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Things to Consider When Filing Forms 1095-C & 1094-C

Forms 1095-C & 1094-C were designed as a way to track the requirement set by the Affordable Care Act (ACA) in which employers must provide healthcare coverage if they have 50 or more full-time equivalent employees (FTE’s). These forms simply share healthcare coverage related information to the IRS and to employees.

Form 1095-C is given to employees by their employer either by e-mail with prior consent, in-person, or by mail. It helps the IRS determine which employees are eligible for individual health insurance subsidies and those that claimed a subsidy but did not actually qualify. Employees file 1095-C with the IRS when filing their taxes and the employers file a copy of that form along with a 1094-C to the IRS as well.

Form 1094-C is not distributed to employees and solely filed with the IRS. This form includes information like how many people are employed and how many 1095-C forms are being filed.

Filing both 1094-C and 1095-C to the IRS can be done electronically or through the mail. Eligible employers filing with 250+ more employees are required to file electronically but the IRS does encourage everyone to use the electronic filing option regardless of size. You can file electronically on the IRS website.

If your organization is filing the forms via mail, make sure to consider the following:

  • Use conveniently sized packages when sending multiple forms in and number the packages consecutively
  • Send with First-Class mail
  • Do not fold anything
  • No stapling or paper clips

There are two addresses as of 2021 that the paperwork should be mailed to depending on where your principal business, office/agency is located in.

Location

Mail to

Alaska, California, Colorado, District of Columbia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Maryland, Michigan, Minnesota, Missouri, Montana, Nebraska, Nevada, North Dakota, Oklahoma, Oregon, South Carolina, South Dakota, Tennessee, Utah, Washington, Wisconsin, WyomingDepartment of the Treasury Internal Revenue Service Center P.O. Box 219256 Kansas City, MO 64121-9256
Alabama, Arizona, Arkansas, Connecticut, Delaware, Florida, Georgia, Kentucky, Louisiana, Maine, Massachusetts, Mississippi, New Hampshire, New Jersey, New Mexico, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, Texas, Vermont, Virginia, West Virginia
;
Department of the Treasury Internal Revenue Service Center Austin, TX 73301;


For 2021, the IRS extended the deadline for having the 1095-C delivered to employees from January 31, 2021, to March 2, 2021, due to the ongoing pandemic. On a regular year, there would be an additional 30-day extension available from the due date. That extension will not be available for this year in addition to the new deadline. The deadline for filing form 1094-C & 1095-C by paper is February 28th and March 31st if filing electronically.

More questions on ACA requirements and reporting?  Payroll Systems offers payroll solutions that are easy to scale and a dedicated payroll specialist to ensure your specific payroll needs are met. Talk to us to learn more.

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This article provides general information and shouldn’t be construed as legal or HR advice. Since employment laws may change over time and can vary by location and industry, please consult a lawyer or HR expert for advice specific to your business. You can also contact Payroll Systems to inquire about our HR support services.