ACA XML File Error AIRTN500

Our file in production has been Accepted with Errors. The error we have is "TIN Validation Failed". Approx 190 errors out of 6600 records. Based on IRS documentation this means "TIN and Name provided do not match IRS records". We are trying to find some logic as to why some are failing while the majority are not. If anyone has any input on this error and how to fix it please let me know! Thank you in advance!

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Infor Lawson Human Resources Group - Discussion

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unknown

I THINK this is a case where the Name and TIN you submitted does not match. Say you submitted John Doe 123-45-6789, but his TIN is 123-45-6788.

From the IRS document on ACA Information Returns Corrections, dated May 2016:

Invalid TIN Error Message

•Form 1095-B, Part IV Covered Individual

-At filing, Filer receives Error Message from the IRS that name and TIN do not match the name and TIN

-Error message is not a Proposed Penalty Notice. It is not a Notice 972CG

-What actions must filer take?

•Solicitation Rules

-The initial solicitation is made at an individual’s first enrollment or, if already enrolled on September 17, 2015, the next open season,

-The second solicitation is a reasonable time thereafter, and

-The third solicitation is made by December 31 of the year following the initial solicitation.

This is from the IRS June Work Group Webinar presentation:

Publication 1586, Reasonable Cause Regulations and Requirements for Missing and Incorrect Name/TINs

•Provides general information needed to avoid penalties under IRC sections 6721 through 6724 for information return documents that are filed with missing or incorrect taxpayer identification numbers (TINs)

•Describes the actions that must be taken, or should have been taken, to solicit (request) a TIN

•Explains the requirements for establishing reasonable cause

•Penalty amounts for missing and incorrect name/TINs

I would love to hear feedback from you on whether most errors are a result of the dependent data you submitted. That is, there must be other validation in place for W-2 filings on your employees, so chances are that the employee name/TIN matchup is significantly clean. Please be sure to let us know.

0911060553270289.pdf

marty

7 of my 9 files have this error. I downloaded each XML from the transmission status page, but I'm struggling to figure out how to read the file to find the exact records that are erroring out. Can anyone help?

unknown

The error file that you downloaded should contain the record numbers of the TINs in error. We had 400 of them, almost all dependents where we probably don't have the correct SSN. Open those files in excel and you can extract the record numbers. Then open the corresponding form file in excel and you can find the record numbers and the SSN on file. Link the two to get the error SSNs. Then compare to your Lawson tables, EMPLOYEE and EMDEPEND to find out who the individuals are. We have been told that its not necessary to correct this year, but for future years you want to clean up your data.

marty

Thank you Sharon!

juergen-erbe

Who told you that corrections aren't necessary? From everything I've read, including the latest Webinar the IRS held a couple of weeks ago, they are.

You'll notice that on the fourth page they specifically indicate corrections are necessary:

www.irs.gov/.../June_2016_Webinar_Presentation.pdf

and they speak about it in the recorded session as well: h

www.irsvideos.gov/.../AffordableCareActInformationReturnsCorrectionsProcess

marty

Jennifer - since we don't know which record errored out, I looked at each complete record and started with the employee. I used our I9s to check for full legal name (two last names, spelling, keying errors in the SSN, etc.). If the EE information was correct, I went to the dependents, and checked past Open Enrollment forms for consistency and keying errors in their SSNs, and if those were consistent and good, I sent the dependent information to the EE or field HR to verify the names. I've found several instances of children being adopted by a step parent, though the SS card was never updated and spouses with the same issue. It's been time consuming and tedious, but I'm documenting every single thing I do. In some cases, the EE is terminated, leaving no recourse. I mark those records as "Cannot Correct" with a termination date. Luckily for us, I only had about 70 errors, so it wasn't that much of a headache. I can't imagine what a pain this is for those with extremely large employee bases.

I hope someone else has a more efficient method for you.

unknown

Thank you for sharing your methods, Jenn. I will be recommending this approach to our team that will be working through corrections!

unknown

Hi Jenn, this helps a lot. Thank you for sharing your process.

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