To help you quickly and easily import your employee data, we have created an Excel spreadsheet template that contains all of your 1095-C data in a standard format. This format closely mirrors the 1095-C forms so your benefits/payroll provider may be able to provide the information required to populate this spreadsheet.
We have made a few changes to the 1095-C Import Spreadsheet for Tax Year 2016 to help reduce some data entry for our customers.
Changes for Tax Year 2016:
- ‘Void’ and ‘Corrected’ field removed – we fill these out for you automatically when the data you import is changed.
- ‘Number of Covered Individuals’ removed – we will calculate this based on the covered individuals provided in the spreadsheet.
- ‘Is Self-Insured’ removed – we automatically check this box as ‘Yes’ if the spreadsheet shows any covered individuals for an employee.
- ‘Plan Start Month’ now optional – we don’t include this column in our sheet since most customers don’t use it and since it remains optional for this year.
- Added instructions for Part II Lines 14-16.
Entering Your Data
- All columns in the sample spreadsheet must be present, although data is not required for every column. To see the required data, please see our ‘Required Columns’ section below.
- The spreadsheet cannot have blank rows between employee records.
- Employee last name and SSNs must match IRS records, or you will see TIN validation errors when you e-file.
- Covered individual data is only required if the employee is enrolled in an employer self-funded plan. If the employee is not enrolled in an employer self-funded plan, then do not list covered individuals for this employee.
- Numeric fields like #15 don’t have to include decimal points for whole numbers. (e.g. 3.00 can be 3)
- SSNs can contain dashes or not, we’ll standardize it when it’s read in. (e.g. 123-45-6789 or 123456789 both work)
- Plan start month is optional again for this year, but if you do provide a value it must be 1-12, which corresponds to the months of Jan-Dec.
- Yes, true, or 1 are all acceptable for true/false type fields. (e.g. Covered all 12 months? Yes, true, or 1 all work here)
- Zip codes are automatically read in as Zip+4 with or without a dash. (e.g. Zip code 784101234 or 78410-1234 will both work)
More in-depth validations are easier to find by simply submitting your data file. If you submit your data file and it breaks one of the IRS validations, we display which line had the issue along with a message to let you know what to fix. For example, a bad SSN would trigger an error like the following:
‘Line 3: Employee SSN must have exactly 9 digits’.
The following columns require data:
- 1. Employee first name
- 1. Last name
- 2. Social security number (SSN)
- 3. Street address
- 4. City or town
- 5. State or province
- 6. Country code
- 6. Zip or foreign postal code
- 10. Employer contact phone number
- 14. All 12 Months or values for each month
- 15. May be required depending on values used in #14
- 16. Highly recommended as this will reduce your tax liability.
Importing Your Data
Click here for step-by-step instructions on importing your Excel file.
If your data is imported successfully, you will see a review of your filing after uploading. If not, you will see an error screen that will detail the type of error that occurred along with line numbers to help you correct the issue.
Need further assistance?
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