If you’re running a small business, healthcare costs are a hot topic. Setting up a Health Spending Account (HSA) for small business owners in Canada is a great way to provide tax-efficient healthcare benefits to employees or yourself as a business owner.
It’s not just about saving money; it’s about providing your team with valuable health benefits that keep them happy and healthy. So, how do you get started? Let’s break it down step by step.
Understand What are HSAs?
HSAs are self-insured health plans arranged by employers for their employees residing in Canada. An HSA is a Private Health Services Plan (PHSP) that allows businesses to reimburse employees (including the owner) for medical and dental expenses on a tax-free basis Contributions to HSAs can be made on a pre-tax basis, meaning that they won’t count towards taxable income, too. The business can deduct the cost of these reimbursements as a business expense.
This can include everything from prescription medications and dental services to mental health support. By offering an HSA, you’re not just complying with health regulations; you're creating a culture of care within your business.
Determine Eligibility
- Corporation Owners: If you own a corporation, you can set up an HSA for yourself and your employees.
- Sole Proprietors: Sole proprietors can set up an HSA but typically need to have at least one arm’s-length employee. There are certain restrictions on how much sole proprietors can claim.
- Family Members: You can set up an HSA for family members if they are employed by the business and meet the criteria.
- Employee Eligibility: Employees eligible to participate in an HSA are usually those who are employed full-time and have a valid employment contract with the business. Part-time employees may also be eligible, depending on the employer's HSA policy.
Eligible Expenses
Make sure the expenses are eligible under CRA guidelines. Common expenses include:
- Prescription drugs
- Dental care
- Vision care
- Paramedical services (e.g., physiotherapy, chiropractic)
What HSAs are Acceptable
Incorporated businesses, including shareholder-employees and all other corporate employees, are eligible to participate in an HSA. Corporations with as few as one employee can be eligible as well.
In the case of unincorporated businesses or sole proprietors, the owner and their employees are also eligible if the owner has at least one arm's-length employee.
What HSAs are Not Acceptable?
Some insurance agents/brokers and financial planners are marketing HSAs to businesses operating as sole proprietorships that have no arm's-length employees. Participants are told that they will be onside with meeting the rules for Private Health Services Plans if they purchase additional types of insurance.
If the business is a sole proprietorship with no arm’s-length employees, the CRA does not consider an HSA to be a private health services plan and any costs incurred for amounts paid to this account are not deductible business expenses.
Sign a Legal HSA Agreement
Whether you’re using a third-party provider or self-administering the HSA, you’ll need a formal written agreement specifying the terms of the plan, who is eligible, and the spending limits.
Setting Up Your Health Spending Account
Starting an HSA might sound complicated, but it’s quite straightforward. Here’s how to set up your Health Spending Account:
1. Choose a Provider
Pick a reliable HSA provider that suits your business needs. There are several options available, and different providers offer various features. Look for one that provides easy administration, good customer service, and clear guidelines on eligible expenses.
2. Determine Your Budget
Once you’ve chosen a provider, think about how much money you want to allocate for each employee. This budget will depend on your business's financial situation and the number of employees. It’s like planning a road trip; you need to know how far you can go before you hit the gas.
3. Set Clear Guidelines
It’s essential to communicate the rules of the HSA clearly to your employees. Provide information on what expenses qualify, how to submit claims and any deadlines that exist. Clear guidelines will help prevent confusion and ensure everyone understands how to take full advantage of their benefits.
4. Inform Your Employees
After the HSA is set up, let your employees know about their new benefits. Host a meeting, send out emails, or create pamphlets explaining the HSA. Make it engaging and easy to understand. The more your team knows, the better they can utilize this resource.
Submit Claims for Reimbursement
- Employees (including yourself) submit receipts for eligible medical expenses.
- If using a third-party provider, the claims process is typically managed through an online platform.
- For self-administered HSAs, you need to maintain clear documentation and receipts for all claims.
Compliance with CRA Regulations and Reporting Requirements
The Canada Revenue Agency (CRA) is like the sheriffs in the Wild West – they don’t take kindly to rule breakers. To stay on the right side of the law, make sure your HSA complies with CRA regulations. This includes keeping detailed records, filing the necessary paperwork, and meeting reporting requirements to ensure smooth sailing for your HSA.
Tax Considerations
- For corporations, all contributions to an HSA are 100% tax-deductible as a business expense.
- For sole proprietors, contributions to an HSA can be deducted up to certain limits based on the number of employees and the nature of the business.
- Employees (or owners) do not pay income tax on the reimbursements they receive through an HSA, as they are considered non-taxable benefits.
Annual Reporting
- Keep detailed records of all reimbursements and contributions to ensure compliance with CRA rules.
- If you’re using a third-party provider, they will typically handle the reporting for you.
Review and Adjust Annually
At the end of each year, review the usage and adjust the spending limits or terms as needed based on your business's financial health and employee needs.
Benefits of Establishing a Health Spending Account for Small Businesses
Enhancing Employee Benefits Packages with Health Spending Accounts
By offering an HSA, small businesses can enhance their employee benefits packages without breaking the bank. HSAs provide employees with a valuable benefit that can help cover out-of-pocket medical expenses and improve overall job satisfaction.
Increased Flexibility and Control Over Healthcare Expenses
HSAs give small businesses greater control over their healthcare expenses. Employers can set annual contribution limits, determine eligible expenses, and adjust benefit levels as needed. This flexibility allows businesses to tailor their health benefits to meet the specific needs of their workforce.
Conclusion: Elevate Your Business with an HSA
Establishing a Health Spending Account might take some effort, but the rewards are worth it. By providing your employees with the opportunity to manage their health expenses, you’ll create a happier, healthier workplace. Remember, investing in your team is an investment in your business’s future. So go ahead, unlock the benefits of an HSA, and watch your employees thrive!
By implementing an HSA today, you’ll not only improve employee satisfaction but also set your business up for success in the long run. After all, healthy employees make for a happy, productive workplace!
What Can You Do?
The CRA encourages all Canadians to seek an independent second opinion from a reputable tax professional on important tax matters. These experts can provide guidance on structuring the HSA effectively.
Connect with Filing Taxes at 416-479-8532. Schedule an NTR engagement appointment with us and take the first step toward proper management of your finances.
Disclaimer: The information provided on this page is intended to provide general information. The information does not consider your personal situation and is not intended to be used without consultation from accounting and financial professionals. Salman Rundhawa and Filing Taxes will not be held liable for any problems that arise from the usage of the information provided on this page.