Business credit card used by mistake

I'd gladly assist you here in the Community, @DougF.

We can sort out your concern about mistakenly using the credit card for personal expenses in QuickBooks Online (QBO). With this, you can create a non-taxable deduction for your employee.

Refer to the steps below if you're using payroll through QuickBooks. That way, we can deduct the company credit card expense from your employee's payroll:

1. Go to your employee's profile. Click Edit employee.
2. From the deduction section, click on Add deductions.
3. Under the Deduction/contribution or garnishment drop-down, select Deduction/contribution.
4. Select New deduction/contribution under the Deduction/contribution drop-down.
5. Choose Other deductions as the Deduction/contribution type. Then, select Other after tax deductions under the Type drop-down.
6. Enter a Description and amount. Click OK to save.

Please know that when you process your subsequent payroll, this sum will be subtracted automatically. To prevent your employee from being charged twice, you'll need to delete it after.

Afterward, transfer the funds from your payroll bank account to the credit card:

1. Go to the + New icon and select Transfer.
2. Select the bank under Transfer Funds From drop-down.
3. Under Transfer Funds To, select the credit card.
4. Enter the amount then, select Save and close.

On the other hand, if you're using payroll outside QuickBooks, you can create a Journal Entry (JE) to track the paychecks and other related expenses made outside of it. Check out this article for detailed steps: Manually enter payroll paychecks in QuickBooks Online

Moreover, there's another way we can handle personal expenses in a business account. Although it is best to avoid doing so, it does occasionally happen. Thus, you can enter the transaction in QuickBooks if you pay for a personal expense with a company account. After that, you can reimburse the business back. To do so, browse this article for the step-by-step process: Pay for personal expenses from a business credit card or bank account

Furthermore, you can directly refer to your accountant when categorizing these types of transactions. This way, we can ensure that the transactions are added to the correct account. Once done, here's a handy article for your reference when reconciling an account in QuickBooks.

Let me know if you have more concerns about personal expense transactions. The Community always has your back. Have a good one!

@DougF 

Create an 'Other current asset' account called Due From Employee.  Record the cc charge to that account.  When the employee reimburses the company, assign the same account to the deposit. 

Thanks!