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Do you need to file Form 1095-C for 2025? Or not sure if you fit the bill? Don't stress! The 1095-C filing requirements don't have to be overwhelming. In this blog, we've pulled together a simple guide so that you know exactly what to do and when.
Form 1095-C is all about telling both the IRS and each full-time employee whether the payer offered them basic health insurance called Minimum Essential Coverage (MEC). Its companion, Form 1094-C, acts like a summary cover sheet. It summarizes all the 1095-C forms sent to the IRS.
You might want to dive into filing right away, but preparation is your secret weapon. Knowing 1095-C filing requirements makes the process much less strenuous. Let’s walk you through what you need.
Gathering all this early helps you fix any missing SSNs with the employee, or payroll miscoding before crunch time.
Tip: A shared, cloud folder or Tax1099's document vault keeps everything organized and safe for at least three years from the reporting due date. Many employers keep them for four years to align with internal policy or state rules.
So, who files 1095-C? A payer must send out Form 1095-C when that payer is considered an Applicable Large Employer (ALE) under the Affordable Care Act (ACA) for the calendar year that just ended.
That means for 2025 (filing in 2026), you determine ALE status by looking at your average employee count in 2024. This is how you do it:
Stop worrying about compliance issues! With Tax1099, just import your data, auto-generate the Line codes, and e-file both your federal and state ACA forms with ease.
Filing Form 1095-C is not rocket science. Here's your 1095-C filing guide to keep the IRS satisfied and skip the compliance hassles.
Enter payer EIN, street address, and phone, exactly how it appears on your payroll tax returns (Forms 941/944).
Verify names and SSNs carefully. ACA e-filers receive AIR acknowledgements that flag name/TIN mismatches. So, you can fix it and resend easily.
List everyone covered. Enter each person's SSN or, if unavailable, their full date of birth will do.
Tick “Authoritative Transmittal,” fill in total full-time employees by month, and certify that MEC was offered to at least 95% of them.
Note: Tax1099 imports your payroll, auto-selects the right codes, builds the IRS XML with the required manifest pairing, and validates common AIR rules before transmission.
What happens if you miss deadlines or send out forms with errors? The IRS is a stickler for rules. So, you attract avoidable ACA penalties 1095-C late. Here's what your mistakes could cost you.
Some jurisdictions require state 1095-C reporting, not just the federal ACA filing.
You must be careful about penalties and dates as they vary by state. Many target March 31 for e-filing. Massachusetts generally uses January 31 for 1099-HC furnishing and filing.
With Tax1099, payers can click a checkbox to “duplicate to state,” converting the IRS XML into each state’s required custom format.
Here's a quick checklist for payers to stay on top of 1095-C filing requirements and never miss 1095-C deadlines 2026.
Yes. ALEs must still file 1095-C for each full-time employee. Just make sure to indicate that there was no offer of coverage.
Usually, no. But if the ALE is self-insured and a part-time employee enrolled in coverage, then the employer reports that coverage in Part III of their form.
This is because the IRS aggregates every W-2, 1099, and 1095 you file. If the combined hits 10 or more, Form 1095-C electronic filing is a must.
Yes! But you must obtain consent for electronic delivery. You can also use the website notice along with the on-request method if you meet the posting and response requirements.
At least for three years from the due date. Many employers go for four to align with internal policies or state rules.
No more risk of errors or penalties! With Tax1099, import data, generate Line codes automatically, and e-file your federal and state ACA forms in a single secure step.