Problem with Claims Expense when employee is submitting expenses for the prior month.

Pebbles135 · ‎November 13, 2025

Can't adjust date on claims expenses or I get an error. I pay reimbursements through payroll so that's the first issue. I have to manually put in the reimbursement amount when running payroll and then do a journal entry to reverse the totals as in my payroll …it goes to Reimbursements but the expense claims goes to another expense account. My second and more urgent issue is my employees sometime submit claims that are from a prior month. Say I am running Nov 15 payroll and they submit an expense reimbursement dated 9/3/2. I can’t have the entry to go to the prior closed month as those books that have been submitted and we can’t change. Does anyone else have this issue and do you have a workaround? Thanks

MoiraskyeT

Hi there, Pebbles.

Since the reimbursement is processed through Payroll, any expense claims that have been assigned to an incorrect expense account cannot be adjusted directly through the expense system.

Moving forward, to edit your reimbursement and assign it to the correct expense account. Please refer to this article for guidance: Set up employee expense management in QuickBooks Online Advanced.

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.

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Problem with Claims Expense when employee is submitting expenses for the prior month.

Problem with Claims Expense when employee is submitting expenses for the prior month.

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