Affordable Care Act 1095-C Forms

If you are a KVS Payroll customer you can create the 1095-C Forms using a Springbrook Cloud DB.    In KVS you can export the data that resides in KVS into 4 spreadsheets.  Once the data is in an excel spreadsheet you will need to add the data that the IRS requires that is not stored in the KVS Payroll Module.

Request a Springbrook ACA Cloud DB

To receive a Springbrook ACA DB, please enter a case requesting a DB.  It can either be entered through the Springbook Success Community or by calling the Support hotline.  1-866-777-0069.

Exporting Data from KVS

To export the data that is needed for the 1095 Forms follow these steps:

• In the Prior Year PR Icon choose Processes > Create Files > Affordable Care Act-Springbrook
  • Year To Process – Enter the year to create the 1095 Form for
  • Combine Months
    • Checked - One output row will be created for all months (Recommended if most employees are the same for the entire year)
    • Unchecked – An output row will be created for each month
  • Which Employees – Select who you want the file to be created for
  • Click Enter
  • Okay To Begin Process? - Click Yes 
  • Running this process creates 4 files
• Dependent_Import_Format – Used in Springbrook ACA Cloud DB to import dependents
• Employee_Coverage_Format - Used in Springbrook ACA Cloud DB to import employee coverage
• Employee_Import_Format – Used in Springbrook ACA Cloud DB to import employee data
• Employees_Processed – Used a reference guide to show what months an employee was paid 

Importing Data into Excel

The following are based on using Office 365.  Depending on your version of Excel the steps may be different. 

• Open Excel
• Choose File > Open
• Click on browse - Browse to your prior year folder - Commonly K:\PR2017_MAS
• Change in bottom right Dropdown from All Excel Files to All Files
• Select one of the files created under Exporting Data and Click open
• This Opens the Text Import Wizard
  • Step 1 of 3 – Choose Delimited, Click Next
  • Step 2 of 3 – Choose Comma, Click Next
  • Step 3 of  3 – Choose General, Click Finish
• Once Imported, Choose File Save As
  • Enter a file Name
  • Change Type from .txt to  and change type from .txt to Excel Workbook (.xlsx)
  • Click Save

Repeat the procedures above for all 4 files

Entering Data

Once all the files have been imported into Excel, use excel and enter the missing data, based on the column headings. 

Layout Needed to Import Data into Springbrook ACA DB

There are 3 files to be imported into the Springbrook ACA DB To help with the formatting of the file the KVS base files has columns and rows that need to be deleted before they are saved as a CSV File.

Employee Import Format:

• Remove header row
• Column A - Employee Number
• Column B - Last Name
• Column C - First Name
• Column D - Middle Initial
• Column E - SSN
• Column F - Address 1
• Column G - Address 2 - if there isn't a second address line a space still need to be in the field for excel to save properly
• Column H - City
• Column I - State
• Column J - Zip
• Column K - termination Date - If they are still employed a space needs to be in the field for excel to save properly
• Column L - Self Insured - either True or False Employee

Dependent Import Format:

• Remove header row
• Column A - Related Employee Number
• Column B - Last Name
• Column C - First Name
• Column D - Middle Initial - if not applicable a space must be entered for excel to save properly
• Column E - SSN - if not applicable a space must be entered for excel to save properly
• Column F - Birthdate - if not applicable a space must be entered for excel to save properly
• Column G - Covered for January - True or False
• Column H - Covered for February - True or False
• Column I - Covered for March - True or False
• Column J - Covered for April - True or False
• Column K - Covered for May - True or False 
• Column L - Covered for June - True or False
• Column M - Covered for July - True or False
• Column N - Covered for August - True or False
• Column O - Covered for September - True or False
• Column P - Covered for October - True or False
• Column Q - Covered for November - True or False
• Column R - Covered for December - True or False

• Employee Coverage Import Format:

•  Remove header row
• Column A - Employee Number
• Column B - Month - if pertains to all 12 months type All = otherwise need to have each month listed on a separate row
• Column C - Coverage Amount
• Column D - Coverage Type Code
• Column E - Safe Harbor Code 

Springbrook ACA DB

 Use the following instructions to import the spreadsheets into the ACA cloud DB.  Since you do not use the cloud for payroll use the Non-Cloud solution and skip ahead to the Import Step.  The Data Acquisition Tool is used for clients that have Springbrook Payroll.