NOTE: This article applies to errors identified in your IRS Error Report. 

For all other 1095-related corrections, see How do I make corrections to a 1095-C Form?


If you receive a Name/SSN Mismatch error on your IRS Error Report...


To identify the error, ACA Track recommends that you:

  1. Check your records (HR/Benefits, Payroll data) to verify that all names and SSNs were entered correctly.
  2. Contact the employee to validate their Name and SSN Combination (as well as those for any Covered Individuals).


When reviewing your information, make sure to check these common issues:

  • The First 4 Characters of the LAST NAME – When the IRS compares the name on the 1095-C to the name they have on file, they only look at the first 4 alpha or numeric characters.
  • Hyphens (-) or Spaces – These are the ONLY special characters the IRS allows within a name. Note: These characters cannot be at the beginning of the name.
  • Short Names are Fine – The IRS is fine with names that have less than 4 characters (such as “Ash”), and they will skip any blank spaces at the end of the name.
  • Joint Filers with Different Last Names – For joint filers, the IRS associates both SSNs with the last name of the primary tax payee. This means if an employee and their dependent filing jointly, but have different last names, you may receive an error for the dependent (because the IRS is expecting their name to match the employee’s). 
    • To resolve this: Resubmit the data for the employee and dependent, using the employee’s last name for both. Note: When updating information for a dependent, you must also re-upload the information for the employee and all other dependents for that employee. 
  • Last Name Changes – If an employee or dependent changed their name in the past year (for example, because of a marriage), make sure they have contacted the SSA to report the change and requested a new Social Security Card.



Correcting an Error

  1. For Employees: Update their SSN in the Manage Employees module. For full instructions, see Editing Employee Information. This step must be completed for each affected employee BEFORE re-uploading any data.
  2. Make the appropriate changes in your Employee Datasheet.
  3. Re-upload the employee/dependent data for JUST those individuals with errors. If the error is with a dependent’s information, you must also re-upload the data for the employee they are enrolled under.
  4. Recomplete the 1095-C process and submit Corrective 1095 forms for those employees.
  5. Return to the IRS Submission tab and submit a corrective 1094 batch.


FOR DEPENDENTS ONLY: If you are unable to identify an error (or can’t confirm it with the employee), delete the SSNs for the Dependent and enter the applicable date of birth (DOB) in the appropriate field. Note: DOB cannot be used for the employee listed on Form 1095-C.



What if You Can’t Fix the Errors or Find No Errors?

You may be unable to resolve an issue if it is not possible to contact a specific employee or covered individual to validate their information. It is also possible that you have taken all required steps and believe that your data is accurate. In these cases, make sure to document your process thoroughly to avoid potential fines and penalties. 


The IRS has outlined the following steps for obtaining SSN/DOB information:

  • Request the Employee and Covered Individuals’ Social Security numbers (or other TINs) at the individual’s first enrollment.
  • If you do not receive the SSN, make the second request at a reasonable time thereafter.
  • If SSNs are still not provided, make a third request by December 31 of the year following the initial request. Note: You are not required to solicit an SSN from an individual whose coverage is terminated.


While ACA TRACK cannot provide you with legal advice concerning your compliance, we will be happy to answer questions surrounding the corrected submission process.


For more information about correcting SSN/Name errors and your requirements, see the IRS publication: Reasonable Cause Regulations and Requirements for Missing and Incorrect Name/TINs.


See Also:


IRS Error Report Corrections