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Report employer health insurance on W-2s

SOLVEDby QuickBooks260Updated February 28, 2024

Learn how to report health insurance you offer or reimburse to your employees on their W-2s.

Our payroll services don’t automatically report employer-sponsored health insurance on W-2s. Depending on your payroll service, you may need to call us to have it added, or take extra steps when filing your W-2s.

When you're required to report health insurance on your W-2s

  • 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

Select your payroll service below to get started.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

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.

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.

  1. Select Taxes, then select Payroll Taxes.
  2. Select Filings.
  3. Select 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 coverage you provide your employees.
    • Use Box 12FF for reimbursements you give your employees.
  7. Select Submit.

Step 1: Create a company contribution payroll item

  1. Select List, then Payroll Item list.
  2. Select New Payroll Item.
  3. Select Custom Setup, then select Next.
  4. Select Company Contribution, then select Next.
  5. Name the payroll item. For example, "Reportable Health Coverage Cost". Then select Next.
  6. Select the Liability account drop-down, and select Add new.
  7. Select Other Expense and create a new account name (for example, "Reportable Health Coverage"). Select Save & Close.
  8. Select the Expense account drop-down and select the account you just created. Select Next.
    Note: making the liability and expense accounts the same allows you to track your health care costs without impacting your financial reports. Select Yes on the warning.
  9. Select the tax tracking type drop-down, then select Health Coverage Cost.
  10. Select Next three times, then select Finish.

Step 2: Report the amount on a paycheck before the end of the year

Add the healthcare company contribution to your employees' paychecks and run a payroll before the end of the year.

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