KEES will only allow a person to be listed as a claimed dependent on one active tax record at a time. If a worker attempts to add a person as a dependent to a tax record when they are already listed on another person’s tax record, the following message will display:
“Error! Dependent Name – One or more of the Dependent Names is already claimed on a Tax Record for this year.”
When a worker receives this error they needs to update the tax records on the other case in order to create a tax record for the individual that is being determined now.
Locate the original tax record (typically on another case number) that the person is listed on.
End Date the original tax record by using day before the Begin Date of the new record you need to create.
Example: You need to start the new tax record effective 8/01/2015. You would End Date the original tax record effective 7/31/2015.
Add a new tax record to that case, that exactly matches the tax record you just end-dated, but without the tax dependent in question. Use the day after the End Date as your Start Date).
Example: Start Date should be 8/01/2015.
Add a Journal entry regarding the action taken.
Navigate back to the first case number (if it was different) and create the new Tax record (in this example, 8/01/2015 would be the Begin Date).
A Journal entry is required to explain the tax filing situation on this case as well.