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How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

 
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Best answer 10-19-2018

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Moderator

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hi zconst2,

Yes, you can use the payroll deduction setup for any employee medical insurance like Aflac. Let me show you how to it:

  1. Go to Employees and select the name of the employee.
  2. Click on the Edit icon for Pay.
  3. Click on the Add a new deduction link.
  4. Select New deduction/contribution.
  5. Select Health Insurance.
  6. Select Medical for Type.
  7. Enter the name of the provider (Aflac).
  8. Enter the amount to be deducted every pay period and Annual Maximum (optional).
  9. Choose either Taxable insurance premium or Pre-tax insurance premium.
  10. Click on OK.

QuickBooks Online will automatically create a liability account for this medical insurance. You can review the account setup by going to Payroll Settings, and then Accounting under Preferences

When you're about to pay this medical premium, you can go ahead and create a Check. Just select the liability account for this medical insurance. You may also create a journal entry to debit the funds from the liability account to any clearing account you've created. 

If you have more payroll questions, I'd be glad to help. Just post them here. 

View solution in original post

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Highlighted
Moderator

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hi zconst2,

Yes, you can use the payroll deduction setup for any employee medical insurance like Aflac. Let me show you how to it:

  1. Go to Employees and select the name of the employee.
  2. Click on the Edit icon for Pay.
  3. Click on the Add a new deduction link.
  4. Select New deduction/contribution.
  5. Select Health Insurance.
  6. Select Medical for Type.
  7. Enter the name of the provider (Aflac).
  8. Enter the amount to be deducted every pay period and Annual Maximum (optional).
  9. Choose either Taxable insurance premium or Pre-tax insurance premium.
  10. Click on OK.

QuickBooks Online will automatically create a liability account for this medical insurance. You can review the account setup by going to Payroll Settings, and then Accounting under Preferences

When you're about to pay this medical premium, you can go ahead and create a Check. Just select the liability account for this medical insurance. You may also create a journal entry to debit the funds from the liability account to any clearing account you've created. 

If you have more payroll questions, I'd be glad to help. Just post them here. 

View solution in original post

Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hi, how would I do this with QuickBooks Pro 2016?
Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

How can I set this up for the same thing but 100% company paid? We pay the Aflac premiums for a few positions in our company but not all of them.  I was hoping there's a way for the deductions on the company paid premiums to be automatically calculated in the payroll liability along with the Employee paid deductions.
Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

How do I reimburse an employee for them paying their own medical coverage and i want to show it on their pay stub.  
Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

I have just been writing checks  to Aflac and not debiting them to a liability account. The checks are posted to my wages-Aflac account. How do I create a journal entry to correct this?

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Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Thank you for this info.  I am kind of in the same situation, but the CPA wants to make sure only st and fed w/h gets taxed , not medicare and SS.  Is that even possible?

Highlighted
QuickBooks Team

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hello everyone, you all have great questions and I will be happy to answer all of them.

 

I will tag each of you with the answer to your individual questions to help avoid any confusion.

 

@GarlynGay provided some great steps for setting up a deduction and contribution in QuickBooks Online. 

 

@office5. You would use the same steps provided, but instead of setting up a deduction you would set up the company contribution section. This will allow you to track how much is being paid for them, while not actually paying it to them. 

 

@lmj11611. To add a deduction in QuickBooks Desktop, check out this article.

 

@Brandy23. To create a Journal entry, please follow the steps in this article.

 

@dianem1. You can add the reimbursement pay type by following the steps here.

 

@MAWIL. The system automatically will apply the applicable taxes. If you'd like to let me know which payroll product you are using I will be happy to provide the best way to get this working the way your CPA prefers.

 

If anyone has any further questions, please don't hesitate to reach out! I want to make sure everyone is able to get this set up the way they need to. 

Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

 
Highlighted
Level 3

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Why is Aflac not showing up on the W2?

Highlighted
Moderator

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hello Vitan,

 

How did you set up the AFLAC contribution? Was it set up as Pre-tax Health Insurance or Taxable Health Insurance? 

 

For pre-tax deduction, it will decrease the amounts in boxes 1, 3, and 5. On the other hand, taxable deduction does not show up on the W-2 form. That's the reason why you can't see the AFLAC contribution from your employees and employers.

 

This article provides descriptions of the supported pay types and deductions in QuickBooks Online Payroll: Supported Pay Types and Deductions.

 

Let us know if you have any questions. Thank you! 

Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

I am having problems setting up Alfac in desktop for employees who want both pre and post tax options.  I don't see the dropdown box on employee setup that gives those options. In payroll setup, company, I can choose either/or. you give me specific instructions for desktop please. Thanks Jane

Highlighted
Anonymous
Not applicable

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hi there, janesabindavis.

 

You’ll need to setup a payroll item and add it on the employee’s profile or paycheck. Also, you’ll need to select the correct tax tracking type when creating the item so they appear on the forms correctly. If you’re not sure which tax tracking type to select, I’d recommend getting in touch to Alfac. 


For further information about setting up payroll items, please refer to this article: https://community.intuit.com/articles/1762839


Drop by again if you have other concerns with QuickBooks. 
 

Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

This only works if you are using the Quickbooks payroll. 

 

How do you set up these accounts if you are using a 3rd party payroll service or even manual payroll.

Highlighted
QuickBooks Team

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Let me help you with this, @ondemandoffice.

 

You can set up an expense and liability accounts for your payroll expenses and liabilities.

 

Let me show you how:

  1. From the left menu, select Accounting, then Chart of Accounts.
  2. Click New.
  3. Select an Account type and Detail type.
  4. Enter a Name that describes the account.
  5. Click Save and Close.

Then, use a journal entry to record the paychecks processed by the third-party payroll service. Feel free to read through this article for your guidance: Record payroll transactions manually

 

Let me know if there's anything else you need and I'd be glad to help.

Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

There is no taxable insurance premium category on my list in Quick Books.

Highlighted
Content Leader

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hey there, Rufus7.

 

Thanks for following up on this thread. I want to make sure you're able to get this deduction set up for your employees.

 

I followed the steps provided above by my colleague GarlynGay, and was able to see the Taxable Insurance Premium option. This option is found by:

 

1. Hovering over the Workers tab, then selecting Employees.

2. Choose the employee you'd like to add the deduction for.

3. Click +Add deductions in section number 5.

4. Select the drop-down menu for Deduction/contribution (the bottom drop-down menu).

5. Choose New deduction/contribution.

6. Select Health Insurance from the next menu that appears.

7. Choose Medical Insurance as the Type.

8. Scroll to the bottom of the page, and click Taxable insurance premium.

 

Please let me know if you're able to locate this option after giving these steps a try. I'll be here to help.

Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

The AFLAC deduction summary that I download has partial dollar amounts listed as pre-tax deductions and partial dollar amounts listed as post-tax deductions.  Should I create 2 separate payroll deductions to track each type of AFLAC deduction?

Highlighted
Moderator

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hello there, @lmg6215.

 

Yes, you can create two payroll items to track each type of AFLAC deduction. QuickBooks uses payroll items to track individual amounts on a paycheck and accumulate year-to-date wage and tax amounts for each employee. This too will ensure that your forms are correct. 

 

You may refer to the steps provided by my colleague GarlynGay to set up the payroll items. Also, slightly alter the display name when adding the second deduction item for easy tracking.

 

I've attached some articles you can use as a reference about how to add, edit, and delete a deduction item, as well as a list of articles about running payroll in QuickBooks Online: 

Should you need further assistance with adding the customer or anything else, please let me know. Cheering you to continued success.

 

Highlighted
Level 1

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

When I set up my AFLAC accounts I went through the payroll item list.  I thought I set it up correctly, but my end of the year accounting reports are not correct.  Our employees pay 100% and on my P&L shows that I have the total amount I paid for the year as my AFLAC expense.  Shouldn't my AFLAC expense be 0. 

Highlighted
QuickBooks Team

How do you set up Aflac as an employee deduction? (100% employee pd, after tax) Can I use other payroll deductions? Would COA be Payroll Liabilities & Payroll Clearing?

Hi there, @kkcornett

 

Welcome to the Community. Allow me to step in in the thread. We can double-check the setting of your payroll account you've set up for  AFLAC. You may refer to the steps provided by my colleague GarlynGay to check the set up of the payroll items. 

 

However, if all still fail. I recommend contacting our Customer Support Team, as they have the tools to pull up your account in a secure environment and to check the Setup and Payment. 

 

Here's how: 

 

  1. Sign in to your QuickBooks Online company.
  2. Go to Help (?).
  3. Select Contact Us.
  4. Enter your concern, then select Let's talk.
  5. Choose a way to connect with us. Start a chat or Get a call back

  

 

 

 

 

 

 

 

 

 

 

 

Please take note that it may take a few minutes to connect with our agents as we are receiving a high volume of calls and messages. You can check also the available hours when contacting our support.  

 

If there's anything else I can do for you, please let me know. I want to make sure everything is taken care of for you. Have a great day!

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