I wrote about about the reporting of health insurance for more than 2% shareholders last November and provided an excerpt from my book on the subject, but for 2013, this issue is even more crucial because of several tax changes. As a more than 2% S Corporation shareholder, your total health and dental insurance premiums for the year need to reimbursed (if not paid directly) by the corporation and included on your W-2. If this is not done correctly, you are technically not allowed to claim the self-employed health insurance deduction on your individual tax return, and instead you have to claim the deduction on Schedule A. This treatment has never been desirable because of limitations on Schedule A, but for 2013 the limitations have been increased. First, the medical expenses floor has increased to 10% (up from 7.5%), which means you only get a deduction for the amount of expenses that exceed 10% of your adjusted gross income. Secondly, the itemized deduction phase-out (Pease limitation) is back for 2013 for higher income taxpayers, so even if your medical expenses exceed the 10% floor, you could encounter further limitation. Overall, the difference between a self-employed health insurance deduction and a very limited deduction on Schedule A can translate to thousands of dollars in taxes for a shareholder, and all because of a minor reporting error.
Here is what you need to do before year-end:
- Calculate total health and dental insurance premiums for the year for each >2% shareholder (including premiums that will be paid before year-end).
- Make sure the premiums have been paid or reimbursed by the S Corporation.
- If amounts were deducted from a >2% shareholder’s wages for a portion of their health or dental insurance, contact your CPA or tax preparer, as adjustments will need to be made. These deductions should not have been made, so immediate modifications will need to be made to your payroll processing.
- Contact your payroll processor to have the total 2013 health/dental insurance amount added to your W-2 BEFORE the last pay date in the calendar year. Also, have them coordinate with your CPA or tax preparer to make sure it is reported correctly.
- If you self-prepare payroll through QuickBooks, I recommend this resource for recording the insurance amount properly.
I strongly recommend putting this at the top of your to-do list for December, as it can be very costly to amend W-2s and federal and state payroll tax filings after their due dates.
If you are in the Portland metro area and need assistance with this issue, you can reach me at firstname.lastname@example.org or 503.244.8844.