ACA 1095 BEST PRACTICES:
Definition – The right blend of “employee friendly” emails, letters, posters, websites, apps, on-site meetings and videos each of which is delivers 1095-C related content in a timely manner.
Rationale – Not only do proper communications help employees better understand what to expect (and not to expect) and when to expect it, but proactive communications will reduce employee questions once 1095 forms are received which in turn will also reduce the need to re-send 1095 forms to employees that inadvertently threw them away.
- Announcements - Communications which provide a “heads-up” to employees before the 1095 forms are received so they can know when to expect the forms and also what to do with them.
- Explainer Videos – A small collection of highly focused and fun-to-watch 1095 videos each averaging about 2 minutes. These can be watched either via the web or on smartphones.
Action Plan -
- Review employee mix
- Determine content themes, modality and timing
- Find best resource to make it happen
- Develop the content
Since we are no longer a “best efforts” year, employers should embrace best practices or simply accept the dire likelihood of material penalties. In order to mitigate future risks employers should thoroughly review and improve their supporting processes and technologies. Employers have the opportunity to fortify their environments and avoid penalties. As they say, “there’s no time like the present – do it now!”