Employee Navigator ACA Filing: E-File

E-File 

After going through the Audit of your employee’s data, you are ready to get into Nelco’s portal to Print/Mail the forms to your employees and e-file with the IRS. This is step 4 of the Audit and E-File process.

Terms and Conditions: Read and agree to the Terms and Conditions of Employee Navigator. 

User Set-Up: You will need to set-up the account information for Nelco. By filling in the appropriate information, you will be able to access Nelco’s portal from Employee Navigator. The following information needs to be provided for Nelco’s records: 

• Company Name: The name of the company that that you are filing for. If you are filing for multiple companies, then choose one entity to identify with the Nelco account.  
• Username: A unique username to be used for each company. A username will be tied to the account, allowing you to use the same email for multiple usernames. If a username is not entered, then the email address will be used as the company's username.  
• Company contact email address - An email address needs to be added so that the user can receive notifications. Most likely the HR user’s email address can be used to avoid any duplication errors. Multiple usernames can be associated to the same email address. 
• Company contact first name, last name, and phone number. 
• Company Address 

Transmit Data to E-File Provider: When you are ready to send the forms to Nelco, click this button.  It will open up a new tab on your browser. That tab is Nelco’s portal and will bring you to "Your Filing Home" page. 

Forms in Progress 

Forms that have been transmitted from Employee Navigator, but not yet moved to the shopping cart, will be visible in this section.

**If you resend forms when they are in the Forms and Progress Section, they will overwrite the information that was already there.**

This is ideal, because we want to make sure that all the information that is sent over to the Forms and Progress Section is up to date.

On this screen, you will choose the type of filing that you want for a group.

Bundles:

• Federal E-Filing & Online Retrieval: This package includes the e-filing to the IRS and the ability for an employee to retrieve their forms online through a secure portal for your employees/recipients to view and download.
• Federal E-Filing, State E-Filing, Recipient Mail, & Online Retrieval: This package includes the e-filing to the IRS and states, the printed and mailed form to the employee, and the ability for an employee to retrieve their form online through a secure portal. Bundling the services provides the EIN with a cheaper filing option.
• Federal E-Filing, Recipient Mail, & Online Retrieval: This package includes the e-filing to the IRS, the printed and mailed form to the employee, and the ability for an employee to retrieve their form online. Bundling the services provides the EIN with a cheaper filing option.

A la carte services

• Federal E-Filing: This is only e-filing of the forms with the IRS for the EINs employees.
• State Filing: Electronically files forms to the appropriate state agencies.
• Recipient Mail & Online Retrieval: This allows for recipient copies to be printed and mailed directly to the recipient on each form via USPS and allows them to retrieve their forms online through a secure portal for your employees/recipients to view and download.

Online Retrieval (new as of 12/10/2025) 

Recent regulatory changes under the Paperwork Burden Reduction Act eliminated the physical mailing requirement for 1095 forms. Employee Navigator has partnered with Nelco to provide this streamlined digital solution for companies that choose to offer it. Starting with the 2025 reporting year, employees will be able to access their 1095 forms directly from their Employee Navigator homepage.

If the company has purchased Nelco's Online Retrieval option (either bundled or a la carte), a link will display on the employee's Employee Navigator home page in the Quick Links section. Employees can simply click the link, consent to electronic viewing, and access their forms instantly through Nelco's secure portal.

This digital solution provides a convenient central location to access all your 1095 documents instantly, eliminating the wait for mail delivery and the need to manage or store paper forms.

Important Notes:

• When a company transmits forms from Employee Navigator to Nelco, a new option labeled "Show 1095 Online Retrieval Link"  will be available within the Company > Settings > General Settings under the "Options affecting employee display" section.
• This setting will be toggled on by default for all companies that transmit forms.
• Companies that purchase a bundle or a la carte options that include Online Retrieval don't need to take any additional action. Employees receiving a form will automatically see the link on their homepage.
• Companies that do not purchase Online Retrieval will need to uncheck the "Show 1095 Online Retrieval Link" option in General Settings to prevent the link from displaying to employees. 
• If the link displays for an employee whose company did not purchase the forms or who did not have a form generated in Nelco, they will receive a notice advising them to contact their company administrator.
• Only a user who is signed in as the employee will have access to navigate to Nelco to view the 1095 form.
• Employees will have access to their current year forms plus two prior year forms (beginning with 2025 forms).

The Forms In Progress Screen also shows the Recipients of the forms. Be sure to check that all of the expected employees are listed and that the proper forms (B series vs. C Series) are being shown. You have the ability to unselect a recipient if you do not want a service to be performed.

If this is your first time in Nelco, check marks will appear next to the recipient’s name with the selected services. If forms have been printed and mailed to employees already, you will have the ability to select for reprint. If the forms have already been filed, you will see a previously filed icon.

If you are planning on adding more forms to this company, do not leave the Forms in Progress Screen.

After the filing option is chosen, you have confirmed the form recipients, select next. 

Federal 1094-C Forms

This screen will show if you are transmitting the B or C forms. You need to review the information on this employer form.

From this screen you have the ability to view/edit the 1094-C for the appropriate EINS by selecting Edit 1094-C.

Be sure to check that all the information on the 1094-C appears as expected. If you are filing as member of an ALE group, but did not have that information in Employee Navigator or had separate companies set-up in the system, be sure that “Is ALE member a member of an Aggregated ALE Group” is checked yes under ALE Member Information, and fill in the appropriate information under Other ALE Member of Aggregated ALE Group at the bottom of the page. If you are using business units to file for multiple EINs, each business unit of the ALE group will be assigned as the authoritative ALE for its own unit. They each file their own 1094 as an authoritative transmittal, so they'll each appear as their own authoritative ALE. 

**If “Is ALE member a member of an Aggregated Group” is originally checked no, and changed to yes, be sure to also complete the proper fields in ALE Member Information-Monthly. Aggregated Group Indicator needs to be checked for the appropriate months.   

If any information is missing from the 1094-C you will not be able to proceed to the next page.

Add/Edit Recipient Emails

Adding emails for the employees will allow them to electronically retrieve their forms. If emails were included in the transmission from Employee Navigator to Nelco, these will be prepopulated. You can also manually add email addresses. 

If a group opts to retrieve their forms electronically, the sender of the email will be [e-mail].

The subject line of the email will be "IMPORTANT TAX RETURN DOCUMENT AVAILABLE."

IP Address: 159.183.209.77

Forms mailed from Nelco will arrive in a white pressure-sealed envelope.

Submit Forms

Forms that have moved into your shopping cart will be visible in this section.

**If you plan on correcting information after your forms are in the cart, you must “Remove Payer” and restart the transmission process starting in Employee Navigator. Removing the payer removes all of the forms that were sent to Nelco.**

Review Cart

On the submit forms page, you are able to Preview the Forms and view a Detail Report.  Think of this like a shopping cart that you are going in to review.

Previewing the forms will download the forms in a PDF document with all the forms, including the 1094-C for the EIN. There will be a watermark on the forms. These are printable, so this is a great way to be sure that all the forms look correct before sending them to your employees and to the IRS.

The Detail Report is an Excel spreadsheet with all the information from the forms.  Each column header reflects a section of the appropriate form.

Once the information is reviewed, select next.

Payment Details

Enter your payment information. For more information on pricing and payment, please see our Employee Navigator ACA Filing: Pricing and Payment for Nelco 1094/1095 filing article.

Review and Confirm

Review and confirm gives you the opportunity to review and confirm your cart information, your payment detail, and Nelco’s Electronic Filing Terms and Conditions and License Agreement. If something appears incorrect, you have the opportunity to edit your cart and make the necessary corrections.

Complete

You have successfully purchased your services! On this screen, you will see the Name, the form type, and the services selected. The form type will say 1095, but the 1094 form is included.

Once you have reviewed the information on the screen, return to your filing home.

 

Form Filing History

Forms that have already been e-filed and/or printed will be visible in this section.

• Check Status – Checking the status allows you to see if the forms have been sent to employees for online retrieval, if they have been printed for mailing, or if they have been sent/accepted by the IRS.
• View & Print Forms – Viewing and printing the forms allows you to print the forms that were sent to employees. These forms have a watermark.
• Email Recipients- This would send an email to the appropriate employees with instructions on how to obtain their forms online. The forms in the online retrieval will not have a watermark. An email must be entered for the employee for this service. 
• Make Corrections- Once the e-file service is purchased in Nelco, corrections to forms can only be made in Nelco’s portal. You are able to make corrections for the Wrong 1095 Information, the Wrong Payer Information (meaning the wrong employer information), and Wrong 1094-C Information. If making a correction to a form, you will need to go through the payment process again.   

Expected Turnaround Times: 

• Online Retrieval Forms are sent to recipients generally within ~10 minutes of submitting the forms. However, this could be delayed several hours up to a full 24 hours, depending on any email filtering rules that may be in place on the email inbox it's being sent to.
• Recipient Mailings are sent to be printed twice daily. Once they are printed, they are handed off to USPS within 1-3 business days (though most cases is same day).
• ACA Federal Filings specifically are sent to the agency the same day as long as the submission was made before 2:35 PM CST. Otherwise, that batch will get sent the following morning. When the filings are sent does not dictate when the IRS will review and post back their status. 
• State Filings are sent on a daily basis as well, as long as the submission was made before 2:00 PM CST.

E-Filing FAQs:

Why does the previously filed icon appear under Federal Filing for my employees when they are in the Forms and Progress Section?

Previously filed means that these forms have already been sent to the IRS. Forms cannot be sent to the IRS twice. If a change needs to be made on a form that has already been filed, you will need to make a correction in Nelco.

How do I see a copy of my 1094-C after I have purchased the forms? 

After the forms have been purchased, a copy of the 1094-C can be pulled from the Form Filing History in Nelco’s portal. To access this go from Employee Navigator>>>ACA>>>Manage E-File Account>>>Enter E-File Site. You will then go into Form File History>>>View and Print Forms. You will see a screen with the 1095s filed. Select next, and you will be able to download and print the PDF copy of the 1094-C. The 1094 form will always include a watermark.

I was redirected to a Nelco log-in screen. What is my username and password?

If you see this screen, it means that you have timed out from Nelco’s site. You will need to log back into Employee Navigator and go into your Nelco Account by going Home>>>ACA>>>Manage E-File Account. DO NOT RESET YOUR PASSWORD. It will cause our systems to become out of sync.

I established a Nelco account for the 2015 reporting. Am I able to use the username field for this year's reporting, and use the same email address for those accounts?

Yes, you are able to update the username field in an established account and then use the same email address for multiple groups. To do this, go into Home>>>ACA>>>Manage E-File Account. Add an unique username and press SAVE. Then, change the email address field to include the desired email and press SAVE.

Am I able to select and process the E-File service and later go back and Print/Mail forms?

Yes, to do transmit the forms from Employee Navigator and select "Federal E-Filing" as the A La Carte Service. This will only e-file the forms with the IRS. Submit and purchase the forms through the check-out process outlined in the article above. Once that is complete, go back into Employee Navigator and re-transmit the forms. Enter the E-File site and select "Recipient Mail and Online Retrieval" as the A La Carte Service. You are able to select the individual employees that you want to receive forms. You will be able to submit and purchase the forms through the check-out process outlined in the article above. Items of note:

• You will need to purchase the "Recipient Mail and Online Retrieval" service in order to send these forms to employees. You cannot download the forms purchased for E-File only without a watermark populated on the form.
• You are not able to elect to just email the forms to the employees; all forms will also be printed and mailed. 
• When purchasing the "Recipient Mail and Online Retrieval" service, you will not see the 1094-C as an option. That is because that form is only e-filed with the IRS.
• Groups most likely will use this option because of the Paperwork Burden Reduction Act.