Use this checklist to create the forms and reports for Affordable Care Act reporting. This checklist will help you set up Caselle for ACA reporting if you have not already done so, verify ACA employee information, convert ACA information for ACA reporting, print ACA forms, and file ACA forms electronically.
Employee Forms: March 3, 2024
Federal Forms - Paper (Less than 10 total filings for W-2s, 1099s, and 1095s): February 28, 2025
Federal Forms - Electronic: March 31, 2025
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Step 1. Set up users [MP4] [Step 1]
Step 2. Set up Timekeeping [MP4] [Step 2]
Step 3. Set up Human Resources [MP4] [Step 3]
Step 3B. Set up health insurance benefits [MP4] [Step 3B]
Step 3D-E. Benefits on employee level [MP4] [Step 3D] [Step 3E]
Step 3F. Add dependent level [MP4] [Step 3F]
Step 4. Set up ACA annual reporting [MP4] [Step 4]
Step 4A-E. Convert ACA information [MP4] [Step A-E]
Step 4F. ACA ID, Create electronic file, Update electronic file [MP4] [Step 4F]
Step 4F. Test file [MP4] [Step 4F]
If you have already set up Connect for ACA, then you really only need to make sure the health insurance information is set up for the new hires for the reporting year. Most of you need to set up new employees for ACA so you can submit the ACA file.
Important! You will need to install the latest version of Connect. (1) Most sites will need to submit 1095s electronically. If you're printing paper 1095s, order the 1095-B/C forms (this is what you will give to your employees). (2) Make sure you have a valid TCC (Transmitter Control Code) if you're using AIRS to submit an electronic file. It's not the same TCC that you'll use to submit the electronic file for W-2s and 1099s. The AIR TCC for 1095s is different from the 1099 TCC and it is not the BSO ID for W-2s.
Set up users in Human Resources, Timekeeping, Payroll, and Government Reporting.
If you have new hires... the pay code transaction report will help you identify new hires for the reporting year. This is a quick way to find out which employees do not have health insurance set up. You can set up the selection criteria to select employees who were hired during ACA reporting year.
Use Timekeeping to determine if an employee is a full-time equivalent employee for ACA reporting.
Add a health insurance benefit to the new hire and set up the ACA requirements for the employee. Then, set up health insurance for the employee's dependents. Do this for each new hire for the reporting year.
Now you're ready to convert and verify ACA information in the Government Reporting application, print Form 1095-B/C for employees, and create the electronic file to submit to AIR (Affordable Care Act Information Returns.
Step 0. Before you get started [More]
Step 1. Set up users [More]
Step 2. Set up Timekeeping [More]
Step 3. Set up Human Resources [More]
Step 4. Set up ACA annual reporting [More]
Do I have a license for Electronic W-2/1099? (2024.11)
How do I submit electronic ACA files to the IRS?
How do I resubmit electronic ACA files to the IRS?
ACA Checklist Instructions [PDF]
To save the ACA Checklist XML, right-click on the link and select Save Target As. To add the new electronic checklist, see the help topic titled How do I import an electronic checklist?
No changes have been made to the ACA checklist. If you are using the ACA checklist from 2020 or later, you can skip this step.
TCC for submitting electronic files
AIR application for TCC (https://www.irs.gov/tax-professionals/affordable-care-act-aca-services) You should apply for the TCC at least 45 days in advance. Make sure you have a valid TCC (Transmitter Control Code) if you're using AIRS to submit an electronic file. It's not the same TCC that you'll use to submit the electronic file for W-2s and 1099s. The AIR TCC for 1095s is different from the 1099 TCC and it is not the BSO ID for W-2s.
Links to Additional IRS Resources
Employee Pay Code Verification Report [XML] Use this report to review pay codes for employees to show the employees that have been added to the employees. And then you can run this report after you have finished adding pay codes to employees to verify your changes.
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