How To Fix HRBENUS_ACA023 - The covered individual &1 for employee &2 has duplicated SSN

SAP Error Message - Details

• Message type: E = Error

• Message class: HRBENUS_ACA - Affordable Care Act System Messages

• Message number: 023

• Message text: The covered individual &1 for employee &2 has duplicated SSN

Self-Explanatory Message

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Smart SAP Assistant

• What is the cause and solution for SAP error message HRBENUS_ACA023 - The covered individual &1 for employee &2 has duplicated SSN ?

  The SAP error message HRBENUS_ACA023 indicates that there is a duplicate Social Security Number (SSN) for a covered individual associated with a specific employee in the context of the Affordable Care Act (ACA) reporting. This error typically arises during the generation of ACA-related reports, such as the 1095-C forms, which require accurate SSN information for each covered individual.
  Cause:
  
  
  Duplicate SSN Entry: The most common cause of this error is that the same SSN has been entered for multiple covered individuals under the same employee record. This can happen if:
  
  There are multiple dependents or covered individuals with the same SSN (e.g., twins or siblings).
  Data entry errors where the same SSN is mistakenly assigned to different individuals.
  Incorrect data migration or import processes that lead to duplication.
  
  
  
  Data Integrity Issues: There may be issues with the integrity of the data in the HR system, leading to inconsistencies in how SSNs are recorded.
  
  
  Solution:
  
  
  Review Employee Records: Check the employee record for the individual associated with the error. Look for all covered individuals and their SSNs.
  
  Identify any duplicates and determine which entries are correct.
  Correct any erroneous entries by updating the SSN for the affected covered individuals.
  
  
  
  Data Cleanup: If there are multiple records with the same SSN, you may need to consolidate or correct these records to ensure that each covered individual has a unique SSN.
  
  
  Validation Checks: Implement validation checks in your data entry processes to prevent duplicate SSNs from being entered in the future.
  
  
  Consult Documentation: Refer to SAP documentation or your organization's HR policies regarding ACA reporting to ensure compliance and correct data handling.
  
  
  Testing: After making corrections, re-run the ACA reporting process to ensure that the error has been resolved.
  
  
  Related Information:
  
  ACA Reporting Requirements: Understanding the requirements for ACA reporting is crucial. Each covered individual must have a unique SSN to ensure accurate reporting to the IRS.
  SAP HR Module: Familiarize yourself with the SAP HR module, particularly the components related to benefits and ACA reporting.
  Data Governance: Establish data governance practices to maintain the integrity of employee data, including regular audits and checks for duplicates.
  
  If the issue persists after following these steps, it may be beneficial to consult with your SAP support team or a technical expert who can provide further assistance in diagnosing and resolving the issue.