How to add to 2023 W2 Form Box 12 DD employer sponsored health insurance information

Let me share some information about adding employer health insurance on W-2s in QuickBooks Online (QBO), Faith-hope.

We appreciate you for contacting our Payroll Support Team about this one. Our payroll services don’t automatically report employer-sponsored health insurance on W-2s. You may need to call us to have it added or take extra steps when filing your W-2s (depending on your payroll service). When you're required to report health insurance on your W-2s, there are some things we need to consider:

• If you reimburse your employees for their healthcare and you have 50 or fewer employees, you may be required to report QSEHRA
• If you're in Vermont, you're required to report health insurance on the W-2s for all employees
• If you file 250 or more W-2s for the year

Then, we can add your health insurance amounts from December 4, 2023, through January 1, 2024, if you have automatic tax payments and filings turned on. If it is turned off, just add your health insurance amounts starting December 2 until you file them with the government. Here's how:

1. Click Taxes, then select Payroll Taxes.
2. Tap Filings.
3. Hit Resources.
4. Select W-2s.
5. From Employee W-2s, select Edit Box 12/13 on W-2 Copies B, C, & 2 (employee).
6. Enter the dollar amount for each employee: (Use Box 12DD for the coverage you provide your employees or use Box 12FF for reimbursements you give your employees).
7. Press Submit.

You can check these articles for more insights on how QuickBooks populates W2 and how supported pay types and deductions impact federal taxes and forms: W2 form boxes explained.

Please know the Community has your back. If you need further assistance when working with payroll forms in QuickBooks, click the Reply button and post a comment. I’ll jump right back in to help. Have a good one.

Hi,

If  January 1, 2024 has passed, can I turn off the automated tax and filing feature and then edit the W2? If so, after I edit box 12, can I turn on the automated tax and filing again without affecting other automated tax filing that were scheduled before I turn the automated feature off? Thanks for your reply.

I appreciate you for getting back to us, @Faith-hope. Allow me to point you in the right direction so you can get the assistance you need in reporting employer health insurance on W-2s in QuickBooks Online (QBO).

Currently, you're unable to turn Auto-Pay/File off since it has been temporarily disabled until February to prevent filing issues or mishaps. Once toggled, it will go into effect on the first of the following month. This allows our automated system to go through its processes with less concern for error.

That said, I recommend reaching out to our customer support team so they can add employer health insurance to your W-2 forms. To do that:

1. Go to the Help icon and choose the Search tab.
2. Select Contact Us.
3. Describe your concern and select Continue.
4. Choose between Chat with us and Have us call you.

Furthermore, I'm sharing this list of payroll reports that will be beneficial whenever you need an overview of employee wages, taxes, and contributions: Run payroll reports.

Feel free to swing by the Community anytime if you need additional assistance with W-2s in QBO. We're always around to provide support whenever you need it. Keep safe, and have a great rest of the day!