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imoody25
February 4, 2023
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Trip Log App Integration

  • February 4, 2023
  • 1 reply
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I am using the Trip Log app to track my employees' mileage.  I have uploaded my employee's mileage from Trip Log to Quickbooks online as an expense per the Trip Log instructions:  https://help.triplogmileage.com/en/articles/2587584-quickbooks-online-integration

 

What do I do next to reimburse my employee for their mileage?   

Best answer by Mark_R

If I take this approach, do I need to expense the reimbursement or will Quickbooks automatically do that?  


Welcome back, @imoody25.

 

Let me provide some clarification about setting up a reimbursement type for your employee.

 

Once you enter a recurring amount for the reimbursement, QuickBooks will automatically fill in the Reimbursement field upon creating the paycheck. Thus, you don't need to expense the reimbursement.

 

However, if you haven't entered a recurring amount, you'll need to manually enter the amount from the Reimbursement field when you create the paycheck.

 

You can check out this article to learn more about employee reimbursement: Reimburse an employee.

 

You may also want to run payroll reports in QuickBooks Online. This will help you view useful information about your business and employees.

 

Fill me in if you have other concerns or follow-up questions about this. I'll be around to provide further assistance.

1 reply

DivinaMercy_N
DivinaMercy_N
February 4, 2023

Hello there, @imoody25. I'm here to ensure you'll be able to reimburse employee mileage in QuickBooks Online (QBO).

 

I appreciate you sharing details about your concern. To help you with this, you have to set up a vendor profile for your employee as well as a special expense account to track the reimbursements. Follow along below to get this done right away.

 

Set up a vendor profile for your employee:

 

  1. Navigate to the Get paid & pay menu, select Vendors and click New vendor.
  2. Then, enter your employee's info.
  3. Next, give your employee's vendor accounts a unique name in the Display name as field. You can add "(Mileage)" to the end so you know which vendor profile to pick to track mileage.
  4. Once done, click Save.

 

After that, set up a mileage reimbursement account and item. 

 

When finished, create a bill to reimburse an employee. To do so, use the vendor profile, expense account, and mileage item you've created.

 

Then, you can now reimburse the employee:

 

  1. In your QBO account, select + New.
  2. Then, choose Pay bills.
  3. Next, select the Payment account and the employee to reimburse.
  4. When done, click Save.

 

For more details, please read this article: Reimburse employees' mileage and vehicle expenses in QuickBooks Online.

 

It's also easy to track all the mileage reimbursements you've entered in QBO. For detailed steps, check out this link: See all of your mileage reimbursements.

 

I'm always here ready to lend a hand if you need help in reimbursing employee mileage in QBO. Don't hesitate to post a reply below. Have a good day ahead and keep safe. 

I
imoody25Author
February 8, 2023

What if I want to reimburse them on their bi-weekly payroll/paycheck?  

A
AbegailS_
February 8, 2023

I've got you covered, @moody25.

 

We can add a payment type for reimbursement for your employee. Let me show you how. 

 

  1. Select the Payroll menu at the left panel.
  2. Choose the Employees section.
  3. Click the employee's name.
  4. Select edit (pencil) icon beside Pay.
  5. Go to the How much do you pay section. Then, select Add additional pay types link.
  6. Tap the + Another Reimbursement type.
  7. Enter the name of the reimbursement and the recurring amount in the box.
  8. Click Save.

 

To see additional details, you can click this article: Reimburse an employee.

 

Just in case you want to learn how to record business miles for one or more vehicles, you can check out this article: Automatically track mileage in QuickBooks Online.

 

Please let me know if you need clarification about this, or if there's anything else I can do for you. I'll be standing by for your response. Have a great day.

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