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BobNS
November 19, 2025
Question

S-Corp Owners Health Insurance Premium Reimbursement and Book Balancing

  • November 19, 2025
  • 1 reply
  • 21 views

Trying to do payroll for a member of the s-corp. We re-imburse them for their health insurance premiums (they pay directly, so we just re-imburse). So it looks like I need to do an expense similar to the answer:
https://quickbooks.intuit.com/learn-support/en-us/employees-and-payroll/re-how-to-reimburse-s-corp-health-insurance-premiums/01/1446166/highlight/true#M128900

But I first started doing it how it's mentioned in the first response first, i.e. adding S-Corp Owner Health Insurance to their paychecks under "Other Pay". But this doesn't send them any money, and also took out taxes.  Is there any easy way to rectify the couple of checks that have the S-Corp Owner Health Insurance? Can I just put in a credit balance to counter them out somewhere, and then send it as an expense so it actually goes to their bank account? What would be the easiest/most straightforward way to fix this? 

Thanks! 

1 reply

Tori B
Tori BQuickBooks Team
QuickBooks Team
November 19, 2025

Hey there, @BobNS.

 

How are you doing today? I hope all is well. 

 

Before we begin, please know you should always consult with your accounting professional before making any changes to your account. Your accountant can advise the best way to handle the reimbursement based on your business needs. If you don't have an accountant, don't sweat it. You can find one here in our Resource Center. 

 

You can create a reimbursement item, then add it to the employee paycheck. 

 

Here's how to create the item:

 

  1. Choose your employee.
  2. From Pay types, select Start or Edit.
  3. Scroll to the Additional pay types section and click on Reimbursement.
  4. If a reimbursement pay type already exists, you can add another one:
    • Tap the dropdown in the Common pay types section.
    • Hit + Another Reimbursement type.
  5. Enter a default amount or leave it blank to enter the amount when running payroll.
  6. Rename the pay type by selecting Edit next to Reimbursement.
  7. Click on Save.

 

To run payroll with the reimbursement amount:

 

  1. When you create a paycheck, find the Reimbursement field you set up.
  2. Enter the amount for the reimbursement.
  3. The paycheck total will include the reimbursement amount.

 

That should do the trick. For more information about this process, check out Reimburse your employee.

 

Here are a couple of other resources that you may find handy:

 

 

If you have any additional questions or concerns, please don't hesitate to let me know. Have a good one! 

B
BobNSAuthor
November 19, 2025

Ok, so sounds like there's no easy way to offset the s-corp premium from previous checks without just voiding the paychecks? If I void all the direct deposits, can I create new paychecks that would have the employee pay, but not actually send them money, since they already have it? (i.e. if I say "create checks" instead of direct deposit, will it count as them depositing the checks if they never actually deposit the check since they wouldn't have/need one?

Thank you!

I
Irene RQuickBooks Team
QuickBooks Team
November 19, 2025

Hi there, BobNS.

 

When you void paychecks, QuickBooks creates a negative adjustment to offset the original amount. You can also run create regular paycheck without actually sending money for recording purposes.

 

However, since this transaction is a direct deposit and your employee has already received the payment, I recommend contacting our QuickBooks Payroll Live Support for assistance. They have tools to access your account and payroll corrections.

 

Here's how to reach them:

 

  1. Click the Help (?) icon located at the upper right corner of your QBO account.
  2. In the Assistant tab, enter Talk to an expert.
  3. Follow the prompts to connect via chat or request a callback. You can also use the Search tab to enter your question, then select Contact Us to reach our support team.

 

To ensure you contact them at your convenience, kindly visit this article for their support hours: Get help with QuickBooks products and services.

 

This discussion remains open for any further related questions.

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