Understanding 1095-C Documentation - FAQs

Frequently asked questions regarding 1095-C documentation.  

Q: How do I generate missing 1095 forms for employees?

A:If forms have not been submitted to the IRS, review the employee’s demographic information to ensure that they are in the correct class and have demographics in the filing year. Make sure all employees are accounted for prior to submitting the forms! Once the forms have been submitted to the IRS, you can no longer add or delete the employees. If you have already submitted the forms to the IRS and need to create one for an additional employee, you will need to manually generate and distribute that copy. Please reach out to your broker for additional details.

Q: How can I generate the information to complete my 1095-C?

A: The ACA Reporting Wizard pulls in relevant information from your Benefits Administration site regarding coverages offered and enrollment figures, and augments them with a series of questions that together will generate your 1095-C.

Q: How can I correct dependent information on a 1095-C?

A: Dependent information is corrected in Namely Payroll.

  1. Go to Namely Payroll > Employee.

  2. Search for the employee whose dependent needs to be corrected.

  3. From their profile, click Dependents.

  4. Click Edit to make any desired changes.

Any dependent information updated here will populate on 1095s once they are regenerated

Q: Where can employees opt to receive forms electronically?

A: Employees can view their forms by going to Namely > Year End Documents > Electronic Delivery.

Q: How does Namely distribute 1095-C forms to employees?

A:Namely provides an electronic copy of employees' 1095-C forms via Namely Payroll. Forms are located in the same location where employees download their W-2s. You will receive a downloadable file of 1095-C forms once you process your ACA filing, and the IRS accepts your submission. You can then distribute these copies directly to your employees as needed.

You are required to print and mail 1095-C forms to employees who do not consent to a paper copy (or who make no paper or digital selection in the system.) Once the IRS reviews your ACA submission for the tax year filed, there will be a link available on the ACA landing page that will read 1095s to Mail. This link will download a full PDF file of all employees who need paper copies of their 1095-C forms. You can also use the report in Namely Payroll > Date Range > W-2 & 1095-C Consent Status Report to review which employees have consented or not.

Please note, the 1095-C will automatically print in an 8.5" x 11" landscape format. The form will fit in any standard business envelope (by folding in thirds) or any standard booklet envelope (by folding in half). These forms are not compatible with window envelopes and labels will need to be printed for the envelopes by your organization.

Q: How can terminated employees access their 1095?

A:During the termination process, you have the option to select what type of future access you would like the employee to have after their termination date by checking each applicable box on the termination form. The future access options will allow you to terminate an employee’s benefits, deactivate their Namely HRIS account, and grant access to their essential documents.

Once an employee is terminated in HRIS (see Terminating an Employee in Namely Using the Termination Form), they will receive an email (to their personal email) with the subject line "Reset Password". It contains a link that allows them to reset their password, which can be used to log into Namely Payroll to view their payroll documents, including 1095s, pay stubs, and W-2s.  Once your employee resets their password, they can log in to NamelyPayroll.com using their personal email address and that new password.

Q: When are 1095-Cs available for employees?

A:Once you have completed your ACA filing in the ACA Wizard and your status is updated to Accepted or Accepted With Errors, 1095 forms will be published and available to employees. 
Employees can view their forms by logging into Namely and clicking Year End Documents.