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Level 2

How to apply receivable from employee on their net pay for payroll?

Hi All,

We have QuickBooks Online Plus and Payroll Core. So, the company has receivable from employee amounting 1000 USD(sample only), how can I apply this in his payroll so his net pay would be 9,000 (10,000 based on the computation of the payroll less the 1,000 receivable).

And the other way around, what if an employee has expenses that needs to be reimbursed? How can I add that in this net pay? Obviously, I cannot add it on the gross salary since it would be taxable.

Thank you,

QuickBooks Team

How to apply receivable from employee on their net pay for payroll?

I'm here to help apply your company's receivable to your employee's net pay, @usermramirez.


We can set up voluntary deductions. This is the amount subtracted from an employee's net pay to cover the cost of things offered by the employer.


Here's how:

  1. Choose the Workers menu then select Employees.
  2. Select an employee from the list.
  3. Click Edit ✎ next to Pay.
  4. In section 5, select + Add a new deduction or + Add deductions.
  5. From the Deductions/contributions ▼ dropdown menu, select the existing deduction you want to assign for your employee.
  6. From the Amount per pay period ▼icon, choose $ amount or % of gross pay, and then enter the $ amount or percentage. 
  7. Click  OK, and then choose Done.

Once done setting up a voluntary deduction, you can apply this to your employee's paycheck.


For your second concern, you can set up a taxable payroll item. I also suggest to consult an accountant to guide you determine the proper type to use. 


I've also added this article that can guide you set up and start using your new Payroll for QuickBooks Online: Get started with Payroll.


Feel at ease to post back if you have additional questions with your payroll. I'd be glad to assist you as soon as I can. Keep safe always. 

Level 2

How to apply receivable from employee on their net pay for payroll?

The deductions is one time only for a specific cut off period. Is the instruction still applicable? 


Will this still continue on to the next cut off?

Level 2

How to apply receivable from employee on their net pay for payroll?

For my second concern, the reimbursement is not taxable on the employee's side. 


Sample of this is that I paid an hotel expense on behalf of the company. The company needs to reimbursement 300 USD on the next pay date but this is not part of the salary, this is just an expense I paid on behalf of the company. How do the company add the 300 USD on my next pay?



QuickBooks Team

How to apply receivable from employee on their net pay for payroll?

Yes, you can follow the instruction above on how to set up a voluntary deduction, usermramirez.


Just make sure to uncheck this pay type so it won't show up on the next payroll run. You can perform again the steps provided by Rubielyn_J to locate the deduction, and remove the item from there.


For your second concern, you can write a check to record the expense since you paid it on behalf of the company. Let me show you how:

  1. Click + New.
  2. Select Check or Expense.
  3. Choose the employee from the Payee ▼ drop-down.
  4. Choose a reimbursement account (should be a liability account) from the Category ▼ drop-down.
  5. Click Save or Save and close.

You can then check your employee reimbursements by pulling up a report. Check out this link for instructions and detailed steps: Reimburse an employee.


Upon sharing this solution, I still suggest consulting your accountant to ensure your books have accurate records.


Feel free to comment below if you need additional information about reimbursing an employee. I'm always right here to help you.

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