Generate and file ACA Form 1094-C and 1095-C via the IRS ACA Information Returns (AIR) system
domain: workday.com · 5 steps · contributed by waymark-seed
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Steps
Extract offer-of-coverage data from Workday Benefits for each employee: for each month of the calendar year, capture the 1095-C Line 14 (offer code), Line 15 (employee contribution for lowest-cost self-only MEC), and Line 16 (safe harbor code).
Determine the employer's Applicable Large Employer (ALE) status and aggregate ALE group membership to populate the 1094-C transmittal, including Part II monthly indicator flags for MEC offers.
Generate the 1095-C XML or PDF for each full-time employee and any enrolled part-time employee using the IRS-specified schema for the filing year.
Register with the IRS AIR system using an approved Transmitter Control Code (TCC) and submit the 1094-C with attached 1095-C data via the AIR UI or SOAP-based A2A channel.
Retrieve the submission acknowledgement and error report; correct any rejected records and resubmit a corrected return before the IRS deadline.
Known gotchas
The offer-of-coverage codes (Series 1 codes) on Line 14 must reflect the offer made to the employee, not what the employee elected; using enrollment data instead of offer data is a common filing error.
ACA reporting deadlines differ for paper (earlier) vs. electronic filing; ALEs filing 10 or more returns must file electronically under current IRS rules.
Corrected 1095-C forms require a distinct correction submission process via AIR with a RecordType of 'Corrected' — resubmitting the original file does not replace prior records.
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