The navigation process in QuickBooks Desktop (QBDT) will differ from QuickBooks Online as they're different platforms with distinct features, Nina27. I'm here to provide the converted steps to reimburse an expense charged to your company's account for your convenience.
In QBDT Payroll, you can create a payroll deduction item to subtract an amount from an employee's paycheck to reimburse personal expenses paid by your company. Let me show you how.
1. Head to the List menu, then select Payroll Item List.
2. Click the Payroll Item dropdown at the bottom and choose New.
3. Pick Custom Setup, then hit Next.
4. Follow the on-screen instructions and note the following:
- Payroll item type: Select Deduction.
- Name used in paychecks and payroll reports: Key in a name.
- Agency for employee-paid liability: Leave the Agency Name and Agency Identification Number field blank. As for the Liability account, consult your accountant to know if you'll use Payroll Liabilities or another account.
- Tax Tracking type: Pick None if it's non-taxable. Otherwise, choose the appropriate deduction type.
- Taxes: Ensure not to select anything and click Next.
- Calculated based on quantity: Determine how you want this item to be calculated.
- Gross vs. net: Select net pay to prevent this from affecting the gross wages that appear on your forms.
- Default rate and limit: Leave all of the fields blank.
5. Select Finish once done.
Moreover, you can add the item to the employee's profile to automatically include it when running the payroll. Proceed to Step 2 under QuickBooks Desktop Payroll in the Set up a new deduction item section in this material for guidance: Set up, change, or delete employee-paid payroll deductions.
On the other hand, consider running payroll reports if you want to review payroll-related data, depending on your business needs.
Kindly utilize the Reply button on this thread to notify us of any future concerns you may have when reimbursing personal and company expenses in QuickBooks Desktop Payroll. You can rely on us to share all the feasible solutions applicable to your situation.
