BIR introduces Form No. 2305 Data Entry and Validation Module

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Update of exemption status is a common scenario in a regular workplace especially for those that employ numerous employees. This happens due to some major decisions employees are making in their lives like getting married, having a child or the like. Of course, they have to update their exemption status to avail of the additional tax exemption. In most cases, employees are the ones processing the update of their exemption status.

With the issuance of Revenue Memorandum Circular (RMC) No. 59-2015, filing of Bureau of Internal Revenue (BIR) Form No. 2305 (Certificate of Update of Exemption and of Employers and Employees Information) is now a responsibility of the employer.

RMC No. 59-2015 was issued to circularize the availability of:

  • Update of Exemption of Employees (UEE) (BIR Form No. 2305) Data Entry Module
  • 2305 Batch File Validation Module

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The above modules shall be used for the following:

  • Updating of employee’s additional exemption for dependents
  • Change of status
  • Execution of the “Waiver to Claim the Additional Exemption” by the husband or revocation of one previously issued

What are UEE Data Entry Module and 2305 Batch File Validation Module?

UEE Data Entry Module is a data entry module where the employer inputs all the registration updates of exemption of its employees one by one with validation before sending electronically to the BIR.

2305 Batch File Validation Module is a  validation module of BIR Form 2305 for the CSV file generated by the employer using own extract program.

Simply put, data will be encoded using the UEE Data Entry Module and will be validated using the 2305 Batch File Validation Module.

Filing of 2305 and Submission of Report and Supporting Documents

BIR Form No. 2305

  • BIR Form No. 2305 shall be filed electronically by the employer using any of the following format:
    • Option 1 – Microsoft Excel CSV format;
    • Option 2- Taxpayer’s own extract program; or
    • Option 3 – BIR’s UEE Data Entry Module
  • Use of Option 1 and 2 requires validation using the 2305 Batch File Validation Module
  • Employees can no longer visit and submit BIR Form No. 2305 to RDOs and LTDs
  • Download the modules at http://www.bir.gov.ph/index.php/downloadables.html

Submission of Reports

  • Generate the CSV file using any options available above and transmit via e-mail to BIRFORM_2305@bir.gov.ph
  • Reports with error or invalid file are considered as non-filing
  • Following are the steps to submit the reports:
    • Download the modules (data entry and validation)
    • Receive and validate the documentary requirements from employees
    • Update employees exemption using the UEE Data Entry Module
    • Generate the monthly CSV Report
    • Attach to email the generated CSV file located at C:\BIRF2305 (file name format – 999999999_99999_mmddyyyy_2305_username.csv)
    • Send to BIRFORM_2305@bir.gov.ph – Subject: TIN_Branch_mmddyyyy_2305 (e.g. 123456789_000_07312015_2305
    • Receive e-mail confirmation (Annex C)

Submission of Supporting Documents

  • Employee shall submit the accomplished BIR Form 2305 together with the required documents to employer
  • Employer validates the completeness of documents
  • Submit the following every 10th of following month to the RDO or LTDs:
    • Accomplished BIR Form 2305 signed by both employer and employee with attachments
    • System-generated email notifcation
    • Printed Monthly Alphalist of Employees and Information Update (Alpha_1) report

Venue of Submission

  • Non-large Taxpayer Employers – RDO having jurisdiction over the place of office of the employer
  • Large Taxpayer-Employers – Large Taxpayers Assistance Division (LTAD), Excise Large Taxpayers Regulatory Division (ELTRD), Large Taxpayers Division (LTD-Makati/Cebu)

Just like any other initiatives of the BIR the main objectives are to make the process more efficient and make the data capture more effective. This means additional work for the employer-taxpayer but may is more convenient on the part of the employee who only needs to submit the required documents to the employer and the latter will do the legwork.

In case you need a step-by-step guidance to navigate into the modules, download the job aid file using the link below.

Let us know what you think about this update. 😉


Disclaimer: Opinions expressed in this article are that of the author and information provided are for general conceptual guidance for public information and are not substitute for expert advice. Contact support@philcpa.org for more information and if you want to avail professional services. Find us on Facebook!



Orlando Calundan is a CPA who has exposures in FS audit of entities in various industries such as real estate, food/restaurants, manufacturing, service organizations and BPOs, automotive, holding/investment companies and more. He also has exposure on internal audit engagements.

    • Melody Grace Katigbak

      hi po. ask ko lang po why wala po laman yung na-generate ko thru csv.. thanks po

  • Anjille Agapay

    We already downloaded the updated version of your system but we still cannot save the new user data. Is there any possible option for us to resolve this problem?

    • Grizel C

      I can’t save the updated file. The effectivity date and Date of Exemption is always in red. Just a few days before i was able to update one of my employees. Now I’m updating 2 more and the effectivity and exemption date is always in red color preventing to save it.

    • Melody Grace Katigbak

      Hi Ate.. Did you know na po why 0 bytes/ walang laman pag nag gegenerate po tayo? Same case here po kasi. Salamat po

      • marj

        same problem here pls add ur comment if u know why and hows the right step…tnx

    • Landon Ganza

      You need to click enable content. Iclose niyo muna ung lalabas na form. You will see a yellow line sa taas na may Enable Content. Click niyo. The program should restart and allow you to input data.

    • svp

      Ms Tintin
      Salamat po! sa wakas magagamit ko na uee.

  • Pearly Paren

    Hello sir upon opening this is the pop up message
    Your Microsoft Access database contains a missing broken reference to the file “2” version 1.0
    I still able to proceed but I typed the correct format of tin”000-000-000″ Still when saving the Tin* became in red mark and pop up message is Tin can not be empty.

    Private Sub txtTIN_AfterUpdate()
    Me.txtTIN1 = Me.txtTIN
    Me.txtTIN = Format(Me.txtTIN, “000-000-000”)
    End Sub
    Please give me guidance on this. Several attempts I did to make this add user successful but turns to failure.
    Your help is much appreciated.

    • May-Anne P. Blance

      same problem po..please add your comment if the problem were fixed and how? thanks

    • Margaret

      ano po ba solution dito? same error here? pls reply asap

      • svp

        eto po steps binigay ni ms tintin de guzman bka di nyo rin nakita sa dami ng comments, kanina ko lang din nkita kht khapon ko pa hinanap
        Open your downloaded 2305 UEE Data Entry Module then click the following:
        ALT + F11
        Tools
        References
        List of Available references (7)
        Uncheck “PDFShellServer 1.0Type Library”
        click “okay”
        re-open program

  • Gen

    Can we ask what do you mean by effectivity date of exemption?Asap.
    thanks

  • theresa

    tanong ko po pano po gumawa ng alphalist?
    yun nalang kc ang kulang para ma submit na sa BIR. thanks po

  • NIKKI SO

    Same problem, cant save data user information. Please Help. I use tab but it wont change to all caps

    • Landon Ganza

      You need to click enable content. Iclose niyo muna ung lalabas na form. You will see a yellow line sa taas na may Enable Content. Click niyo. The program should restart and allow you to input data.

  • Jay M. Hernandez

    Sadya po bang matagal i-process ang 2305,,nagpalit lang po kasi ako ng employer…

    • tamtam dacquel

      same concern po

    • Never po sya nagkaroon ng TIN? Baka meron po dati, di naman po nagbabago yan. Icheck nyo po muna.

  • ERNEST LATA

    AYAW PO MAGSAVE NG INFO KO FOR NEW USER EMPLOYER NAMAN DI NAMAN NAGPOP UP KUNG ANO MALI SA MGA NALAGAY KO

    • Landon Ganza

      You have to click enable content before you make a new user account.

      • anjie

        saan naman po makikita yang “enable content” kung wala din naman pong lumalabas na ganyan

        • Landon Ganza

          Pag inopem niyo po ung Access Database File, mag oopen po ung LogIn form. Close niyo muna kasi natatakpan sa likod ng form ung Enable Content na nasa highlighted upper part ng Office Ribbon.

  • Annabel Pama

    good day sir! need pa po ba i-encode lahat ng employees kahit wala namang changes? at need po ba magsubmit every 10th of the month kung wala naman update?

  • aiko

    pano po kung first time ko magwork tas update ko ung status ko into single kc naka letter Z sya ngaun.. employer po ba ang magaasikso nun? kng hnd po pde bng birth certificate from civil registry lng ang ibgay ko instead of nso? thanks in advance 🙂

  • tamtam dacquel

    Good day po..
    ano po gagawin sa 3 validation errors sa pag create ng new user..
    — TIN should consist of 9 digits (000-538-892-000 yan poh gingamit nmin)
    — Branch Code should consists of 5 digits (Pano po malalaman ang branch code? La Union Area po)
    —invalid contact number ( ex., 607-**** yan po inenter ko

    Hoping for your response..Thanks

    • Landon Ganza

      Tanggalin niyo po ung First 3 Digits ng TIN. Branch code, I have kasi isang main branch, they let me use 00000 as the code, then 00001 for another branch. I don’t know if it should be the same jan sa la union.

      Contact number (area code)(number) = 06********

      • Faehmer Yaco Guilao

        if you’re inputing individual just input the first 9 digit of your TIN (i.e: 123-456-789); you havve to put 00000 on the branch code since its individual, but if Non-Individual, supply the 9 digit to the TIN portion and the remaining digit should be supplied at branch code since, possible that it would be 0000, or (i.e: 00200).

  • tere

    Good Day! can i ask about in Generating Reports,what date i suppose to enter?Asap Thanks

  • Rg

    Hello sir Orlando Calundan may concern po ako ..pag katapos ko kasing mag generate reports yong excel file ko is walang laman ..anon po ba nangyari? may mali po ba sa pag file ko? HOpe to read your response asap.. thank you sir.

  • aa

    Napakadaming error ng program na yan. practicum yata na IT ang pinagawa nila sa napakasimpleng program na yan, dami pang error. Basta kasi may CS, sige hire sila. hindi na batayan ang CS na yan pra masabing effective ka at excellent sa field mo.

    • Richard Layugan

      O nga!

  • Jan Macarandan

    Hello Sir Orlando Calundan CPA, ask ko po about sa pag enter ng TIN no once mggagawa ka ng bagong user. lage po kasing sinasabi skin na TIN cannot be Empty eh gnito po Format ang tinatype ko po. 000-000-000 (9 digits po) Help po sir. Need ko lng po magupdate po. maraming salamat

    • Jonard Ortega Deniega

      wag nyo po lagyan ng dash..

      • Faehmer Yaco Guilao

        if you’re inputing individual just input the first 9 digit of your TIN (i.e: 123-456-789); you havve to put 00000 on the branch code since its individual, but if Non-Individual, supply the 9 digit to the TIN portion and the remaining digit should be supplied at branch code since, possible that it would be 0000, or (i.e: 00200).
        my problem is that “invalid input for effectivity date.” and “invalid input effectivity date of exemption”. i did try all the possible thing. gawing pareho iyong relatioship start dat and effective date and “effectivity date of exemption” as -today-, but still the the above mention (the 2 error) pop ups.

        • Noelyn

          if you are trying to add additional dependent try to use the birthdate of the youngest as the effectivity date… i encountered the same problem the very first time i use the program

  • anjie

    i can’t log in..please tell me what to do…

  • Madona

    Diko talaga to makuha…anyone here who can help me? Part time job – I’ll pay for you, ma update lang po at malaman ko lang hands on kung paano to nagagawa? please contact me at 09391618550

    • Charlemagne B. Belamia

      asan location nyo mam?

  • Les

    Hello! pano ako makapag log-in sa ibang computer?

  • tarsier botanika

    We have been trying log in the data entry that we downloaded, but we got into a pop-up message. And we cannot log in anymore. Is there any problem with this program from BIR? And what choices do we have if we cannot update our employees on the program?

  • Kathleen San Dacer

    Please help. I just asked a friend to get me a tin id but i dont have any 2305 0r 1905 forms.

  • Faehmer Yaco Guilao

    Hello ate/kuya/sir/ma’am, patulong po kung what to do exactly,
    my problem is that “invalid input for effectivity date.” and “invalid input effectivity date of exemption”. i did try all the possible thing. gawing pareho iyong relatioship start date and effective date and “effectivity date of exemption” as -today-, but still the the above mention (the 2 error) pop ups. ginawa ko po iyong ibang suggestions na check iyong calendar settings of computer kaso wla parin po. slamat po ng marami,

  • chemarie

    hello po. im just confused of what type of file im going to validate in this module. government employee po ako. thanks.

    • chemarie

      do i have to fill up the form 2305 soft copy? i only have the hard copy. what can i do

  • nicollette ofren

    paano po mag add ng user, nagiinput po kasi ako ng data then hindi sya nasasave, di ko po mabuksan yung file

  • Hanna

    Tama na naman input ko na TIN ex(002-568-454) branch code is0000

    same pa rin ang issue. “TIN CANNOT BE EMPTY”

    Pano ba e resolve to.

  • Mary Ann Madelo

    gud pm sir..pano po esolve invalid effective date and invalid effectivity of exemption…i tried several times sa pag change ng date but still error parin ang ang mag papop up…pls help me po…

  • Richard Layugan

    Same problem here with the version 2. Row #1 – Email Address cannot be empty, Relationship Start Date Length is invalid, Relationship Start Date is invalid.
    In Version 1, Row 0000000001 No detail record found in file. Please help!

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