Per the Affordable Care Act, all employer and employee healthcare contributions must be listed on the W-2 in Box 12 with code DD.
Like all other year-end change requests, you must enter any employer contributions to healthcare by December 31st. Reporting these amounts to OnPay after December 31st could cause a delay in processing of your W-2s and/or penalties and interest from the IRS and or State. To report these after December 31st, the employer will need to email the amounts to firstname.lastname@example.org.
Here’s how to review and list these contributions:
- 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.
- To view the current year's deductions, log in to OnPay and click Workers > Year End Adjustments.
- Choose "All" for Employee Status, “2019” for Year, and “Sec 125” for the Override drop-down.
If any employee contributions are not accurate then you will need to contact OnPay so we can help get this corrected.
If the employer contribution is not accurate, you can put in an override. While in the Year End Adjustments menu, double click on the incorrect number in the Employer Contribution column, enter the correct amount in the box that appears, and click the blue “Save” button. Keep in mind, the number you enter will totally override all employer contributions for the year.