Showing results for 
Search instead for 
Did you mean: 
Level 2

reimburse employee expense for travel

How do I record a reimbursement of employee's expenses for travel. i.e. mileage, food? 

3 Comments 3
QuickBooks Team

reimburse employee expense for travel

Thanks for reaching out to the Community about this, kimberlyimint.

If you're using our Payroll services, you can create a non-taxable reimbursement item for things such as travel, mileage, or non-taxable insurance reimbursements.

Here's how:

  1. In your top menu bar, go to Lists, then Payroll Item List.
  2. Click Payroll Item, then choose New.
  3. Hit the Custom Setup button.
  4. Press Next.
  5. Pick an Addition type and click Next.
  6. Choose an expense account to track travel or mileage amounts. If it's an advance to your employee, you'll want to pick an asset account.
  7. Set the Tax Tracking type to None so that the amounts don't report on tax forms.
  8. For amounts paid per mile/kilometer, tick your Based on Quantity checkbox.
  9. Choose to calculate on net pay.
  10. Enter a Default Rate, then select Finish.

Now you'll be prepared to add the item to your employee's record.

I'll be here to help if there's any additional questions. Have a wonderful day!

Level 2

reimburse employee expense for travel

Thank you however, I am not using payroll service and manually do payroll this way...

What would be the best way to reimburse them using this method?

QuickBooks Team

reimburse employee expense for travel

Hi there, kimberlyimint.


I would recommend contacting our QuickBooks Mac team about this. That way, they can do a screen-sharing session and guide you through recording your employee's reimbursement.


  1. Click on this link:
  2. Click Continue.
  3. Choose Search for something else.
  4. In the box, enter something like employee reimbursement manual payroll and click Search.
  5. Scroll down and choose Start a message.


If you have other questions in mind, feel free to go back to this thread. Have a good day ahead!

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up