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Malibu5
Level 3

reimbursment employee

Normally i do reimbursements via pay roll, however if we have recently reimbursed our employee direct from bank 1st then it comes over on the bank feeds

Which is the best way to enter this into quickbooks

Solved
Best answer February 21, 2022

Best Answers
IntuitSheila
Level 7

reimbursment employee

Hi Malibu5,

 

If you've turned on payroll in QuickBooks Online and added employees on the list, when you create an expense transaction you should be able to see the employee's name from the drop-down list. There's no need to add the employee as suppliers at the same time.

 

Thanks for getting back to us. Have a nice day!

View solution in original post

10 Comments 10
IntuitAika
Intuit

reimbursment employee

Hi Malibu5,

 

You can enter employee reimbursement via expense and match it to your bank feed. Let me show you how. 

 

  1. Click on the + New button and select Expense.
  2. Select the Payee drop-down menu and find the name of your employee.
  3. Select the Category drop-down menu, then select a liability account or you can add a new account. 
  4. Enter the other information like the Amount, Billable or Customer.
  5. Select Save and close.

Once done, you can go to Banking page and click on Find match on the bank feed to match it to the expense transaction created. 

 

For more detailed information, you can check on these articles: 

 

Reimburse an employee

Categorise and match online bank transactions in QuickBooks Online

 

Let me know if you need further assistance with recording an employee reimbursement. Have a great day! 

Malibu5
Level 3

reimbursment employee

Thank you for your reply

 

So say employee pays for tools at supplier how would you show this against the reimbursement 

IntuitSheila
Level 7

reimbursment employee

Thanks for getting back to us, Malibu5!

 

The step provided by Aika is one way you can record an employee reimbursement in QuickBooks Online. If the expense reimbursement is showing in the For Review tab, and you did not record any manual transactions in QuickBooks Online you can categorize and add the bank feed as an Expense and allocate it to the expense reimbursement category you're using.

 

If you wanted to add the expense reimbursement under the pay run, select the Actions button and click Add expense on the unfinalised pay run. Here's how:

  1. Click on the Employees tab.
  2. Click on New pay run.
  3. Fill out the pay schedule, pay date, and etc.
  4. Click the employee name, and click on the Actions button.
  5. Click on Add expense.
  6. Select the expense reimbursement category, and enter the amount.
  7. Click on Save.

Then, an expense line item will be added to the pay run.

 

Feel free to reply to this thread if you still need more help with QuickBooks Online. We're here to help you.

Malibu5
Level 3

reimbursment employee

In this particular situation the reimbursement was paid to employee via bank.

 

So it will come over in the bank feeds I just need to know the correct way to enter the transaction as an expense and allocate to the correct chart of accounts.

IntuitSheila
Level 7

reimbursment employee

Hi Malibu5,

 

You can simply create an expense transaction through the + New option or simply add the bank feed by categorising it as expense transaction type, and then allocate it to an expense reimbursement category. If you haven't created an expense reimbursement category, you can add one through your Chart of accounts.

 

To record an expense:

  1. Click on the + New button.
  2. Click on Expense.
  3. Select the payee/employee name, payment account, and date.
  4. Under Category details, choose the expense reimbursement category or any expense account you want to post the reimbursement.
  5. Enter the Amount and GST.
  6. Click on Save or Save and Close.

As mentioned by Aika you can then match the transaction in the For review tab to the bank feed downloaded from your bank to QuickBooks Online.

 

And here's how you can add a new account in your Chart of accounts.

 

  1. Click on the Accounting tab.
  2. Click on the Chart of accounts.
  3. Click on New.
  4. Under Account type, choose Expense.
  5. Under Detail type, choose the nearest category that fits the reimbursement.
  6. Under Name field, you can enter the account name like Employee Reimbursement or reimbursement.
  7. Click on Save.

Then, when you create the expense or categorise the bank feed you can allocate it to the reimbursement category. For a more detailed information about how to record an employee reimbursement, please check these articles:

 

Stay in touch if you need more help with QuickBooks Online. Have a great rest of the day!

Malibu5
Level 3

reimbursment employee

Ok great 


Do you have to add employees as suppliers at all .

 

 

IntuitSheila
Level 7

reimbursment employee

Hi Malibu5,

 

If you've turned on payroll in QuickBooks Online and added employees on the list, when you create an expense transaction you should be able to see the employee's name from the drop-down list. There's no need to add the employee as suppliers at the same time.

 

Thanks for getting back to us. Have a nice day!

Malibu5
Level 3

reimbursment employee

Thankyou all sorted now

djurcinovska1
Level 2

reimbursment employee

How do you do them Via Payroll? that's what I'm trying to figure out.

IntuitAika
Intuit

reimbursment employee

Hi djurcinovska1,

 

Thanks for joining the thread. You can refer on the steps provided by my colleague, Sheila if you would like to add employee reimbursement on a pay run. 

 

Here's how:

 

  1. Click on the Employees tab.
  2. Click on New pay run.
  3. Fill out the pay schedule, pay date, and etc.
  4. Click the employee name, and click on the Actions button.
  5. Click on Add expense.
  6. Select the expense reimbursement category, and enter the amount.
  7. Click on Save.

 

Feel free to leave a comment below if you need further assistance. Have a great day!