Feature Spotlight: ACA 1095-C Reporting in Avionté

Key Takeaways

• Avionté automates ACA 1095-C reporting for staffing agencies.
• Built-in tracking helps firms maintain ACA compliance.
• ACA Companion centralizes eligibility and payroll data.
• Automated workflows reduce errors and manual work.
• Accurate reporting lowers the risk of IRS penalties.

You know this scenario: An employee works variable hours across multiple assignments. They cross full-time in June, but their eligibility status never gets updated. You offer benefits in September, but the offer and declination aren’t recorded. Come February, you generate 1095-C forms and see code 1H (no offer) for all 12 months—an IRS penalty signal for someone who absolutely should have received coverage.

Or this: duplicate employee records in your front office block data from syncing to ACA Companion. Payroll history exists in your core system, but ACA Companion has no record of the employee. An entire year of ACA tracking is gone.

The result? You either file forms that invite penalties—or spend weeks manually rebuilding data that should have been captured automatically.

With the March 31st IRS electronic filing deadline approaching, ACA compliance for staffing agencies isn’t just about hitting a date. It’s about maintaining clean, connected data all year long.

The most expensive ACA mistakes aren’t filing late. They’re filing forms that suggest you never offered coverage to eligible employees, misreporting affordability amounts, or losing months of eligibility data because records didn’t sync properly. These are data integrity failures that quietly accumulate throughout the year.

How Avionté ACA Companion Protects Data Integrity and Prevents Costly ACA Errors

ACA Companion embeds eligibility tracking directly into your staffing operations. Hours flow from payroll into the ACA Counters automatically. Eligibility is driven by your measurement periods. Offer dates and enrollment responses are captured as benefits decisions happen.

Built-in validation reports surface the issues that trigger penalties —sync errors, missing offer codes that default to 1H, incorrect Line 15 affordability amounts, and unrecorded enrollment responses. You catch breaks in data integrity when they occur, not after forms are generated.

What Avionté Provides:

• Integrated Eligibility Tracking

  ACA Counters automatically track hours through payroll transactions. Set ACA Eligibility in Employee → Payroll → ACA Eligibility, and the system monitors status throughout the year—no manual spreadsheets required.

• Validation Reports

  ACA Companion Employee Sync Error AQ flags duplicate records blocking sync. ACA Companion Census AQ verifies full-time status against measurement periods. Get Employee 1095-C Info AQ shows exactly what codes will appear on generated forms, giving you time to review and correct before filing.

• Offer and Enrollment Management

  Record Benefit Packages, Benefit Offer Dates, and enrollment or declination responses in ACA Companion → Employee Plan Details. This directly populates Lines 14, 15, and 16 on the 1095-C.

• Bulk Data Tools

  ACA Import brings in enrollment data from Excel. ACA Declination Export AQ automatically applies declinations for employees who didn’t enroll. Part II Overrides allow manual adjustments when automated logic needs to be corrected.

• Greenshades Integration

  Generate XML in Back Office → Weekly Process (Quarter = Q4 ACA), then launch Greenshades to complete IRS e-filing. File federal and state forms from a single workflow.

• Electronic Consent Tracking

  A new Talent Search filter identifies employees missing 1095-C electronic consent, allowing batch outreach to drive higher electronic delivery adoption.

Implementation Strategy: How Avionté’s Back Office Eliminates ACA Guesswork and Keeps You Audit-Ready

Here’s how to run this efficiently within the Avionté back-office platform:

• Run sync error reports monthly using “Has Paycheck” for the current year. Resolve duplicate records in Front Office BOLD, then reimport employee data into ACA Companion.
• Validate offer data in December or early January with Get Employee 1095-C Info AQ. Watch for 1H in the “All 12 Months” column. If an employee should have received an offer, add the Benefit Package and Benefit Offer Date, then regenerate.
• Import enrollment data consistently, then run ACA Declination Export AQ to capture declinations for everyone else.
• Confirm your Insurance Plan setup includes the correct Monthly Employee-Only Minimum Contribution before generating forms—this feeds Line 15 on every applicable 1095-C.
• Test data generation in early January by creating XML in Weekly Process (Q4 ACA, XML only), reviewing results, fixing issues, and regenerating as needed.

What’s New for 2026

Under PBRA relief (effective for tax year 2024 forward), employers can post a website notice instead of automatically mailing 1095-Cs. For 2025 forms, the notice must be live by March 3rd, include request contact information, remain posted through October 15th, and forms must be provided within 30 days of employee request. California, Massachusetts, New Jersey, Rhode Island, and DC still require automatic distribution.

Additional updates include SSN Relief for self-insured plans (allowing name and DOB for dependents when SSNs aren’t available), a 90-day window to respond to IRS penalty letters (up from 30), and a 6-year statute of limitations on penalty assessments.

The Bottom Line: Avionté ACA Companion Is Built for Staffing Agencies Managing Variable-Hour Workforces

Avionté helps staffing agencies turn ACA compliance from a once-a-year scramble into a continuous, automated process. By connecting front office, payroll, eligibility tracking, benefits decisions, and reporting in one platform, ACA Companion protects data integrity from day one—so you’re not fixing breaks in February.

With Avionté, hours flow directly into eligibility counters, offers and enrollment are captured as they happen, and validation reports surface issues early. That means cleaner 1095-Cs, fewer penalty-triggering codes, and far less manual cleanup.

Run sync reports monthly. Validate offer data quarterly. Test form generation in early January. When everything lives in one connected system, March becomes your victory lap—not your fire drill.

Want More Information?

Are you an Avionté back-office user? Watch our full training video here: ACA 1095-C Reporting in Avionté →