Every year, ACA reporting deadlines sneak up, causing last-minute stress for employers and brokers alike. But with the right strategy, you can get ahead of the curve and avoid the compliance crunch entirely.

Whether you’re an Applicable Large Employer (ALE) preparing to file on your own or a broker helping clients navigate reporting requirements, one thing is clear: the time to prepare for ACA compliance is now!

Why Planning Early Matters for ACA Reporting

📆 Deadlines Stay the Same, Your Workforce Doesn’t
ACA reporting may follow a fixed calendar year, but your workforce rarely does. If you’ve had staffing changes, seasonal workers, or complex eligibility scenarios this year, you’ll want to start reviewing your workforce data early. ACA reporting for employers depends on accurate, up-to-date information — and waiting too long increases the risk of errors.

For example:

• New hires missing Social Security numbers or coverage offer details can trigger data validation errors.
• Rehired employees may need their eligibility re-evaluated depending on how long they were gone.
• Variable-hour and part-time workers might cross into full-time eligibility territory without clear tracking.
• Seasonal or temporary staff might need special treatment under IRS look-back rules.

🔹 Action Step: Meet with your ACA reporting lead now. Whether that’s an internal HR or benefits manager — or you — schedule a check-in to review key changes to your workforce so far this year. Discuss any new hires, returning employees, or shifting roles that could affect ACA eligibility. Aligning early ensures everyone’s on the same page before year-end crunch time.

📊 Avoid Data Disasters
ACA reporting is only as accurate as the data behind it, and even small inconsistencies can create big problems.

Missing Social Security numbers. Incorrect hire dates. Inconsistent names or coverage codes. These are just a few of the common issues that can derail an otherwise straightforward filing. And when you’re under the pressure of a looming IRS deadline, there’s often little time left to track down answers.

That’s why data preparation isn’t a last-minute task, it’s your first line of defense.

By starting early, employers and brokers can:

• Identify incomplete employee records (e.g., missing dependent details or SSNs)
• Resolve conflicts across systems, like mismatches between payroll and benefits platforms
• Validate eligibility and coverage information to avoid inaccurate codes or gaps in reported offers
• Prevent IRS rejections or penalties caused by avoidable data errors

🔹 Action Step: Use the summer and fall months to run a mock filing or data validation check. This allows you to surface issues while there’s still plenty of time to fix them — long before the January panic sets in.

Your ACA Compliance Game Plan

To avoid the crunch, here’s how to set yourself or your clients up for success:

1. Determine ALE Status

If you averaged 50 or more full-time equivalent employees last calendar year, you’re considered an Applicable Large Employer (ALE) and required to comply with ACA reporting. Confirm your status early so you know what filings are required.

2. Choose the Right ACA Filing Solution

Look for a platform that handles IRS Forms 1094/1095, meets federal and state mandates, and supports both distributing forms and electronic filing.

The Mitratech Mineral ACA Reporting Hub offers:

• Automated Data Collection:Reduce manual entry by pulling in real-time data from HR and benefits systems by partner firms.
• Built-in Compliance Checks:Flag potential errors before submission to avoid IRS penalties.
• Effortless E-Filing:Submit Forms 1094-B/C and 1095-B/C directly to the IRS with just a few clicks.
• Print & Mail Services:Ensure employees receive their required forms on time.
• Unified Submission Process: File federal and state-mandated health insurance reports through a single platform, removing the need to navigate multiple submission methods.

🔹 Action Step: Explore how the ACA Reporting Hub can simplify next year’s filing. Schedule a demo today to see how automation can save time, reduce errors, and streamline compliance.

3. Clean Your Data

Accurate reporting starts with accurate data. Review employee records now, including hire dates, coverage offers, Social Security numbers, and other key details. Don’t wait until January to fix preventable errors.

4. Map Out Your Timeline

Work backward from the filing deadlines. When will forms be generated, reviewed, mailed, and submitted? Having a clear ACA reporting timeline (Jan 1, 2026 – March 31, 2026) ensures no steps get missed.

• March 2, 2026 – 1095-B/C Employee Forms Due
• March 31, 2026 – IRS Electronic filings Deadline (required for most employers)
• State Deadlines Vary – e.g., CA, NJ, RI, DC may have separate filing timelines

5. Leverage Expert Support

ACA compliance isn’t always black and white. Technology alone can streamline processes, but without expert guidance, it can also lead to costly missteps. 

With Mitratech Mineral, employers and brokers can gain access to Mineral Experts™, certified HR and benefits professionals who provide personalized, strategic support tailored to each employer’s workforce. This expert layer is critical when navigating gray areas like employee classification, variable-hour eligibility, and changing state mandates, areas where technology without context can do more harm than good.

Skip the Scramble—Start Now

ACA reporting may be seasonal, but planning shouldn’t be. Getting started now can save you time, reduce risk, and avoid unnecessary stress when deadlines hit.

👉 Get ahead of ACA season with the Mitratech Mineral ACA Reporting Hub, the all-in-one solution that helps employers and brokers streamline compliance, avoid penalties, and stay ahead of the game.

Would you like to learn more about the ACA Reporting Hub? Contact your account manager or request contact here.