Thanks for sharing the details with me, @snorkle357.

The reimbursement is added as non-taxable addition. You'll want your office manager to create a non-taxable reimbursement payroll item. Here are the steps that you can show to your office manager on how to do it in your QuickBooks Desktop (QBDT).

To add a payroll item:

1. Go to the Lists menu
2. Select the Payroll Item List.
3. Click the Payroll Item button and select New.
4. Select the Custom Setup option button and then Next.
5. Choose the Addition item type and simply select Next.

Then you need to set up a new item:

1. Select an expense account to track travel or mileage amounts. Or if this will be an advance to the employee, choose an asset account.
2. Set the Tax Tracking type to None so that the amounts do not report on tax forms and select Next.
3. For amounts paid per mile/kilometer, select the Based on Quantity checkbox and click Next.
4. Then calculate the net pay and select Next.
5. Enter a Default Rate and click Finish.

Lastly, add the item to the employee's record. Here's how to do it:

1. Go to the Employees menu
2. Select the Employee Center.
3. Double-click the employee's name.
4. Go to the Payroll Info tab.
5. Add the item from the drop-down list under Additions, Deductions, and Company Contributions.

Furthermore, here's an article you can check for more details: Create a non-taxable reimbursement payroll item

I also recommend consulting with your accountant for guidance in choosing the right accounts in recording this. This way, we'll ensure the accuracy of your books.

Additionally, do visit our Help articles page for reference. From there, you can read useful articles that can guide you in managing your QBDT effectively.

You can always get back to me if there's anything else you need help with. I'll be around to help you. Take care and stay safe!