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chaya143
Level 2

How do I match employee receipts for reimbursements with payments and properly categorize them in quickbooks.

I reimburse my employees for expenses that they submit receipts for in their paycheck using quickbooks payroll.  It defaults to categorizing them as reimbursements, but I want to categorize these reimbursements based on what the employees actually bought (e.g., supplies).  I can upload the receipts to quickbooks, but it won't let me create an expense within the reimbursement account.  Is there an easy way to match/reconcile this?
2 Comments 2
Dan_Sandler
Level 2

How do I match employee receipts for reimbursements with payments and properly categorize them in quickbooks.

You should create a separate check in QuickBooks for reimbursements outside of their payroll.  That check should be coded directly to the respective expense account.  It's important to have this separation because employees should not be paying employee taxes on reimbursements.  To be clear, reimbursements should be paid completely outside of payroll.

chaya143
Level 2

How do I match employee receipts for reimbursements with payments and properly categorize them in quickbooks.

This doesn't make sense as we don't write paper checks for employees and the only way we can reimburse an employee with quickbooks payroll is through the paycheck.  They do not pay tax on this amount, it is categorized as a reimbursement.  Quickbooks payroll is set up to to this (see https://quickbooks.intuit.com/learn-support/en-us/help-article/reimburse-expenses/reimburse-employee...). but there is not guidance on how to properly categorize the reimbursements in the P&L other than as reimbursements.

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