Track Reimbursable Expenses from Employees

1. From the Tasks menu, select Time/Expense, then Expense Tickets.
2. Enter a new expense ticket for the employee, or select the List toolbar button to display an existing employee expense ticket.
3. Select the Reimbursable to Employee check box.
4. When the expense ticket is complete, select Save.

Expense tickets selected as Reimbursable to the Employee are recorded for reporting purposes only. You cannot apply expense tickets to payroll. However, you can use the Reimbursable Employee Expense report to determine what needs to be paid to the employee.

1. From the Reports & Forms menu, select Time/Expense.
2. Select the Reimbursable Employee Expense report.
3. Enter or select a filter for this report. For example, you may want to enter or select a single employee or an employee range to display.
4. To display the report, click OK.
5. Examine the report. If there are expenses owed to the employee, manually enter these items in either payroll or accounts payable.

To manually enter an expense in Payroll, you must first set up an employee field in Maintain Default Information for Employees (for example, Reimb_Exp). Select the Adjust button, and remove the new reimbursable expense field from Adjusted_Gross. Then, save the new field. During payroll entry, enter the amount of the expense in the new reimbursable expense employee field. Make sure to enter the expense here as a positive amount. The reimbursable expense will be added to the paycheck and not considered part of taxable wages.

You may want to write employee expense checks in accounts payable rather than payroll. You can enter a disbursement check in the Payments window. You will still have to enter the expenses manually, matching the Employee Reimbursable Expense report.