Per the Affordable Care Act, all employer and employee healthcare contributions must be listed on the W-2 in Box 12 with code DD.
In order for us to include healthcare contributions in your Forms W-2, we recommend entering all employer contributions in OnPay by Friday, December 29th, to avoid missing the deadline of Sunday, December 31st.
After Sunday, December 31st, entering or adjusting contributions can only be done by emailing us at email@example.com with detailed amounts.
Note: Reporting these amounts to OnPay after Sunday, December 31st could cause a delay in processing of your W-2s, which can, in turn, result in penalties and interest from both the IRS and the state. OnPay is not responsible for any fees incurred by missing this deadline.
What we'll cover
- Get your healthcare contributions total
- Get your current year's deductions
- Correct any inaccurate contributions
- Removing an override
- Our Tax Accuracy Guarantee
Get your healthcare contributions total
Contact your Health Insurance provider and request a document listing the total employee and employer contributions to healthcare for the current year. Even if the year is not over, the provider will be able to provide this information.
Get your current year's deductions
From your dashboard, click Workers, then Year End Adjustments.
Choose "All" for Employee Status, “2023” for Year, and “Sec 125” for the Override drop-down.
Correct any inaccurate contributions
If any employee contributions are not accurate
Email us at firstname.lastname@example.org, and we'll help you get this corrected.
If any employer contributions are not accurate
Click on the incorrect amount in the "Employer Contribution" column to edit. Enter the correct amount in the field that appears, and click Save.
Keep in mind, the number you enter will totally override all employer contributions for the year.
Removing an override
once an override has been applied, if you need to change the amount or just remove it altogether, you can undo this correction by clicking Revert.
When prompted, click OK to remove the adjusted amount. Once the amount has been removed, you're able to enter a new amount at any time.
Our Tax Accuracy Guarantee
Bottom line: We take the accuracy of our payroll tax calculations very seriously — and our accuracy guarantee ensures we’ll always have your back.
However, because we file on your behalf using information provided by you, it's important that you provide and input accurate information about your company, its employees, and the states and districts in which they live and your business operates, including all IDs and tax rates. Our Tax Accuracy Guarantee picks up where you leave off by covering all our calculations, and the filings and payments we base on them.
In rare circumstances, OnPay may need additional information from you, or may request you take action in order for us to file and pay your taxes. If such information is requested by us, but never provided by you, any affected tax filings and payments will not be covered by our Tax Accuracy Guarantee.