On occasion when you have submitted your 1094-B or 1094-C file electronically, it comes back to you with the status “Accepted with Errors.” In this event you will need to submit a 1094 Correction file.
A common reason that a file may be “Accepted with Errors” is when the Name or Social Security Number (SSN) in your financial software doesn’t match the information on record with the Social Security Administration (SSA). This might occur because of a last name change due to marriage, or if a nickname is entered in the ‘First Name’ field, or even a simple typo in the SSN.
To process corrections, you will need the following documents:
- The XML response message that you received with the “Accepted with Errors” status, which can be downloaded when you check your transmission status at IRS AIR.
- The original 1094 file you sent to AIR (not a re-downloaded file). This is likely in your downloads folder, unless you saved and unzipped it somewhere else.
Identify the Error (Unique Record ID)
Record the Original Information
Determine the Correct Information
Make Corrections in Employee - Single View
Create the 1094 Correction File
Enter Original Receipt ID
Enter Original Data
Generate
Identify the Error (Unique Record ID)
Each employee is assigned a Unique Record ID when the 1094 electronic download is generated.
To identify the employee with the error, open the XML error file. Search for <ns2:ErrorMessageTxt> then locate the the </UniqueRecordID> above it and write down the number immediately preceding it. You may have one or more errors on different Unique Record IDs or you may have multiple errors on the same Unique Record ID. In the example below, the Unique Record ID is #9.
With your list of Unique Record ID numbers in hand, go to the original downloaded and submitted 1094 file you sent to AIR that received the status “Accepted with Errors.” Open the 1094x_Request_xxxxxxxxxxxxxxxxxx.XML file. Search for RecordId>#< in the file. In our example we will search for RecordId>9<. We can see that this record was for John Smith.
Download this 1094 Error Record Document to record the information for corrections. Record John Smith in the first table and move on to the next one until you are done.
If you have trouble, or are encountering different errors, you may reach out to the SchoolInsight Financials support team at financials@common-goal.com and ask them to help you determine which employees have errors. You will need to attach both the XML response file and the original 1094 file, and we will assist you in finding the Unique Record ID and Employee Name for each error, as well as clues to what type of error it is most likely to be.
Record the Original Information
Correction files to AIR require a copy of the originally-submitted incorrect information for comparison with the corrected data. You will need to use the original 1094 file to record the Original First Name, Original Last Name, and Original SSN, to be typed in later when generating the correction file.
Example
Below is an example of how you might record the original information in the 1094 Error Record Document.
Determine the Correct Information
This may take a little investigation on your part after the employees with errors have been identified. You must figure out exactly what corrections are needed for those employees and/or their covered dependents. You will need to confirm that the first name, last name, and SSN in our system match what is actually on their Social Security card(s), not only for the district employee but also for all dependents covered under them.
Example
The errors are highlighted in yellow.
In the first example, John Smith was submitted with the SSN of 987-65-4320. You received an error on him because his SSN is actually 987-65-4321. It was a typo.
In the second example, Jane Doe was submitted with the last name Doe because she married over the summer and her last name changed from Johnson to Doe. However, you received an error on her because she has not yet contacted the social security office and had her name changed on her SS card.
In the third example, note that Samantha Jones doesn’t have anything highlighted because nothing is changing compared to her originally submitted data. You received an error on her not because of errors in her personal data, but rather because of errors in her dependents. Two of her dependents were listed with the same SSN.
Make Corrections in Employee - Single View
When you have determined which employees the errors are on and you have recorded the original ‘incorrect’ information somewhere, edit each employee or their dependent(s) in SchoolInsight Financials with the correct updated information.
Go to Employee - Single View > General tab to update the employee’s Name and/or SSN. Go to the Employee - Single View > Payroll tab and select the 1095 link to update dependents.
For employees whose names are changing, you may opt to update their Legal Name instead of their regular First Name or Last Name. The First Name and Last Name fields appear on the pay stub. The Legal First Name and Legal Last Name fields are exported in tax forms.
Example
From our example above, you would have to update John Smith’s SSN to 987-65-4321 in the system, change Jane Doe’s Last Name (or Legal Last Name) to Johnson in the system, and enter the correct SSN for Samantha Jones's second dependent.
Create the 1094 Correction File
Create the correction file by going to Payroll > Tax Forms and select 1094-B or 1094-C. Set the format field to 'Electronic File' and the Transmission Type field to ‘Correction’.
Enter Original Receipt ID
Enter the Original Receipt ID from your Production File that was 'Accepted with Errors'. You can find the Original Receipt ID in two places.
- Your Transmission Status Details from IRS AIR (minus the preceding AATS)
- Your xml file, following <UniqueSubmissionID>
Enter Original Data
You will see four fields open up for every employee: Original Unique Record ID, Original First Name, Original Last Name, and Original SSN. You should only enter information for the employees who had errors, so there will be many blank boxes. Each employee should either have ALL FOUR fields filled out, or NONE of the fields filled out.
For example, if someone had an error on their last name, you still fill in Unique Record ID, First Name, Last Name, and SSN, not just Last Name. The 'Original' information that had the errors goes in the fields, and the new corrected info should already be updated in Employee - Single View.
Example
Generate
Click Generate to download the file, and then submit it to the AIR production website.