Available in Sage 50 Premium Accounting and higher.

Track Reimbursable Expenses from Employees

Related topics

Set up activity or charge items in inventory

Enter expense tickets

Edit time and expense tickets

Perform other Time & Billing tasks

Read the expense tickets overview

Expense Ticket fields

You can track employee expense tickets that are reimbursable to the employee (for example, mileage and parking fees).

To mark an expense ticket as reimbursable to an employee

  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.

To manage employee reimbursable expenses from reports

  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 pay an employee for recorded reimbursable expenses

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.