1095-C Deadline

Navigating the intricacies of tax compliance can often seem daunting for businesses, and among the myriad forms, Form 1095-C stands out due to its significance under the Affordable Care Act (ACA). Specifically intended for Applicable Large Employers (ALEs), this form serves as a report on the health insurance coverage offered to full-time employees.

Whether you're a seasoned HR professional or a business owner getting acquainted with this obligation, understanding the requirements, critical deadlines, and potential penalties associated with Form 1095-C is pivotal to ensuring your company's adherence to federal mandates. We delve deep into the nuances of Form 1095-C filing, providing a comprehensive guide to mastering this essential aspect of business taxation.

Form 1095-C compliance requirements

Under the ACA, employers with 50 or more full-time employees and full-time equivalent employees are considered Applicable Large Employers (ALEs) and are required to offer minimum essential coverage (MEC) to at least 95% of their full-time workforce.

In order to stay compliant, ALEs must file and distribute Form 1095-C by the applicable deadlines. Non-compliance with these requirements can result in significant penalties for the employer.

What is form 1095-C?

Form 1095-C is an IRS form that is used to report the offer of health insurance coverage by large employers. The following list shows the information required on the form:

• Part I includes basic information for the employee and the employer including:
  • Name
  • Taxpayer Identification Number
  • Address
  • Contact information
• Part II includes information about the employee’s offer of coverage including:
  • Plan Start Month
  • Line 14 - Offer of coverage monthly Series 1 code
  • Line 15 - Employee Required Contribution amount monthly
  • Line 16 - Section 4980H Safe Harbor Series 2 code (if applicable)
  • Line 17 - ZIP code (if applicable)
• Part III includes information about the Covered Individuals
  • Note: This section is only completed if the employer offered a self-funded plan in which the employee or other covered individual enrolled.

This form not only ensures that employers are meeting their obligations under the ACA but also helps employees understand the coverage available to them.

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What are the 1095-C deadlines?

There are specific Form 1095-C deadlines that ALEs must adhere to each year.

ALEs are required to distribute copies of Form 1095-C to applicable employees by March 2nd. The forms will give each employee more information about the type of insurance that was offered during the previous year.

ALEs are also required to submit the 1095-C forms to the IRS. There are two different methods for IRS submission: paper filing and electronic filing, also known as e-filing.

If an employer chooses to submit a paper filing, then the Form 1095-C deadline is February 28th. However, if they choose to e-file, then the deadline is March 31st. Employers must include the summary form, Form 1094-C along with their filing. It's important to note that an electronic filing is required if the employer has more than 10 forms to submit.

Meeting these deadlines is crucial, as non-compliance can result in penalties for the employer.

What are the 1095-C penalties?

There are Form 1095-C penalties for ALEs who fail to comply with its reporting requirements. If an ALE doesn't provide accurate forms to their employees or doesn't file them correctly with the IRS by the specified deadlines, they may face penalties. These penalties are as follows:

• Failure to file (or failure to file correct forms) - $310 per form
• Failure to distribute recipient copies - $310 per form
• Failure to file electronically if required - $310 per form

Please note that penalties may be greater if there is intentional disregard of the Form 1095-C filing and furnishing requirements. Employers who can prove that any non-compliance was due to reasonable cause and not willful neglect may be eligible for penalty relief.

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How can I avoid late filing penalties?

To avoid late filing penalties for Form 1095-C, proactive planning is crucial.

• Begin by marking the relevant deadlines on your calendar.
• Ensure that your records are meticulously maintained throughout the year to streamline the reporting process when due.
• Make use of electronic filing as it provides confirmation of receipt and is more efficient than paper filing.
• Stay updated on any changes or amendments to the ACA requirements or IRS guidelines.
• Explore the possibility of seeking an deadlinesextension if you anticipate any obstacles to filing.
• Lastly, consider consulting with a tax professional or using specialized ACA software that aids in ACA reporting to ensure accuracy and timeliness.

Conclusion

In the landscape of business taxation, Form 1095-C plays a pivotal role, ensuring that ALEs are transparent about the health coverage they offer in alignment with the ACA. Navigating its requirements, being vigilant about deadlines, and steering clear of potential penalties are more than just regulatory compliances—they reflect an employer's commitment to the well-being of their workforce.

Mastering the nuances of Form 1095-C filing is not only a testament to diligent financial management but also a step forward in fostering trust and clarity between employers and their valued employees.