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Step-by-Step EZ1095 Setup and Filing Guide

Overview

This guide walks you through setting up EZ1095 and filing ACA 1095 forms step-by-step so you can complete reporting accurately and on time.

Before You Start

  • Deadline reminder: File federal ACA forms by the IRS deadline (check current year dates).
  • Gather documents: Employer information (EIN, address), employee records (SSNs, names, addresses), and coverage offer details (months of coverage, plan types).

Step 1 — Create Your EZ1095 Account

  1. Go to the EZ1095 signup page and create an account with a valid email.
  2. Verify your email and complete basic company profile: legal name, EIN, mailing address, contact phone.

Step 2 — Configure Company Settings

  1. Enter your company’s tax year and reporting contact.
  2. Choose delivery preferences (print/mail options if offered) and set up payer information matching your IRS records.

Step 3 — Add Employee and Plan Data

  1. Import employees via CSV or enter manually:
    • Required fields: full name, SSN, mailing address, date of birth (if required), and employment dates.
  2. Enter coverage details for each month:
    • Indicate whether the employee had minimum essential coverage, was offered coverage, and whether they were full-time.
  3. Create plan entries for each health plan offered, including plan name and plan sponsor EIN.

Step 4 — Review Data and Resolve Errors

  1. Use EZ1095’s validation tools to detect missing SSNs, invalid addresses, or mismatched EINs.
  2. Correct flagged errors in the interface or re-upload corrected CSV files.
  3. Confirm that month-by-month coverage indicators match payroll and benefits records.

Step 5 — Generate Forms

  1. Select the tax year and choose to generate Form 1095-C (or 1095-B as applicable).
  2. Preview forms for a sample of employees to verify layout and data placement.
  3. Generate PDFs for all employees.

Step 6 — File Electronically with the IRS

  1. If EZ1095 supports e-filing, follow the platform prompts to upload forms to the IRS FIRE system or to transmit through their approved e-file method.
  2. If e-filing isn’t available, download IRS-ready files and use an approved transmitter to submit to the IRS.

Step 7 — Distribute Forms to Employees

  1. Print and mail or email forms to employees according to your chosen delivery preference.
  2. Keep proof of delivery and retain copies per federal record-keeping requirements.

Step 8 — Confirm Acceptance and Recordkeeping

  1. Confirm IRS acceptance or correct any return submissions if rejected.
  2. Archive filed forms, submission confirmations, and proofs of employee distribution for at least the required retention period.

Troubleshooting Tips

  • Missing SSNs: Reach out to employees immediately and document follow-up attempts.
  • Rejected filings: Review IRS rejection codes, correct data, and resubmit promptly.
  • Large employee counts: Use batch import templates and validate sample records before full import.

Final Checklist

  • Company info matches IRS records.
  • All employee SSNs and addresses validated.
  • Monthly coverage indicators verified against payroll data.
  • Generated forms reviewed and accepted by IRS.
  • Employee copies distributed and records stored.

If you want, I can create a CSV template for importing employees into EZ1095.

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