Hi Sue, when payments come off the employee's check, it goes into a benefits payable gl account. If you are balancing this account you should be able to see what is left over is the amounts that she owes. This will also help to see any errors that may take place after every check run. When you make a benefit payments to your benefits company it will offset these amounts as well. So for every benefit payment you made, it should show the employees portion going against it.

How and where do I enter and balance the amount that was paid on her behalf, since it was already paid I cant use the "bank" account

You shouldn't have to. The amount paid on her behalf should be sitting in the benefit payable GL account from the payment you made to the benefit company and the difference to a zero balance should be that employees amount owing. When you take the payments off of her payroll, they should also go into this benefit payable Account and it will lower the amount outstanding in that account.

Hi Sue - you shouldn't have to. When you made the payment to the Benefit Company it would of debited the Benefit Payable Account. When you take off the amounts owing from the employee in payroll it will credit the Benefits Payable account and reduce the amount outstanding/owing. It is important to balance this account after every payroll run to ensure that the payment and the deductions from employees zero itself out. The difference in this account should be what she owes.

I am quite new to this, and the farthest thing from a book keeper, so bear with me...lol
The issue is, when we paid the insurance we pay for all the employees together. It goes into a health insurance category, not a benefits payable account. The employees are combined with the owners, which dont have a "paycheck" per say. The company covers part of the health insurance and the employess pay the other part. So there is no amount originally entered in the benefit payable for it to come off of. I probably do this all wrong. maybe there is no way to add this, except to watch the amount coming off until it adds up to what she owes :(

So when the employee portion comes off of their wages where does it post it to? What GL?

It is posted to a liability account called Insurance premium recall.

okay what is your GL Number? If it starts with a 4 then that is a liability payable account so would work the same.

Marj

In a typical set of Sage 50 Canadian books, 2000-2999 are liabilities and 4000-4999 are revenue. This can be changed but I don't see any information on that in this thread.

oh lordy, you are so correct. Not thinking this morning obviously. 4's are revenues and 2's are liabilities. Trying to do too many things at once. Thanks for the correction Richard.

# is 2121

as an example, suppose you have 3 employees paying 10$ each for the benefit
but only 2 got a paycheck, the account would have a 20$ credit balance
now you pay the benefit company 30$, leaving a debit balance of 10$

this happens for 12 months, so assuming a monthly pay cycle, this would leave a debit balance of 120$

now on the returning employee's first paycheck back, instead of deducting 10$, deduct 20$
pay the benefit company the usual 30$, leaving a debit balance of 110$

repeat 11 more times