Overpaid an employee reimbursement

kb111 · ‎October 23, 2023

I use QB desktop for accounting and payroll. An employee accidentally submitted a reimbursement for the same item twice. I did not catch it until after I ran payroll and the paychecks have already been direct deposited. (When I do reimbursements they are just put in as a payroll item which has been set up as an addition to their paycheck.)

When I run payroll next, would the payroll system let me enter a negative reimbursement amount (which would then act as a deduction from the employees paycheck)to correct the error? Or is there a better way to handle this error?

Thank you.

GlinetteC · ‎October 23, 2023

I understand that mistakes can happen, and I'm here to assist you in resolving this overpaid issue, kb111.

We offer two options to correct the error and ensure accurate payroll records.

You can rectify the overpayment by reducing the amount from the affected employee's next paycheck. This adjustment will ensure that the employee is appropriately reimbursed and that the payroll records reflect the correct amount.

An alternative approach is to generate a distinct deduction item designed specifically to address overpaid reimbursements. When running the next payroll, you can include this deduction item for the affected employee, offsetting the duplicate reimbursement amount.

Additionally, you can utilize the payroll reporting features in QBDT. These reports allow you to handle payroll taxes and efficiently track employee expenses.

I'll keep this thread available if you have more questions or need assistance with employee reimbursement or other relevant concerns. I'm here to assist you.

View solution in original post

GlinetteC · ‎October 23, 2023

I understand that mistakes can happen, and I'm here to assist you in resolving this overpaid issue, kb111.

We offer two options to correct the error and ensure accurate payroll records.

You can rectify the overpayment by reducing the amount from the affected employee's next paycheck. This adjustment will ensure that the employee is appropriately reimbursed and that the payroll records reflect the correct amount.

An alternative approach is to generate a distinct deduction item designed specifically to address overpaid reimbursements. When running the next payroll, you can include this deduction item for the affected employee, offsetting the duplicate reimbursement amount.

Additionally, you can utilize the payroll reporting features in QBDT. These reports allow you to handle payroll taxes and efficiently track employee expenses.

I'll keep this thread available if you have more questions or need assistance with employee reimbursement or other relevant concerns. I'm here to assist you.

kb111 · ‎October 23, 2023

Thank you. I think I will try option number 2 since he doesn't regularly get similar reimbursements. I appreciate your help.

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Overpaid an employee reimbursement