How do I edit an employee W2 to include employee health insurance? Need to add the box 12DD but QB won't let me do it?

I'm glad to assist you in reporting health insurance on your W-2s, @tandtoz.

Our payroll services don't automatically report employer-sponsored health insurance on W-2s. Depending on your payroll service, you can contact us to add it or take additional steps while filing your W-2s.

If you have automatic tax payments and filings turned on, you can add your health insurance amounts from December 4, 2023, through January 1, 2024. However, if you have automatic tax payments and filings turned off, you can add your health insurance amounts starting December 2 until you file them with the government.

To add the health insurance amounts, you can follow these steps:

1. Go to Taxes, then Payroll Taxes.
2. From there, select Filings and choose Resources.
3. Click on W-2s and select Edit Box 12/13 on W-2 Copies B, C, & 2 (employee).
4. Enter the dollar amount for each employee:
   • Use Box 12DD for the coverage you provide your employees.
   • Use Box 12FF for reimbursements you give your employees.
5. Hit Submit.

For reference, feel free to visit this article: Report employer health insurance on W-2s.

In case you need guidance correcting your W-2 or W-3, you can check out this article: Fix an incorrect W-2 and W-3.

Please leave a reply if you have other concerns regarding your W-2s. The Community is always available to back you up.

Thank you for your response. When I follow the steps given, I do not get an option to edit Box 12/13. Actually when I click on the employee it is grayed out and there are no edit options??

Good to see you back, tandtoz.

I'm here to provide you with additional information on adding employee health insurance to the W-2 form. 

If you have automatic tax payments and filings turned on, you can only add health insurance amounts from December 4, 2023, to January 1, 2024. This means that you won't be able to add them after that date. 

If you have automatic tax payments and filings turned off, I suggest contacting our Payroll Support Team. They can assist you in adding employee health insurance by accessing your account in a secure environment and performing a screen-sharing session. 

To reach them, click the ? Help button at the top-right corner of your QBO account and select Contact Us to talk with a live agent. Ensure to review their support hours to know when agents are available.

For future reference, here's a great resource to help you close out your current year and prepare for the new year in QuickBooks with your accountant: Year-end checklist for QuickBooks Online Payroll.

If you need further assistance or have any other questions about the W-2 form, please let me know. I'm always here to help!

this amount should be automatically added.  The amount is auto deducted through the software, where do I find the employee amount to manually enter?  If this is required it shouldn't be something an employer had to manually add to a w2.  I am not able to find how to edit through the instructions given.  

I understand how hard it must be for you, @rachelleclif.

I truly appreciate you taking the time to express your concerns about being unable to find the edit option in QuickBooks Online (QBO). For now, it is best to contact our Payroll support to further check what's causing this by accessing your account in a secure environment and determine possible solutions to your concern by manually entering the amount for the employee.

Here's how:

1. Go to Help.
2. Select the Search tab, then choose Contact Us.
3. Type in your issue or concern in the field.
4. Hit Continue.
5. Click the Chat or Callback option.

You can contact us from Mondays to Fridays, 6 AM to 6 PM PT, and Saturdays, 6 AM to 3 PM PT.

For more detailed steps, please refer to this article: QuickBooks Online Support.

I'll also add this article to help you close out your current year and prepare for the new year in QuickBooks with your accountant: Year-end checklist for QuickBooks Online Payroll. 

Please feel free to drop a comment below, if you have any other concerns about W2 or other QuickBooks Payroll-related concerns. I will answer them in any possible way.

I would like to know how to do this in desktop, please.  

@SDavis52  When you first set up the employee health insurance payroll items in Desktop, there is a step wherein you can choose the Tax Tracking Type. This will cause it to show up in the right place on the appropriate reports, including W-2s.

Which Tax Tracking Type you choose depends, of course, on exactly what kind of health insurance you're dealing with.