Tools
Rss Categories

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

Views: 247 Created: 2019-02-18 16:19 Last Updated: 2019-02-19 11:15

SYMPTOM

I received a correction needed status for the reason of Date of Birth Validation Failed.  What is this and how do I fix it?

SOLUTION

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.  If it is a 1095-B or 1095-C form that received the TIN Validation Failed, the IRS will specify which individual(s) had an issue with the name and/or TIN.

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, within the product message center on Your Filing Home, and on the Correction Report which is available within Form Filing History.  To access the report either click on the View Details button displayed in the Message Center or select Form Filing History from Your Filing Home.

Within Form Filing History select the Check Status clock icon next to the confirmation number of the 1095 filing.  Choose View Correction Report.  A report will be downloaded that lists forms that need corrections and the related error message.  The sample below indicates that recipients John Doe and Jane Smith both have Date of Birth validation errors on their 1095-B and 1095-C forms.

Form TitlePayer TINPayer NameRecipient TIN or DOBRecipient NameError Message
 1095-B 12-3456789 ABC Company 123-45-6789 Doe, JohnJohn Doe: Date of Birth Validation Failed
 1095-B 12-3456789 ABC Company 123-45-6789 Doe, JohnJohn Doe: Date of Birth Validation Failed
 1095-B 12-3456789 ABC Company 123-44-6789 Doe, JohnSally Doe: Date of Birth Validation Failed
      
 1095-C 98-7654321 XYZ Corporation 987-65-4321Smith, Jane Jane Smith: Date of Birth Validation Failed

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

For 1095-B and 1095-C forms the IRS will provide specific information on which individuals on the form caused the Date of Birth validation error.  The report will display the name of the individual(s) next to the Date of Birth Validation Failed error message.  Also note that if you find that the name/Date of Birth field on the recipient is incorrect, you will also need to correct their information in the Covered Individuals section of the form.

The Correction Report above indicates that John Doe, with recipient TIN 123-45-6789, has three Date of Birth validation errors on his Form 1095-B.

  • John Doe's name is listed twice under the Error Message column.  This means that his name and/or Date of Birth information is incorrect in the Employee Name field AND in the Covered Individuals fields.
  • Sally Doe's name is listed once under the Error Message column for the John Doe return.  Since Sally Doe is not the recipient on this form, it means that her name and/or Date of Birth information is incorrect in the Covered Individuals fields.

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

  • Jane Smith's name is listed once under the Error Message column.  This means that Jane Smith's name/Date of Birth combination is incorrect in the Employee Name field OR in the Covered Individuals section.

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/TIN information:

  • Check your records (HR/Benefits, Payroll data) to verify that all name/Date of Birth combinations were entered correctly on Form 1095.
  • Contact the employee or employer to validate the recipient name/Date of Birth combination and covered individuals name(s)/TIN(s).
    • 1095-B Forms - check with the sponsoring employer or responsible individual to validate the name/Date of Birth information.
    • 1095-C Forms - check with your employee to validate the name/Date of Birth information.
  • If still not resolved, delete Dates of Birth for the Responsible Individual (1095-B) and the Covered Individuals (1095-B and 1095-C) and enter the applicable TINs in the appropriate fields.

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 Performance.  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.

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' TINs or Dates of Birth at an individual's enrollment unless you already have the required TINs or Dates of Birth.
  • If you do not receive the TINs or Dates of Birth, make the second solicitation no later than 75 days after receiving a substantially complete application for coverage.
  • If TINs or Dates of Birth 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 in Yearli Performance?

To submit a 1095 correction for the Date of Birth Validation Failed forms:

  1. Select the View Details button in the Message Center.
  2. Or, select Form Filing History and click the yellow caution triangle next to the confirmation number.
  3. Choose the radio button for Correct the TIN/Name mismatches.
  4. Click Next.
  5. Select the Correct button next to the Wrong 1095-C Information section.
  6. Select the recipient forms to be corrected and choose Next.
  7. The selected forms will move back to Forms in Progress.  Select the Edit link next to the recipient that needs the updated data.
  8. Update the recipient information on the data entry screen.
  9. Select Save when complete.
  10. Once all forms are updated, select Preview Forms or Detail Report to review the data.
  11. If all entries are correct, select the File Forms button.  This will move the forms that were corrected to the check-out process.  Any forms that were not edited will remain in Forms in Progress.
  12. Continue though the check-out process as usual.

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

We recommend correcting the forms as soon as possible.  Greatland's Yearli Performance will allow you to correct your 2018 forms until the end of November 2019.

VIDEOS

To watch a video on how to correct a 1095 form on Yearli, please click here.

APPLIES TO

  • Yearli Performance