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How do I fix my Date of Birth Validation Failed errors?

Views: 274 Created: 2019-02-19 11:31 Last Updated: 2019-02-19 11:31

SYMPTOM

What does the IRS status of Correction Needed due to Date of Birth Validation Failed mean?  What should I do about this error?

RESOLUTION

A "Correction Needed" or "Date of Birth Validation Failed" message indicates that the IRS found a Name/Date of Birth combination on a 1095 form that does not match IRS records.

How do I know if I have a Date of Birth Validation Error?

Greatland will inform you of a Date of Birth Validation error via e-mail, and on the Order Status Detail report located in the E-file Center in Yearli Desktop.  To access this report:

  1. Open Yearli Desktop.
  2. Select the E-file Center menu along the top menu bar.
  3. Choose Status from the drop-down menu.
  4. Select the checkbox next to the necessary order number.
  5. Choose the Order Status Detail button.

How do I know which name or Date of Birth is incorrect?

The Order Status Detail report available in Yearli Desktop lists the Date of Birth errors returned by the IRS.

The following is an illustration of the Order Status Detail report available in Yearli Desktop and information on how to interpret this report.

Payer TIN               Payer Name
12-3456789          ABC Company

Recipient TIN         Recipient Name One        Form                Rejection Reason
123-45-6789          Doe, John                           1095-B            John Doe: Date of Birth Validation Failed
123-45-6789          Doe, John                           1095-B            John Doe: Date of Birth Validation Failed
123-45-6789          Doe, John                           1095-B            Sue Doe: Date of Birth Validation Failed
987-65-4321          Smith, Jane                        1095-C            Date of Birth Validation Failed

This example indicates that John Doe, with recipient TIN 123-45-6789, has three TIN validation errors on his Form 1095-B.

  • John Doe's name is listed twice.  This means his name and date of birth combination is incorrect in the Employee Name field and in the Covered Individuals field.
  • Sue Doe's name/date of birth combination is incorrect in the Covered Individuals field.

This example also shows that Jane Smith has one TIN validation error on her Form 1095-C.

  • Jane Smith's name/TIN combination is incorrect in the Employee Name field or in the Covered Individuals field.

How do I obtain the correct date of birth information?

Follow these steps to ensure you have met all requirements to obtain the correct name/date of birth information:

  • Check your records (HR/Benefits, Payroll data) to verify that all name/date of birth combinations were entered correctly.
  • Contact the employee or employer to validate the recipient name/date of birth combination and covered individuals name(s)/Date(s) of birth.
    • 1095-B Forms - Check with the sponsoring employer or responsible individual to validate the name/date of birth combination.
    • 1095-C Forms - Check with your employee to validate the name/date of birth information.

Once you have identified the incorrect name/date of birth fields and have obtained the correct data you may enter a 1095 correction in Yearli Desktop.  Submit your corrected forms as soon as possible.  If you do not change any data on your forms, do not resubmit your forms to the IRS.

If you are unable to obtain the correct date of birth for one or more recipients or covered individuals, delete the date of birth data and enter the applicable TIN in the appropriate fields.  The IRS will accept the TIN if the date of birth is not available.

What if I can't resolve a date of birth issue?

You may be unable to resolve a date of birth issue if you can't reach a particular employer or individual to validate their date of birth or obtain their TIN.  It is also possible that you have taken all required steps and believe that your data is accurate.  In these cases, make sure you have documented your process thoroughly to avoid potential fines and penalties.  The IRS has outlined the following process for 1095 forms:

  • Make an initial solicitation of recipient and covered individuals' date of birth at an individual's first enrollment unless you already have the required date of birth or TINs.
  • If you do not receive the date of birth or TINs, make the second solicitation no later than 75 days after receiving a substantially complete application for coverage.
  • If the dates of birth or TINs are still not provided, make a third solicitation by December 31 of the year following the initial solicitation.
  • You are not required to solicit a TIN or date of birth from an individual whose coverage is terminated.

How do I enter a correction?

To submit a 1095 correction from Yearli Desktop:

  1. Click the Payer List button.
  2. Double click the payer name.
  3. Find the impacted recipient name and click it once to highlight the name.
  4. Fix the recipient name and/or TIN in the recipient fields to the right, if needed.
  5. Click the Covered Individuals button.
  6. Click on the covered individual's name in the list that needs to be updated.
  7. Edit their information in the fields.
  8. Select Save.
  9. Repeat steps 7-9 for any remaining covered individuals that need to be updated.
  10. Click OK when complete.
  11. Highlight the 1095 form in the Form List.
  12. Click the Correct button.
  13. Click OK at the correction screen.
  14. Close the Manage Payer and Recipient screen.
  15. Select the E-file Center icon.
  16. Continue through the e-file process for the Corrected 1095 form.

What is the deadline to correct Date of Birth Validation errors?

You should correct your forms as soon as possible.  Greatland's Yearli Desktop will allow you to correct your 2018 forms until November 2019.

APPLIES TO

  • Current version of Yearli