Skip to main content
M
MTO78
October 23, 2024
Question

Employee reimbursement

  • October 23, 2024
  • 1 reply
  • 0 views

When an employee submits an expense claim and I have reviewed it, I'm now asked to create an expense.  The problem I'm having is that for that expense it wants me to list a payment account.  I don't have a proper payment account because the employee paid for this and I'm reimbursing them.  Also, once I figure that part out is there a way for quickbooks payroll to see money owed to any employee from my expense claims/expenses and have that calculated and ready to pay or do I need to run a report and manually enter the amount in when I run payroll.  I'm trying to have very few places to mess things up and I thought this process would be more intuitive.

1 reply

R
RCV
October 23, 2024

We've got your back on how to handle employees who submit their expense claims in QuickBooks Online (QBO), MTO78.

 

Yes, you'll need to choose a payment account if you select Receipt as a Document Type when reviewing claims and expenses.  If you choose Bill as a Document Type, you only need to choose a category or account. See the screenshots for your reference:

 

 

To learn more about setting up your employees with an account for them to submit their expense claims, you can check out this article: Set up employee expense management in QuickBooks Online Advanced.

 

Then, we can run the Transaction Detail by Account report to see money owed to any employee from the expense claims/expenses. Here's how:

 

  1. Go to Reports and search for Transaction Detail by Account.
  2. Open the report and click Customize.
  3. In the General section, choose the Report period ▼ dropdown and the range of your transaction.
  4. In the Rows/Columns section, select the Group By ▼ dropdown and then Employee.
  5. In the Filter section, choose the Distribution Account ▼ dropdown. Then, select the reimbursement or liability account.
  6. Choose the Employee ▼ dropdown and select your employee's name. If you want the report to show what you owe all employees, leave this set to All.
  7. Press Run report.

 

Moreover, you can refer to this article on how to keep track of your payroll expenses in QuickBooks Online Payroll: Set up and track your payroll expenses by class.

 

If you require additional assistance with managing your employee's transactions or other payroll-related concerns, please do not hesitate to leave a comment. We are always available to lend a helping hand.

M
MTO78Author
October 23, 2024

Does this mean I would need a reimbursement payment account?  I have a liability account setup called reimbursement but I don't have a payment account since the payments are made by the employee with their personal card, otherwise why would they ask for reimbursement?

R
RCV
October 23, 2024

Thanks for coming back and clarifying some things about expense claims on your employees, MTO78.

 

Yes, you would need a reimbursement payment account. Therefore, you're correct that a liability account is appropriate for this purpose. Then, use the one you created as the payment account. Once done, reduce the liability when you record the actual reimbursement.

 

The reimbursement can either be a check or an expense transaction. Its payment account is your bank account and the category should be the liability account you've set up. However, we suggest consulting your accountant to properly record.

 

Feel free to add a comment if you have more questions about payroll. The Community always has your back. Have a good one!

Terms & ConditionsAccessibility statement