Butcher & Associates Pensacola, FL
Compliance · Pensacola

ACA reporting broker in Pensacola.

1094-C and 1095-C preparation, IRS e-filing, and year-round Applicable Large Employer support for Florida employers. Wil and Viviana have run ACA reporting for Pensacola groups since the forms were introduced.

What this is

ACA reporting, in plain English.

The Affordable Care Act requires Applicable Large Employers (any company averaging 50 or more full-time-equivalent employees in the prior calendar year) to demonstrate that they offered affordable, minimum-value health coverage to substantially all full-time staff. The IRS verifies this through two annual forms.

Form 1094-C is the employer transmittal: one filing per employer that summarizes the offer of coverage at the company level. Form 1095-C is the per-employee statement: one form per full-time employee, distributed to the employee by January 31 and filed with the IRS by February 28 on paper or March 31 if filed electronically. Pensacola employers with self-funded coverage at smaller sizes file the 1094-B and 1095-B variants instead.

Late or incorrect filings trigger penalties under IRC sections 6721 and 6722 that have climbed past $300 per return in recent years, and the penalty stacks: one for missing the employee copy, one for missing the IRS copy, doubled if filed past the August grace window. Most of the ACA penalty notices Pensacola HR directors receive in the mail are not about substantive coverage problems — they are about codes entered wrong on the 1095-C in lines 14 and 16.

That is the part we keep clean.

How Butcher handles it

Year-round, not a January scramble.

ACA reporting work starts in October, not January. Wil pulls the prior-year measurement period from your payroll, reconciles full-time status month by month, flags any employees whose status changed (variable-hour, leave of absence, mid-year termination), and confirms which Section 4980H safe harbor applies to your affordability test. Viviana works directly with your payroll contact at ADP, Paychex, Gusto, or Paylocity to pull the data we need without your HR team having to re-key anything.

By mid-January the draft 1095-Cs are ready for your review. We turn them around for the January 31 employee distribution deadline, then file the IRS copy electronically through an AIR-compliant vendor before the March 31 e-file date. Every code on every form is logged against the source data in case the IRS sends a 226-J letter eighteen months later. The audit trail is what saves you when the proposed assessment lands.

If your payroll provider already files ACA in house, we audit their output instead of duplicating the work. Several Pensacola groups we serve pay ADP or Paychex the per-form fee for filing but use us to sanity-check the codes before submission. It catches mistakes early and costs less than letting them surface in an IRS notice.

Common questions about ACA reporting in Pensacola

Pensacola ACA reporting — the questions we get.

What ACA reporting does our Pensacola company have to file?
Applicable Large Employers (50 or more full-time-equivalent employees) must file Forms 1094-C and 1095-C with the IRS each year and distribute the 1095-C to each full-time employee. Smaller Pensacola groups with self-funded coverage file 1094-B and 1095-B. We can prepare and file these on your behalf, or coordinate with your payroll provider when they handle ACA reporting in house.
Do we still need Form 5500 if we file 1094-C?
Yes, when applicable. Form 5500 is an ERISA filing that runs on a separate track from ACA. It is required for ERISA welfare plans with 100 or more participants at the start of the plan year, due by the last day of the seventh month after plan year end. We coordinate the 5500 with a specialist filer and confirm submission through the DOL EFAST2 system.
Do you handle COBRA for Pensacola employers as part of ACA work?
We coordinate COBRA rather than running the administration in house. Most Pensacola groups outsource COBRA admin to a third-party administrator such as WageWorks, P&A Group, or Tasc; fees run roughly $1.50 to $3 per qualified beneficiary per month. We help select the administrator, set up the payroll integration, and step in when something escalates.
What if our company has employees outside of Florida?
We handle multi-state license routing. Each producer carries an active health and life license in the states we write business in, and the agency carries the appropriate non-resident licenses. If your group has employees in Alabama, Georgia, or elsewhere, we handle the carrier filings and the state-specific reporting requirements without you having to track which producer is licensed where.

Ready to get started?

Free renewal analysis, returned in 48 hours, no obligation. If ACA reporting is the entry point, we will walk through the prior-year reconciliation while we are at it.

Get a free renewal analysis Or call (850) 972-8773

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