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HSS staff brief board on ACA employer reporting and large member mailing
Summary
HSS staff said ACA employer reporting (Forms 1094‑C/1095‑C) requires furnishing 1095‑Cs to full‑time members; HSS is in user acceptance testing and plans to mail roughly 50,000 forms with explanatory letters and supplemental communications; staff will report estimated postage and customer‑service costs in March/April.
Mitchell Griggs, HSS deputy director and COO, briefed the board on next steps for Affordable Care Act employer reporting. He explained the two report streams: an electronic submission to the IRS (Form 1094‑C/1095‑C reporting) and hard copy furnishing of Form 1095‑C to full‑time employees and others covered during the year. Griggs said HSS sponsors self‑insured City Plan and will provide 1095‑C information for City Plan members; HMOs (Kaiser, Blue Shield) will furnish 1095‑Bs to their members in insured arrangements.
Staff are in user acceptance testing and file testing with the IRS and are producing explanatory letters and additional communications (email blasts and break‑room flyers). HSS expects to mail approximately 50,000 forms and to field a large volume of member calls; Griggs said postage is the primary incremental cost and that staff will provide a rough cost estimate and planned customer‑service staffing plans in March or April. Commissioners asked for estimated total costs (postage plus anticipated staff/customer‑service resources) and for clarity about early retirees and Medicare participants; Griggs confirmed early retirees and certain City Plan Medicare participants will receive the appropriate IRS forms. The board acknowledged the administrative strain of the requirement and asked staff to report back with cost estimates.
