Entries for expenses that are reimbursed thru ADP payroll

I thank you for the complete details you've shared, @LWAY1.

You have two options to reimburse your employees for business-related expenses. You can create a check or an expense transaction. Just make sure to select a liability account to record it properly in your QuickBooks Online (QBO) account.

If you want to pay them on the day of the transaction, you can create an expense transaction and select a liability account. Here's how:

1. Go to New (+ ).
2. Select Expense. 
3. Enter the name of the employee in the Choose a Payee field. 
4. Fill in the amount you owe. 
5. In the Account drop-down, pick the appropriate one (most users create an expense account called Employee reimbursement).
6. Click Save and Close. 

But if you want to record the expense first and pay them later, you can create a journal entry for it. Here's how:

1. Go to the Plus Icon.
2. Choose Journal Entry.
3. On the first distribution line, enter the following:
   1. Choose the account used for tracking Employee reimbursement (Additional Pay).
   2. Enter how much you paid to the employee and the Description.
   3. Select the name of the employee.
4. On the second distribution line,  enter the following:
   1. Choose Accounts Payable on the Account column.
   2. Enter the amount of the bill or vendor invoice and the Description.
   3. Select the name of the Vendor.
5. Click Save and Close.

You can read through this article for more detailed information: How to reimburse an employee.

The Community team is always available for all your QuickBooks concerns.   Cheering you and your business to continued success.

Thanks for the reply but it doesn't apply to the scenario I described.  The reimbursement is paid to the employee in their paycheck (processed via ADP not QB) as nontaxable.

I have the same issue - payroll is handled through ADP. I've tried multiple import settings and none of them accurately transfer ADP to QB online, which I presume is because QB wants people to use QB payroll. So, every 2 weeks I have to manually split the payroll taxes properly, and there is no accounting for expenses already reimbursed through ADP. So, say $100 comes out of the bank account for payroll, but $10 was already reimbursed to the employee for parking. Do I change the payroll to $110 and then add a line item to expense account for $10?

Yes, you're right, @lbsunshine.

You can change the payroll to $110 and add a line item to the expense account for $10.

Kindly visit this article for more information and steps: Manually enter payroll paychecks in QuickBooks Online.

Also, I encourage checking our Help articles page to learn some tips and tricks in managing your QBO account. From there, you can read great articles that can guide you through the steps by steps process.

Please drop a comment below if you have other questions. I'm more than happy to help. Take care!

I was thinking, create a liability account in QB "Expense Reimb thru ADP" or any name you like. Enter the expense reports as a journal entry, offset to "Expense reimb thru ADP". Create a non tax expense reimbursement code in ADP. Put the  amount due to the employee in that code. When you enter the payroll into QB enter the amount from your ADP code into "Expense Paid thru ADP" to clear the liability.