W-2 Box 12 Code DD: QuickBooks Payroll Items are not populating correctly

I want to make sure this is taken care of, NumbersNC. 

Our payroll support team will be your number one resource correcting payroll information. They can pull up your account in a secure environment and can further assist you with your W-2 concerns.

Here's how to reach out to them:

1. Click on this link: https://help.quickbooks.intuit.com/en_US/contact.
2. Choose your QuickBooks product.
3. Select which edition of QuickBooks Desktop you're using.
4. Enter "code DD in box 12" in the What's your question? box.
5. Click on Continue.
6. Choose on either to Chat with us or Have us call you options.

Here are articles related to W-2 form in QuickBooks:

• W2 form boxes explained
• Get answers to your W-2 questions
• Report employer health insurance on W-2s

Please let me know if you have any other questions. I'll be right here to help.

I called support and was told this problem (QB not reporting Box 12 DD amounts correctly when compared with Payroll Summary) would be fixed with the JAN 13 2022 update. It was not.

Hi H Szrom,

Good day, and thank you for joining in on the thread. I'm happy to share about setting up health contributions to be reported in Box 12 of the W-2 form.

A contribution will be reported in Box 12 with code DD if you select the correct type of tax tracking for it. Let’s take a look at your item and make that change. Then, you can pull up your W-2 form afterward to see the result. However, if the agent you spoke to or chatted with mentioned a specific issue on your company file, please feel free to contact them again to make a follow-up for I'm unable to check your account from here for security reasons.

To check or change the tax tracking type of an item:

1. Go to the Lists menu and choose Payroll Item List.
2. Double-click the health insurance item in concern.
3. Click Next until you reach the Tax tracking type section.
4. Choose the right tax tracking type from the drop list. As you choose a type, you will see a short explanation about it including details of how they are reflected in the W-2 form.
   

On the other hand, you can check out these articles for your additional reference:

• Get answers to your W-2 questions
• Report employer health insurance on W-2s

If you have other questions about your form, please don't hesitate to go back to this thread. We'll be happy to assist you again. Take care and have a good one!

"Health Coverage Cost" is not an option when setting up Tax Tracking Types for employee health care deductions. This is only an option when setting up employer premiums. This is an issue that needs to be rectified as soon as possible to ensure our W-2s correctly reflect the full value of employee and employer payments for health care premiums. I really don't want to have to manually update the values in 12 dd for all employees!

I get your point, katiehttp.

I understand that it is much easier if the Health Coverage Cost is an option when setting up health care deductions. This will save you time and prevent mistakes caused by manually adjusting the information in box 12 for all employees.

Yes, you're correct in that you are permitted to use this tax type when setting employer premiums. We value ideas from our valued customers at Intuit, and our Product Development Team is always open to any suggestions for future improvement. I recommend sending your product request because they may consider it for future updates.

Here's how:

1. Go to the Help menu, then Send Feedback Online.
2. Choose Product Suggestion.
3. Enter your request.
4. Once done, click Send Feedback.

In the meanwhile, you can continue to manually update the information on box 12 DD of the W-2 Forms to reflect the complete amount of employee and employer contributions.

For future reference, I've included the following article to help you file a W-2 form in QuickBooks Desktop: File your W-2 forms.

If you have further questions about the W-2 form, I'm only a post away. Have a nice day ahead.

Was this resolved?

Was this ever resolved by Quickbooks Desktop payroll?

if not, how do we enter them manually in Box 12 with Code DD.

Was this ever fixed?
How do we manually populate medical premiums in Box 12 Code DD if the mapping wasn't done correctly during set up? We are trying to make sure our W-2s for 2023 properly report medical in Box 12 Code DD but as of now, that box is blank. 

Hello there, @beckibrack.

I am here to provide some steps on how you can manually update the information on box 12 DD of the W-2 forms in QuickBooks Desktop Payroll.

You can do this by creating a backup file first and then changing the tax tracking type. Let me walk you through the process.

Here's how to change the tax tracking type:

1. Go to the Lists menu and choose Payroll Item List.
2. Double-click the health insurance item in concern.
3. Click Next until you reach the Tax tracking type section.
4. Choose the right tax tracking type from the drop list. As you choose a type, you will see a short explanation about it including details of how they are reflected in the W-2 form.

Moreover, I'm adding this helpful article for your additional reference: Year-end checklist for QuickBooks Desktop Payroll.

Come back to this post if you have other concerns about manually updating the information on your W-2 forms in QBDT.

Two clarifying questions though:

1. Can I choose that tax tracking type for both the contribution AND the deduction? The original problem was that that the tax tracking type wasn't available on Deductions.

2. If I update the tax tracking type in the Payroll Item, is that all I have to do to get the change to take effect for all employees with that item? Or do I have to go into EACH employee record and update it in there too?

Thanks for coming back and sharing some clarifying questions about this matter, @beckibrack. Let me guide you on how to populate the medical premiums and deductions in Box 12 Code DD.

You can select the tax tracking type for both contributions and deductions. However, if you're facing an issue with deductions, you'll need to resolve it by creating a new deduction payroll item with the correct tax tracking type. After this, update the employee's payroll. 

Next, to determine the YTD (year-to-date) amount of the incorrect payroll item for each employee, you can run a payroll summary report of the current calendar year. Once you have the YTD amount, you can correct the class item in the employee's paychecks. You can refer to Step 3 of the article to know how to correct them.

Once done, you can check the Box 12 Code DD in the W-2 Forms.

Additionally, you can submit your W-2 Forms to the Federal and state agencies electronically with QuickBooks. 

You can also print the forms if you want to send a paper copy to your employees.

You're always welcome to get back in the thread for other questions and concerns about managing your contributions and deductions in the W-2 Forms. Our team is available and ready to assist you. Have a great day and stay safe!

Hi @JuliaMikkaelaQ, I appreciate that information. However, I do not think you are answering my exact first question.

The original problem was that that the tax tracking type wasn't available on Deductions.

You told me to change the deduction type to taxable. It's a pre-tax health care benefit. If I change the type to taxable, is it going to assess FICA taxes BEFORE it takes the deduction out of their wages? That would be incorrect. 

I appreciate you for getting back to us, beckibrack.

I agree with you. The moment you change the tax tracking type, the reporting will be incorrect. To reflect the code DD on box 12 on the W2 form, you'll have to create a payroll item and select Health Coverage Cost as the Tax Tracking Type. 

Here's how:

1. From the Lists menu, select Payroll Item List.
2. Click the drop-down arrow beside Payroll Item, then select New.
3. Select Custom Setup under Select setup method.
4. Click New.
5. On the Payroll item type page, select Company Contribution. Click Next.
6. Enter the item name under Name used in paychecks and payroll reports. Select Next.
7. Select the agency for company-paid liability, then click Next.
8. Select Health Coverage Cost under Tax Tracking Type.
9. Click Next, then Finish.

Afterward, create a payroll and add the item created under Other Payroll Items. The payroll item will now automatically reflect on box 12 in the W2 Form with the DD code.

If you don't have the payroll item set up previously, you may need to create a liability adjustment and then select the item created.

Furthermore, you can check this article on how you can file W2 forms: File your W2 forms.

You can always post in the forum if you have other tax-related concerns.

right click when previewing the actual W-2's and a menu will appear, down at the bottom should be the option to 'override'

This issue has not been corrected with respect to the employee portion of the health care costs. Unfortunately, our requests for programming have been ignored for years now.

Has anybody figured out how to fix this? I have assisted payroll/Desktop. I cant even find a way to manual edit their W2's. 

They are pushing everyone onto online and discontinuing the desktop platform, soIi doubt they will fix it.  You can update the W-2 manually.  When you pull them up, you can move through them one by one and should be able to click on and type in data, OR right click and hit 'override' and then update it.  You must do this before you file them, of course.

Allow me to address your concern about editing your W-2 form manually in QuickBooks Desktop (QBDT), @ASMI1234.

Since you're using QBDT Payroll Assisted, I recommend reaching out to our customer support team. This way, they can guide you in editing your employees' W-2 forms in the program.

Here's how:

1. Go to the Help menu and click QuickBooks Help.
2. Select Contact Us.
3. Provide a brief description of your concern, and click Continue.
4. Log in to your Intuit account, select Continue, then Continue with my account.
5. Enter the single-use code you received in your email and hit Continue.
6. Choose between Chat with us or Have us call you.

For further guidance on reporting employer health insurance, please refer to this article: Report employer health insurance on W-2s.

Additionally, you'll want to print your W-2s in QBDT for your recordkeeping or if you wish to send them to your employees.

Keep in touch if you have other questions about editing W-2 forms in QBDT Payroll. You can always reach out back to us, and we'll be around to reply anytime. Stay safe, and have a good one.