BIR introduces Form No. 2305 Data Entry and Validation Module

Posted on September 18, 2015 by | 133 Comments

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

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. 😉

133 Responses to "BIR introduces Form No. 2305 Data Entry and Validation Module"

  2. Eleonor · Edit

    Good day po! Ask ko lang po if pano po ba ang gagawin kong walang laman ang naextract na file for validation ko? Nakapag input naman po ako at succesfull naman ang
    data entries ko.

    Reply
  3. Richard Layugan · Edit

    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!

    Reply
  4. Mary Ann Madelo · Edit

    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…

    Reply
  8. Faehmer Yaco Guilao · Edit

    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,

    Reply
  10. tarsier botanika · Edit

    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?

    Reply
  12. Madona · Edit

    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

    Reply
  14. Jan Macarandan · Edit

    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

    Reply
      1. Faehmer Yaco Guilao · Edit

        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.

      2. Noelyn · Edit

        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

  15. aa · Edit

    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.

    Reply
  16. Rg · Edit

    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.

    Reply
  18. tamtam dacquel · Edit

    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

    Reply
    1. Landon Ganza · Edit

      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********

      Reply
      1. Faehmer Yaco Guilao · Edit

        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).

  19. aiko · Edit

    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 🙂

    Reply
  20. Annabel Pama · Edit

    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?

    Reply
      2. Landon Ganza · Edit

        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.

    1. Landon Ganza · Edit

      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.

      Reply
  37. Pearly Paren · Edit

    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.

    Reply
      1. svp · Edit

        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

  39. Agnes Lago · Edit

    Good Day!

    Tanong ko lang po, kasi may problema sa pag generate ng reports sa Lists of Employees. Ano po ba yung iinsert na Start Date? at End Start?

    – Kapag nag insert po kasi ng Start Date (Effective Date) like 02/19/ 2016 at sa End Date (Effectivitiy of Date Exemption) 02/19/2016 , tinatawag ung ibang sakop ng date sa alpha1 pero meron din po na hindi naisasama na katulad ng date

    – kapag nag insert naman ng Start Date (Effective Date) like 09/15/2003 na birthdate ng youngest child, End Date (Effectivitiy of Date Exemption) 09/15/2013 hindi po nag aappear sa alpha 1.

    Paano po ba ito?

    Hope you will response to my question. Thank you.

    Reply
  44. Tintin De Guzman · Edit

    Hi Ms. Marj,

    Try this one.

    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

    Reply
  45. Marj Ynion · Edit

    Hi po. I have the same concern as with others na hindi ko po ma.save yung new user that I am trying to create with the Data Entry Module. I downloaded the updated version from the BIR website as MS Access database file. Does it have something to do with my version of Windows since Windows 8.1 po yung gamit ko dito sa office? Or do I need to download additional programs to run the file correctly? Please help. I would appreciate any answer from you guys, Thanks

    Reply
    1. Landon Ganza · Edit

      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.

      Reply
  46. Rose Faith Embajador · Edit

    Good morning Sir, I just have a concern regarding qualified dependents, kasi I have a Senior Citizen mom, who is living and depending on me for her everyday needs, and she's not gainfully employed, I wanted to declare her as my dependent however with the new BIR Forms, I don't see the options fitted for her, I would like to clarify why I can't claim her as my dependent considering I'm now the head of the family.

    Reply
  50. Dolly Seledio · Edit

    Kyutoryu Ashura Ichibugin HA! tanong ko lang po sayo bakit iyong effective date ay iyong birthday s anak ng taxpayer ano po ba ang connect nun sa taxpayer hindi ko po kasi alam,? kasi akala ko iyong effective exemption iyon date kung kailan mo g.dedction iyong taxpayer..

    tanong ko lang? paki example? thankyou sa information..

    Reply
  51. Dolly Seledio · Edit

    Philippine Accounting Updates good day!

    Regarding dun sa Data Entry Module ng 2305, mag add po kasi ako ng new data then mag save na ako pero invalid yung Effective date & Effectivity date of exemption. Pano po yun? Ano dapat ilagay dun? hindi ko po talaga ma save. Thanks!

    Reply
  52. Dolly Seledio · Edit

    Philippine Accounting Updates good day!

    Regarding dun sa Data Entry Module ng 2305, mag add po kasi ako ng new data then mag save na ako pero invalid yung Effective date & Effectivity date of exemption. Pano po yun? Ano dapat ilagay dun? hindi ko po talaga ma save. Thanks!

    Reply
  56. Sanny Boy Ramos · Edit

    question lang po, pano po ung mga new employees? for example po new teachers..sa deped po kasi ako nagwowork at sakin po nakaassign tong sa 2305..para lang po to sa may mga 2305 na maguupdate o kasama na din ung mga bago pa lang magfile ng 2305? thanks po 🙂

    Reply
  57. Rona L. Puerin · Edit

    Philippine Accounting Updates may i know the reason po kung bakit empty ang aking csv report, ginagawa ko po kasi report for 2015, ang nilagay ko sa starting date 01-01-2015 until 12-31-2016…. Is there-s something wrong kung bakit empty? meron nag auto configuration notepad file na export, what does it mean?, nirereview ko naman ang data entry module wala naman po nakalagay na ganun?, please help me po, please…

    Reply
  63. Leorey Gaudan Tompong · Edit

    bakit open source ang system nah ito?..when when i save the data..cannot save, then mag debug.. i'll try to edit the source ma edit ko eh.. i'll try to move all the box in the design.. bakit ma edit lang?.. magkanu vah bili nyu sa system??.. may source pa..parang dummy lng eh..im first yr student lng ang gumawa nito..

    Reply
  64. Lea Ethan Troy · Edit

    Sir pano kung naipanganak ko ung additional exemption ko nung october 2015. pero sabi ng employer ko hindi pa dw maca count un na additional exemption kasi pag last quarter daw po the following year na ma acknowledge ung additional and pinagpa file din nya ako ng form 2305 sa RDO ipa receive ko daw po bigyan ko na lang sila ng copy. Wen po ba talaga deadline?

    Reply
  70. Linkiy Gajunia · Edit

    and pagka enter or tab ko after fill-up nong sa mga blanko lalabas pa din po yong microsoft visual basic application tapos ni-o-okay ko lang po yong nakalagay na "this command will stop the debugger" and back to data entry module then save pero hindi naman po nagiging capslk yong letter na ni-encode ko. anyway pinagpatuloy ko pa din po same procedure hangang pagdating don sa TIN ang nakalagay is TIN can not be empty. Invalid contact number pero may naencode naman akong TIN Number ng employer.

    please help,
    thank you

    Reply
  71. Linkiy Gajunia · Edit

    Rizalyn David Pajarillo hi po, same problem here. pagka-encode ko nong details na required may lumalabas na microsoft visual basic application – [running] – [form_FRM_ADD_LOGIN (Code]and may mababasang nakalagay is compile error and can't find project or library.

    please help naman po kung anong dapat gawin.
    thank you in advance. 🙂

    Reply
    1. Grizel C · Edit

      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.

      Reply
  78. Christian Jay Bejer · Edit

    pano po ivavalidate yung UEE Data Entry Module. Tapos pano po iconvert into CSV or gumawa ng Monthly CSV Report. Tapos ko na po kasi ilagay sa UEE yung Updates ng lahat ng Employees… Pag binuksan ko po kasi yung Validation Module Application, naghahanap sya ng CSV file..

    pls rep.. tnx for help..

    Reply
    1. JOHN · Edit

      if the excel file format is correct try at the end of the scenario is .csv ,then save just like this ,together with correct file name with this character at both ends “filename ” the save

      Reply
  87. Ryuuzaki De Guzman · Edit

    ask ko lang po. kaka transfer ko lang po ng RDO45 to RDo50 then nagpunta po ako sa BIR sa Makati tapos sabi natransfer na daw. sabi po sa akin mag fill up daw po ako ng form 2305 tapos bigay ko daw po kay employer. so ang ginawa ko po kumuha ako ng form then umalis. need ko pa ba ibalik sa kanila yung form? thanks po

    Reply
  90. Anjille Agapay · Edit

    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?

    Reply
  94. Oliveros ZLe · Edit

    HI:) SAKOP B RMC59-2015 YUNG MY EXISTING NUMBER NA EMPLOYEES? PAANO AT SAN PWEDE MA VERIFY NUMBER NUN KNG HND NA PWEDE SA bir offices? DIBA NEWLY GENERATED LNG SA ONLINE ANG NABIBIGYAN TIN NUMBER? THANKS

    Reply

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