How_do_I_create_and_submit_a_replacement_ACA_file_

How do I create and submit a replacement ACA file?

If the submission status is rejected, you'll need to create and submit a replacement file because you must replace all of the records in the transmission or submission that the IRS rejected. Do not use these instructions if the submission status is accepted, accepted with errors, or partially accepted, follow the instructions in How do I create and submit a correction ACA file?

You'll need to correct the employer errors, correct the employee errors, and then create the replacement file.

Step 1: Reviewing the employer's information

1. Open Connect Payroll > Government Reporting > Organization.

2. Review the information on the General tab.

3. Review the information on the Federal tab.

4. Review the information on the ACA subtab on the Federal tab.

The Organization table is verified and correct.

Step 2: Reviewing the employee's information

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

2. Review the information on each tab.

The ACA employee records are verified and correct.

Step 3: Creating the replacement files

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

2. Enter the Tax Year.

This is the tax year for the ACA information this file will replace.

3. Enter the ACA Form.

For assistance selecting a form type, follow the instructions on the www.irs.gov website for employers.

4. Enter the File Path.

This is the drive and folder where you want to save the ACA electronic file.  

5. Enter the ACA Transmitter Control Code (TCC).

6. Use the Transmission Type menu to select Replacement.

7. Use the field titled Original Receipt ID to enter the receipt ID assigned to the rejected file.

Use the field titled Original Receipt ID to enter the receipt ID assigned to the rejected file.

Where can I find the Receipt ID?

  •  You can find the Receipt ID on the confirmation page and in the acknowledgment file.  

8. Set up the checkbox titled Mark This As the Authoritative Transmittal.

Are your ACA employees also reported on another entity’s ACA information return?

  • Yes, my ACA employees are also reported on another entity’s ACA information return. Do not select the checkbox titled Mark This As the Authoritative Transmittal.  

  • No, my ACA employees are not reported on another entity’s ACA information return. Click to select the checkbox titled Mark This As the Authoritative Transmittal.

9. Click GO  (CTRL+G).

Connect creates the electronic ACA files and an error log if errors exist.  The electronic ACA files include two parts: (1) the manifest file includes the employer and software information and (2) the request file includes information for each reported employee.

Remember to fix any errors listed in the error log before you submit the replacement file to the IRS.

 

 

Copyright © 2025 Caselle, Incorporated. All rights reserved.

    • Related Articles

    • How do I create and submit a correction ACA file?

      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 ...

    • How do I resubmit electronic ACA files to the IRS?

      The IRS ACA website is under construction. This help topic will be updated when the ACA website is available for use. Follow these instructions to re-submit electronic ACA files to the IRS when the original submission is rejected. You will need to ...

    • ACA FAQs

      Videos What about my employees who did not accept health insurance coverage? ACA is a reporting of health insurance that was offered to the employee. It does not report if the employee accepted the health insurance offer. So, ACA reporting tells the ...

    • 2024 ACA Checklist

      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 ...

    • How do I add an ACA correction?

      Use a correction file when the transmission status is accepted with errors. Use the Acknowledgement File to enter corrections in the employee information and employer information and then submit the correction file to the IRS. Important! None of the ...