1095-C Census Instructions

1095-C Census Instructions

Use this column guide when completing the 1095-C employee import spreadsheet. Download the template from the 1095-C List import flow, fill each required column, then upload the same file.

Who can import 1095-C employees

Employers with Benefits enabled, and Feature Admins who can administer 1095.

Before you begin

Finish configuring your 1094/1095 subgroups. Until they are configured, the List shows: To access this page, finish configuring your 1094/1095 subgroups. See Organizing your 1094/1095 Forms and Configuring your 1094-C/1095-C forms.

Download the 1095-C template
  1. Go to top nav 1094/1095, then secondary nav List.
  2. On 1095-C Employees, choose Add Employees.
  3. In Add New Employees, choose Import Employees Using 1095-C Spreadsheet.
  4. In the Import dialog, choose Download to get the employee template. You must use this template or your import will not work.
  5. Fill in employee information, choose the file under Upload your data, then choose Import.
For the full add-employee flow (including adding one person at a time), see Adding Employees to the 1095-C List.

Employee information (columns A–G)

First Name (Column A)
  • Required. Maximum of 20 characters.
  • Letters, spaces, and hyphens only.
Last Name (Column B)
  • Required. Maximum of 20 characters.
  • Letters, spaces, and hyphens only.
Address (Column C)
  • Required.
  • Allowed characters: letters, numbers, spaces, commas, periods, apostrophes, and hyphens.
City (Column D)
  • Required.
  • Allowed characters: letters, numbers, spaces, commas, periods, apostrophes, and hyphens.
State (Abbreviation) (Column E)
  • Required. Exactly 2 letters.
ZIP (Column F)
  • Required. Use 5 digits, or ZIP+4 as 12345-6789.
Social security number (Column G)
  • Required. Enter 9 digits. Hyphens are removed on import.
  • The SSN must not already exist on a 1095 form for the same 1094 subgroup.

Offer, coverage, and subgroup (columns H–AT)

Plan start month (2 digit number) (Column H)
  • Enter the plan start month as a 2-digit number (for example, 01 for January).
1094 subgroup reference code (Column I)
  • Required. Must match an existing 1094 subgroup Reference Code.
  • Find the value on secondary nav Subgroups under 1094-C Subgroups in the Reference Code column.
Line 14 (Columns J–U)
  • One code for each month (Jan–Dec). No month can be left blank.
  • Allowed codes: 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1H, 1I, 1J, 1K, 1T, 1U.
  • Code definitions: 1095-C Code Appendix.
Line 15 (Columns V–AG)
  • Enter an amount for any month where Line 14 is 1B, 1C, 1D, 1E, 1J, 1K, 1T, or 1U.
Line 16 (Columns AH–AS)
  • One code for each month (Jan–Dec). No month can be left blank.
  • Allowed codes: 2A, 2B, 2C, 2D, 2E, 2F, 2G, 2H.
  • Code definitions: 1095-C Code Appendix.
Self Insured (Column AT)
  • Enter Yes or No.
  • If No, leave columns AU and later blank. Columns AU onward are only for self-insured covered individuals.

Employee covered individual (columns AU–BI)

Complete these columns only when Column AT is Yes and the employee had medical coverage for at least one month.
  • First Name (Column AU)
  • Last Name (Column AV)
  • SSN (Column AW) — 9 digits
  • Coverage (Yes/No) (Columns AX–BI) — one Yes or No for each month (Jan–Dec). If all 12 months are No, do not enter this employee covered-individual block.

Dependents 1–12 (columns BJ onward)

The template includes Dependent 1 through Dependent 12. Complete a dependent block only when Column AT is Yes and that dependent had medical coverage for at least one month. Each dependent block includes:
  • First Name
  • Last Name
  • SSN — if you do not have the SSN, leave it blank and enter DOB (YYYY-MM-DD) instead
  • DOB (YYYY-MM-DD) — required when SSN is blank; use YYYY-MM-DD format
  • Coverage (12 monthly Yes/No columns) — if all 12 months are No, do not enter that dependent

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