If the submission status is accepted, accepted with errors, or partially accepted, you'll need to create and submit a correction file. If the submission status is rejected, do not use these instructions. You'll need to create a submit a replacement file, see the help topic titled How do I create and submit a replacement CA file?

What if I distributed Forms 1095-B or 1095-C to recipients and then discovered the information was incorrect but the forms have not been filed with the IRS?

Do not file a corrected return with the IRS. When you file those returns with the IRS, you'll want to include the correct information on the returns.

 

What is a corrected return?

Use a corrected return to correct Form 1095-B, Form 1094-C Authoritative Transmittal, or Form 1095-C that has been filed and accepted by the IRS. If the IRS accepted the return with errors, the errors will print out on an error report. Forms 1095-B, 1094-C, and 1095-C need to be corrected if they include incorrect information. Form 1094-B Transmittal is a transmittal document and does not allow for corrections. Form 1094-C that is not the authoritative transmittal does not allow for correction (irs.gov).

 

How do I find errors?

There are three ways to find errors. First, you may receive an error message during the information return submission process. Second, you determine that the information that you submitted was incorrect. Or third, the covered individual or employee reports an error to you.

Step 1: Reviewing the Acknowledgment File

1. Download the Acknowledgement File from the Status page and open it using a text editor or browser.

2. Open the Request File that cause the "Accepted with Errors" status.

You can use the Unique Record ID from the Request File to view the file with the error. There may be more than one error in a single record.

Tip: Employee errors are marked with a <UniqueRecordID> that has three parts separated by a pipe ( | ) symbol.

Example of employee error: <UniqueRecordID>Part-1|Part-2|Part-3<UniqueRecordID>

What does each part mean?

• Part-1 is the Receipt ID.

• Part-2 is the Submission ID

• Part-3 is the Record ID

What's the difference between employee errors and employer errors?

Employer errors have a <UniqueSubmissionID> followed by only two parts where employee errors have three parts.

Example of employer error: <UniqueSubmissionID>1095C-16-00034177|1<UniqueSubmissionID>

 

3. Find the <RecordID> in the original Request File that matches the Record ID in the Acknowledgment File.

Click this link to view a screen shot that shows the <RecordID> in the original Request File and the matching Record ID in the Acknowledgement File.

4. Make note of the employee's name in the section titled <EmployeeInfoGrp>.

Click this link to show you where to find the <EmployeeInfoGrp> in the Request File.

5. To find the error type, find the section titled <ErrorMessageDetail>.

You can find the section titled <ErrorMessageDetail> in the Acknowledgement File. Click this link to see where to find the <ErrorMessageDetail> in the Acknowledgment File.

When you're done with this step, you'll have collected the employee and error type. Now, you're ready to correct the errors in the ACA file.

 

Step 2: Setting up the ACA correction file

1. Open Connect Payroll > Government Reporting > ACA Corrections.

2. Select the Tax Year that has corrections.

3. Enter a Correction Title.

The Correction Title is a description that you assign to the corrections that will be submitted together.

4. Enter the Receipt ID.

This is Part 1 of the UniqueRecordID or UniqueSubmissionID in the Acknowledgement File. Example: 1095C-16-00034177

You have set up the ACA Correction File, the next step is to correct the employee records. Leave the ACA Corrections form open so you can complete the next step.

 

Step 3: Correcting employee records

1. With the ACA Corrections form open, click to select the Employees tab.

2. Click Add ACA Employees.

3. Select the employee record that needs correcting.

4. Enter the Record ID from the Acknowledgement File.

5. Review each field and make corrections to the files that were  identified in the Acknowledgement File.

Example: In the example error, employee with RecordID number 2 is Wanda Souter. She has the error “TIN Validation Failed” in the request record’s first field called IRS:SSN.

Follow the IRS instructions (see Publication 1586) to fix a TIN error:

• Make an initial solicitation of individual and covered individuals’ TIN at an individual’s first enrollment or, if already enrolled by September 17, 2015, the next open season. s

• If you do not receive TINs, make the second solicitation at a reasonable time thereafter.

• If TINs are still not provided, make a third solicitation by December 31 of the year following the initial solicitation.

Example (continued): Add Wanda Souter to the Correction File and then type in Wanda’s correct Social Security number.

Do not close ACA Corrections if you need to add any corrections to the employer record.  

 

Step 4: Correcting employer record

1. Select the Employer tab.

2. Review each field and make corrections to the files that were identified in the Acknowledgement File.

In the example of the employee Wanda Souter, the employer is identified as the Designated Government Entity’s Name of Person to Contact Is Missing. After a review of the employer’s information, the clerk discovers the Designated Government Information that displays in the field is not correct.

Remember, Designated Government Entity (DGE) information only applies if you are part of a larger government unit and you need to associate yourself with that larger designated government entity.

To correct the file when the DGE is wrong, you’ll need to remove the information in the section titled Designated Government Entity.

3. Click Save (CTRL+S) and then click Close (CTRL+F12).

The ACA Correction File is saved and ready to submit to the IRS.  

 

Step 5: Creating electronic files for submission to the IRS

1. Open Connect Payroll > Government Reporting > Create Electronic ACA File.

2. Select the tax year in need of correcting.

3. Select the Form.

4. Enter the File Path.

This is the location where you want to save the corrected electronic ACA file.

5. Enter the Transmitter Control Code (TCC).

6. Select Correction as the Transmission Type.

7. Select Correction File as the Correction Title.

8. Verify the ReceiptID that displays in the Receipt ID field is correct for the selected correction file.

9. Use the field titled Correction Form to select the tax form that is being corrected.

10. Select the report option.

You can use this report to create the electronic ACA file, create the electronic ACA file and print a report; or print the electronic ACA file as report without creating the electronic ACA file.

What do you want to do?

• Create the electronic ACA file. Use the Print menu to select No Report.

• Create the electronic ACA file and print a report. Use the Print menu to select Report.

• Print the electronic ACA file as report; do not create the electronic ACA file. Use the Print menu to select Report Only.

11. Click GO (CTRL+G).

Connect generates a set of files.  

 

Are you using Connect Human Resources?

Remember to update the employee files in Human Resources (Human Resources > Employees > Modify Existing Employees) with the changes that you’ve made to the employee files in the ACA Employees table in Government Reporting.

 

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