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Frequent Explorer *

Accounting third party Mileage Reimbursements

Hello, lovely QB Community!

We have an employee whose position is grant-funded. She receives mileage reimbursements for travelling to various meetings and courses. The mileage reimbursement checks are made payable to our organization, but we then pay her once the mileage reimbursement check is received from the other organization.

I want to better track the grant, so my question is, how do I enter their check to us for her mileage reimbursement and also our payment to the employee so that is doesn't appear we are actually receiving more funds from them, and incurring mileage expenses, since that is not the case.


What account/s should be created to best show the flow of funding?


Thank you kindly in advance!



1 Comment
Established Community Backer ***

Re: Accounting third party Mileage Reimbursements

Create a liability account named for the activity, mileage pass through or something


Deposit the check received and use that liability account as the source account for the deposit


make the payment and use that same liability account as the expense (reason) for the payment.


You can report on that liability account to see receipts and payments or customize it to show just one or the other

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