z.xml 1094C_Request_XXXXX_YYYYMMDDT Z.xml IF YOU OPEN THESE FILES - ONLY OPEN THEM IN A WEB BROWSER SO YOU CANNOT CHANGE ANYTHING! When you are ready to submit these files to the IRS, you will go to the: AIR UI Channel Login - AATS (Testing) site and browse and find the two files to submit. Refer to the Uploading Test File on AIR checklist. Make sure you print your Receipt ID during this process! Note: Each time the Create Communication File option is selected, two new files are created. You may want to delete old files that you do not need. You may want to make a copy of the two files you submit to the IRS and keep them with your year end W-2 Backups. NOTE: If you receive the following error: COPYDATA procedure is running PRH54, sys 1356 Opt (23) PRH54A file is not on disk/acahlp Type a 3 and press ENTER. Now, try to run this process on a different machine (ie Windows 7 or newer).

5 Uploading Test File on AIR Page 5 The information below may change and has been included to assist in this process. Click Link: AIR UI Channel Login - AATS (Testing): Log in with IRS ID and password Select organization you represent for this transaction: (ACA) Only option is AATS 2016, click submit selected version Click Upload ACA forms Select Manifest File Select Form File Click Transmit ***IMPORTANT: YOU MUST PRINT OR WRITE DOWN YOUR TRANSMISSION RECEIPT ID***

6 Check Status of Test File on AIR Page 6 The information below may change and has been included to assist in this process. Click Link: AIR UI Channel Login - AATS (Testing): Log in with IRS ID and password Only option is 2016 AATS Click Check Transmission Status Enter TCC and Receipt ID (Exactly as it appears/case SENSITIVE) click Find. Test File Processing Status Sample : Continue to the next page.

7 Test File Accepted Status Sample : Page 7 Once the test file has an Accepted Status, contact the IRS help desk for confirmation and request to move to the Production site. Refer to the Request IRS to Move to Production Status in AIR checklist.

8 Request IRS to Move to Production Status in AIR The information below may change and has been included to assist in this process. Call the IRS at Select option 1 for English, and then Option 3 for ACA reporting. Request confirmation of your test file submission. Request to be moved to Production status. NOTE: You will need your TCC code and the Receipt ID from your transmission. Page 8 If your files were successfully transmitted, they will notify you that you are being moved to Production. Per the IRS helpdesk instructions, Once you have passed AATS testing and your Software Package is placed in Production, allow 48 hours before transmitting into the AIR Production environment. You can view your status to verify your move into Production by logging into e-services: Click on Applications and "ACA Application for TCC" they should find their original application under "processed application". Click the 'eye' icon, to review the summary page for that application. There is a field denoting "T/P indicator" which according to publication 5164: "Once the Communication Testing is passed, the associated Form Indicators are moved to Production "P". When the Form Indicators are moved to Production, the Transmitter or Issuer may only use the TCC to submit live data to Production. Once the Form Indicators are set to Production, the Transmitter or Issuer can use the TCC only to submit live data via the AIR Production environment." You are now ready to create your C Submission File. Please Use the ACA 1094/1095C Submission File Process Checklist.