IN9D - Federal/State MEC Detail/Reprint Screen

Displays the detailsDisplays the details for the selected 1095-B Form or NFRA and allows the MEDS users to request a reprint of the most recent Form 1095-B per tax year for mailing to the current MEDS address (Type ‘M’) or a one-time override address can be entered (Type ‘T’).

Refer to the detailed instructions on how To REQUEST a REPRINT for Current/Override Address below.

The NFRA record (Type ‘N’) is not eligible for re-print.
The data field, IRS TRANSMISSION STATUS is added to IN9D Screen effective 03/01/2017 to display the status of 1095-B data transmission to the IRS. This will indicate if there is a need to work with the client to resolve any issues and update information for the accurate reporting for the 1095-B mailing to the client and MEC data transmission status to IRS.
The data field, FTB TRANSMISSION STATUS is added to IN9D Screen effective 11/01/2020 to display the status of 1095-B data transmission to the FTB for State MEC as Senate Bill 78’s requirement. This will indicate if there is a need to work with the client to resolve any issues and update information for the accurate reporting for the 1095-B mailing to the client and State MEC data transmission status to FTB.
Allows to correct the name (First Name, Middle Initial, Last Name, Appellation) only for records which have name/SSN mismatch error between MEDS and IRS/FTB data file. The error message displayed on IRS TRANSMISSION STATUS and/or FTB TRANSMISSION STATUS field triggers the NFRA letter generated and mailed to the client requesting for name/SSN correction. Name correction can be completed for one Tax Year at a time.
- If MEDS has incorrect name/unvalidated SSN, the EW updates the correct name in MEDS/CalSAWS/CalHEERS that will correct the name for all FUTURE Tax Years on the Form 1095-B. To reconcile the 1095B information with IRS for the current or past tax year, the EW should request REPRINT Type E to correct name to match with IRS file and the 1095B information will be transmitted to IRS in batch process.
- If MEDS has correct name/SSN and the client still receives the NFRA letter for name/SSN discrepancy, two situations may occur:
  - The client has changed his/her name with SSA (due to marriage, divorce, adoption etc.) and MEDS has the new name and validated SSN, the EW advise the client to update their name on IRS record and request REPRINT Type E to correct the name to match IRS file for the tax year record with the mismatched name/SSN, or
  - The client may have multiple MEDS records with different name/SSN. The EW should perform FUZZY name or address search to find other MEDS record and to combine MEDS record via EW11 online transaction.

Refer to MEDS Duplicate Person/CIN Correction Process.

Refer to the detailed instructions on how To REQUEST NAME CORRECTION (Reprint Type E) below.

The name correction function (Type E) will not update the client’s MEDS record. The EW ensures the correct name displayed in CalSAWS, CalHEERS, and MEDS.
MEC months are indicated by an X for each month that MEC was found.
When the Type Code ‘N’ or ‘U’ is displayed for a particular tax year, the EW must review the client’s name/SSN/DOB and address for any discrepancies between CalSAWS/CalHEERS and MEDS and take appropriate actions. After correction is made in MEDS, the 1095-B form will be re-generated via batch process and mailed it to the client.

The IRS/FTB Transmission statuses are:

ACCEPTED
N/A
COVERED INDIVIDUAL NAME AND SSN DO NOT MATCH IRS.

IRS Online Message

Below is an IRS online Message Table to assist MEDS users to take appropriate actions when a message is displayed towards the bottom of the IN9D Screen:

Error Text From IRS	Error Text Displayed on IN9D Screen	Action
TIN VALIDATION ERROR	COVERED INDIVIDUAL NAME AND SSN DO NOT MATCH IRS	Review name and MEDS-ID and correct it in CalSAWS/CalHEERS/MEDS as needed.
RESPONSIBLE INDIVIDUAL'S SSN IS INVALID - CONTAINS ALL THE SAME DIGITS	RESP INDIVIDUAL SSN NOT VALID	Review MEDS-ID and correct it in CalSAWS/CalHEERS/MEDS as needed.
RESPONSIBLE INDIVIDUAL'S DOB IS IN THE FUTURE	RESP INDIVIDUAL DOB CANNOT BE FUTURE DATE	Review DOB and correct it in CalSAWS/CalHEERS/MEDS as needed.
COVERED INDIVIDUAL'S SSN IS INVALID - CONTAINS ALL THE SAME DIGITS	COVERED INDIVIDUAL SSN NOT VALID	Review MEDS-ID and correct it in CalSAWS/CalHEERS as needed.
COVERED INDIVIDUAL'S DOB IS IN THE FUTURE	COVERED INDIVIDUAL DOB CANNOT BE FUTURE DATE	Review DOB and correct it in CalSAWS/CalHEERS/MEDS as needed.
Various	IRS REPORTED ERROR	N/A
None	ACCEPTED	N/A
None	CURRENTLY IN PROCESS	N/A
N/A	N/A: REPRINTS ARE NOT TRANSMITTED TO THE IRS	N/A
N/A	OUTDATED. MORE RECENT 1095B SENT TO THE IRS	N/A

Note: Demographic and MEC changes (i.e. DOB, SSN, Aid Code) must be made through MEDS via batch (CalSAWS) or an online transaction.

To REQUEST a REPRINT for Current/Override Address

From the IN9S, Federal/State MEC Summary Screen, Enter ‘S’ next to a desired TAX YR field for reprint & Press Enter. The IN9D, Federal/State MEC Detail/Reprint screen will appear for the following reprint request types ‘M’, ‘T’, ‘C’ or ‘E’.

For SSI/SSP individuals, changes submitted via the EW55 online transaction will update MEDS and will be included in the regular batch processing for Original and Correction Form 1095-B generation.

Note: Counties do not have the ability to view/update Form 1095-B for MCAP and CCHIP beneficiaries. If a reprint/correction of 1095-B is requested, either refer the beneficiary to contact MAXIMUS at 1-833-912-2447 or create a GadWIN ticket to escalate to State MEDS Helpdesk for assistance.

REPRINT TYPE M (Current MEDS Address)

Enter ‘M’ in REPRINT-TYPE field for Reprint request & Press Enter.
1. The cursor moves to 1095-B ADDRESS field. MEDS address is displayed. The address field is not editable.
2. The following message is displayed “I863 CONFIRM CHANGES ON SCREEN AND ENTER ‘Y’ TO SUBMIT MAILING REQUEST.
If the address is correct, Enter ‘Y’ in the REPRINT 1095-B (Y/N) field & Press Enter.
1. The confirmation message is displayed “I857 FORM 1095-B MAILING REQUEST ACCEPTED, MAILING INITIATED.”
2. Press Enter and the message is displayed “I865 FORM 1095-B ALREADY SUBMITTED.”
If the address is not correct, Enter <F3> function key to return to the Federal/State MEC Summary screen and have options to enter a correct address:
1. Request a Reprint Type ‘T’ below for address override or,
2. Submit an online EW12 transaction to update MEDS address and request the Reprint Type ‘M’ mailing the following working day. The EW ensures the correct home/mailing address in CalSAWS/CalHEERS/MEDS.

REPRINT TYPE T (Override the Current MEDS Address)

Enter ‘T’ in REPRINT-TYPE field for Reprint request & Press Enter. 1095B-ADDRESS field is cleared to allow the MEDS User to enter an “override” address.
Enter the new addressEnter the new address in the 1095-B ADDRESS: C/O fields and Press Enter.
1. If the entered address is valid, the cursor moves to the REPRINT 1095-B (Y/N) field and the following message is displayed “I863 CONFIRM CHANGES ON SCREEN AND ENTER Y TO SUBMIT MAILING REQUEST.”
2. If the entered address is not valid, the following message is displayed “I861 INVALID ADDRESS FIELD ENTERED.” Verify the entered address and re-enter the valid address.
Enter ‘Y’ in REPRINT 1095-B (Y/N) field & Press Enter.
1. The following confirmation message is displayed “I857 FORM 1095-B MAILING REQUEST ACCEPTED, MAILING INITIATED.”
2. Press Enter and the message is displayed “I865 FORM 1095-B ALREADY SUBMITTED.”

To REQUEST a CANCELLATION for Type “M” or “ T” Pending Mailing (Reprint Type C)

From the IN9S, Federal/State MEC Summary Screen, Enter ‘S’ next to a desired TAX YR field for reprint type “M” or “T” with pending mailing & Press Enter. The IN9D, Federal/State MEC Detail/Reprint screen will appear.

Enter ‘C’ in the REPRINT-TYPE field on IN9D screen & Press Enter.
1. The cursor moves to the REPRINT 1095-B (Y/N) field and the message is displayed “I868 ENTER Y AND PRESS ENTER TO CANCEL MAILING REQUEST.”
2. If ‘C’ is entered for a record with a populated PROCESS-DATE or form type ‘C’ (correction) or ‘O’ (original), the following message is displayed “I869 CANNOT CANCEL THIS RECORD.”
Enter ‘Y’ in the REPRINT 1095-B (Y/N) field & Press Enter.
1. The confirmation message is displayed “I866 FORM 1095-B MAILING REQUEST CANCELLED.” The IRS TRANSMISSION STATUS field displays “N/A: REPRINTS ARE NOT TRANSMITTED TO THE IRS.”
2. If a cancellation has already been requested for the same record, the following message is displayed “I867 FORM 1095-B ALREADY CANCELLED.
3. If there is not a pending or current valid address in MEDS (Address Flag of "A", "C" or "W") the address will be considered undeliverable and the following error message is displayed “I875 NO VALID MEDS ADDRESS FOUND.”

To REQUEST NAME CORRECTION (Reprint Type E)

From the IN9S, Federal/State MEC Summary Screen, Enter ‘S’ next to a desired TAX YR that has the name/SSN mismatch error message for name correction & Press Enter. The IN9D, Federal/State MEC Detail/Reprint screen will appear.

Enter ‘E’ in the REPRINT-TYPE field on IN9D screen & Press Enter.
1. Name fields (First Name, Middle Initial, Last Name, Appellation) remain displayed, but are unprotected to allow the MEDS User correct the name on the existing Form 1095-B with SSN/Name mismatch error from the IRS file.
Correct name fields as appropriate in the 1095-B NAME fields & Press Enter.
1. If the entered name is validIf the entered name is valid, the cursor moves to the REPRINT 1095-B (Y/N) field and the following message is displayed “I863 CONFIRM CHANGES ON SCREEN AND ENTER Y TO SUBMIT MAILING REQUEST.”
2. If there are any invalid characters in the name field(s), the following message is displayed “I871 INVALID CHARACTER ENTERED.”
3. If Type is not Original (‘O’) or Correction (‘C’), the following message is displayed “I883 NAME CORRECTION NOT APPROPRIATE FOR A REPRINT RECORD.”
4. If the 1095-B record does not have a name/SSN mismatch error from the IRS, the following message is displayed “I882 THIS 1095-B DOES NOT HAVE A SSN NAME MISMATCH ERROR FROM THE IRS.”
Enter ‘Y’ in the REPRINT 1095-B (Y/N) field & Press Enter.
1. The following confirmation message is displayed “I857 FORM 1095-B MAILING REQUEST ACCEPTED, MAILING INITIATED.”

Note: Submit a GadWIN ticket if the name correction is required for MCAP/CCHIP MEDS records.