A new validation for National Insurance (NI) Numbers was introduced into ACE on 25th May 2015. This has been introduced to prevent the increasing number of duplicate NI Numbers appearing on the system. If an apprentice has been entered onto ACE previously, the forename, surname and NI Number fields for any new records will need to match the existing record exactly. If you enter an apprentice and the NI Number matches another record in a different name you will see the following error message.
The quickest way to resolve any NI Number errors is to check your own ACE account to see if you have entered the apprentice’s name differently in the past. To search your account you can type the NI Number into the ‘identifiers’ field on the advanced search tab on ACE. To make sure you are searching for all ACE records related to that Certification Body please remember to set the ‘Status’ field to ‘Any’. If this does not solve your issue then the System Support Team are on hand to help via the helpdesk. It could be that another training provider has entered the apprentice’s details in a different format for a previous apprenticeship which the System Support Team can help you to resolve.
If we find any major discrepancies between NI Numbers we may ask you to provide evidence of your apprentice’s NI Number or change of name documentation before you can register them on ACE. Examples of acceptable name change evidence can be found on page 4 of the ACE Checklist. Examples of acceptable evidence for NI Numbers is as follows:
- P45 or P60
- Letter from HM Revenue and customs confirming your National Insurance Number or regarding tax or tax credit.
- Bank statement showing payments by direct debit for class-2 National Insurance contributions, or benefits payment received showing your NINo on the statement, for example, Incapacity Benefit or State Pension.
- Payslips, salary statement or works pension statement (as long as it shows your NINo)
- Letter that the Pension Service or Jobcentre Plus has sent to you (not handwritten)
- NINo Card (not handwritten)
- Marriage certificate or Deed Poll (name change)
If you have any further questions in the meantime please do not hesitate to contact the ACE Support Team.
