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FAQ: Do I need to track dependent information for the Affordable Care Act and if so where should I do this?
If the health coverage at your organization is self-funded, then the dependent information is required and is included on Part III on the 1095-C forms (for large employers) or on Part IV on the 1095-B forms (for small employers). For each covered individual, the name, federal ID (social security number) or birth date, and the period of coverage are needed.
The information for covered individuals can be entered on the ACA 1095s tab in the Employee File, or the information for covered individuals can be imported from a file obtained from your third-party administrator by using the Import ACA 1095s Covered Individuals option. We recommend you contact your third-party administrator (or administrators if more than one had been used during the year) and inquire if they will be able to provide you with a file containing the necessary information of covered individuals at the end of the calendar year. To access the import specifications for the covered individuals, go to: https://docs.su-inc.com/templates/pr/ImportingACA1095sCoveredIndividuals.xlsx
For organizations who partially self-fund their health coverage, refer to the Frequently Asked Question for partially self-funded health coverage (click here to view) for additional details. For more information on the ACA employer reporting requirements, refer to the previously posted Affordable Care Act Employer Reporting Overview Training Tidbit (click here to view).