Turn on suggestions
Auto-suggest helps you quickly narrow down your search results by suggesting possible matches as you type.
Showing results for
Connect with and learn from others in the QuickBooks Community.
Join nowI am new to recording mileage into QuickBooks. I currently track mileage by a spreadsheet. I would like to begin using QuickBooks to track mileage, however, I do not see how to record the mileage for the personal use of the vehicle. Would I create a customer, in my name and if so, can I pay the taxes on this fringe benefit through payroll by tieing the use of the vehicle into payroll?
Solved! Go to Solution.
Thanks for reaching out to us here, DAN123.
I'd like to provide you insights on recording mileage for personal use in QuickBooks Desktop.
I've got two options on how to record this in the system. We can either use the class tracking feature or create a different expense account for it. Let's make sure to turn on the class tracking option in QBDT. Here's how:
To set up class:
To create a different expense account:
The instructions should allow you to track mileage for personal use.
Keep me posted if you need anything else.
Thanks for reaching out to us here, DAN123.
I'd like to provide you insights on recording mileage for personal use in QuickBooks Desktop.
I've got two options on how to record this in the system. We can either use the class tracking feature or create a different expense account for it. Let's make sure to turn on the class tracking option in QBDT. Here's how:
To set up class:
To create a different expense account:
The instructions should allow you to track mileage for personal use.
Keep me posted if you need anything else.
Thank you. I like the class tracking feature because I already use class tracking. However, will this allow me to track the vehicle use during payroll each period?
You can track your mileage in QuickBooks Desktop, DAN123.
Entering your mileage allows you to account for the entire cost of owning and using your company vehicle including fuel, maintenance, and registration costs. By tracking your mileage, you can properly estimate the total cost for a job and bill your customers accordingly. I'll guide you in doing the whole process:
Since you've mentioned that you want to the taxes of fringe benefit through payroll, We can either create taxable fringe benefits payroll items to handle that transaction.
Here's how to set up a taxable fringe benefit payroll item:
If the amount will be included on a paycheck with regular wages to offset the taxes, we can enter the amount using the Fringe Benefit payroll item, under Other Payroll Items. We'll also have to take note that no other deductions should be added as the amount is not added to the net check, and only taxes are calculated.
If you reimburse the mileage, you can refer to this article in doing it: Create a non-taxable reimbursement payroll item.
Although, you can still use the class tracking to represent the vehicle or add a class for each vehicle but it won't be directly associated with tracking of your fringe benefits.
As always, we're open 24/7 to help you. You can always mentioned me in your post if you further assistance in managing your mileage and taxes.
Thank you for your feedback. I did create a fringe benefit as "Employee Use of Company Vehicle." However, since 2019 is over, and I cannot create another paycheck, how can I include this on my W-2 for last year? I would like this to be included in the 2019 taxes.
I just realized that I have been confused. I am asking two questions. First, as you have answered, how to include "Employee use of the company vehicle" on the payroll, a taxable item. Second, the unanswered question, how do I enter the use of the same vehicle on my 2019 W-2, the taxes of which have not been paid.?? And what calculation do I use to see what charges to apply to the W-2?
Thank you.
We'll have to submit an amended form of your W- for 2019, DAN123.
This is to include the fringe benefit item on the W-2 form when paying the 2019 taxes.
If you don't have a corrected form yet, you can order one through QuickBooks.
Before doing so, we'll have to create a liability adjustment to correct your books. I'll show you how:
Afterward, you'll have to manually file the amended form to the IRS.
You can also check these articles for more information about the supported pay types and deductions in QuickBooks:
I'm just a post away if my assistance is in need. Thank you and stay safe!
You have clicked a link to a site outside of the QuickBooks or ProFile Communities. By clicking "Continue", you will leave the community and be taken to that site instead.