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Join nowAfter returning from a business trip, two employees had left the company credit card as their default card on ride share apps. They both accrued personal trips on the company card in error. They both requested that I deduct the amount from their paycheck. What would be the easiest way to do this while being able to match the reimbursement to the expense.
Thanks for checking this with us, ajsutter.
Let's record your personal expense charge on your company business account. Follow the steps below to be guided:
Once done, you can create a paycheck and enter an amount in the Reimbursement field.
To create a check:
More about the whole process of reimbursing an employee can be found in this article: Reimburse your employee
Anything else you need help with can be answered here in the Community. Just let me know and I'd be happy to assist. Have a good one.
The employees need to reimburse the company for personal charges they put on the company credit card. The company is not reimbursing the employee.
Thanks for getting back to us with clarification on your concerns, @ajsutter. I'm here to guide you in deducting the personal charges from the employees' paychecks.
To do this, you'll need to l set up a Payroll Deduction item from Net pay as wage garnishment.
Here's how:
To match the reimbursement to the expense, use the same account in the payroll item to be used for the deduction on the employees' paycheck.
To make sure your books are correct, I'd recommend consulting an accountant.
Keep in touch if you have additional questions. I'll be here to guide you more.
It doesn't seem to be possible to "Categorize" the deduction into an account. Edit Paycheck only allows editing of the amount to deduct.
What would be the best way to direct the deducted money to a Current Liability account used for tracking an employees debts? A journal entry will work, but no one likes doing those. A transfer?
It sure would be nice to be able to just pick the account on the paycheck page, so if I missed it please let me know.
Yes, you're correct. To properly categorize the deduction to an account, you need to map them correctly in the accounting preferences, CreativePrinters. Let me guide you with this.
QuickBooks automatically creates default accounts where your payroll liabilities and expenses are recorded. For a direct way to deduct the employee's debts to a current liability account, you need to update your payroll settings and choose which account the transactions should go to.
Here's how:
For detailed information about the process above, see this article: Change your accounting preferences in QuickBooks Online Payroll.
Also, I'd suggest contacting your accountant if you are unsure about the account type to be included. They can provide guidance on which account to use to ensure that the payroll mapping is accurate.
Additionally, I'll be sharing these resources that will guide you in managing deductions and payroll reports for your employees:
Feel free to contact me with any questions or concerns regarding payroll. I am more than happy to answer your questions. Take care.
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