{
  "question_id": "CG-P1B-FULL-128",
  "slug": "how-to-record-and-pay-an-employee-reimbursement-in-accounting-software",
  "display_title": "How do I record and pay a reimbursement to an employee in my accounting software?",
  "format": "article-v2",
  "applies_to": {
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  "general_concept": true,
  "summary": "Treat an approved claim as two events. When you approve it, post each receipt line to the expense account it belongs to and credit an amount owed to the employee through a bill or a reimbursements-payable liability. When you pay, clear that amount and match the bank withdrawal to the payment; categorizing it to expense accounts double-counts the costs. Attach the claim and receipts, keep the employee out of 1099 tracking, and reconcile what is owed against unpaid claims.",
  "body": "## Why record the claim as two events?\n\nAn approved claim creates a debt to the employee, and paying it is a separate event that settles the debt. OpenStax's Principles of Accounting, in its section on common types of adjusting entries, describes accrued expenses as \"expenses incurred in a period but have yet to be recorded, and no money has been paid\", and its example records one as \"Salaries Expense increases (debit) and Salaries Payable increases (credit)\". An approved, unpaid claim is the same situation, so it takes two entries:\n\n1. When you record the approved claim, dated in the period the costs were incurred, debit each expense account on the claim and credit the amount owed to the employee.\n2. On payment, debit the amount owed and credit the bank account.\n\nCollapsing both into one entry on the day you pay loses three things: unpaid claims appear nowhere in the ledger, the costs move to the payment date, and no balance exists to check against outstanding claims. If you keep cash-basis books and pay claims within days, a single entry at payment is a workable shortcut, provided each line still goes to its own expense account.\n\n## Where do the claim's lines go?\n\nA reimbursement is not a kind of cost; it settles a debt. Each receipt goes to the account it would have gone to if the business had paid the supplier directly: supplies to office supplies, a train fare to travel, a meal to meals. A claim for one kind of cost is a single line; a claim covering several is one entry with a line per account, split in that entry rather than at payment.\n\nDo not post the whole claim to one expense account named \"Employee reimbursements\" or \"Employee expenses\". The supplies, travel and meals accounts then understate what the business spent, and the catch-all grows every period without answering any question.\n\n## Should the employee be a payee record or sit behind a liability account?\n\nDecide before the first entry, because changing later means re-recording every claim already entered. The three workable setups compare as follows:\n\n| Setup | What it gives you | What it costs you |\n|---|---|---|\n| Employee as a vendor record, paid through bills | A balance owed to each person; in QuickBooks Online the vendor list shows each vendor's balance due and filters open or overdue bills (confirm the equivalent view in Zoho Books) | The employee sits in the vendor list and can be swept into 1099 tracking |\n| A liability account such as Employee reimbursements payable | Employees stay off the vendor list, and one balance shows everything owed | No per-person balance unless you name the employee on each line and keep a list |\n| Employee named on an expense recorded at payment (Zoho Books) | Employees stay apart from vendors, with the simplest entry | No amount-owed stage, so unpaid claims are invisible |\n\nThe software narrows the choice. In QuickBooks Online a bill needs a vendor: Intuit's help page on entering bills says \"From the Vendor dropdown, select a vendor\". Zoho's undated help page on basic functions in bills likewise says \"Select the vendor whose bill\" you are recording, while its undated expenses page offers an Employee field: \"You can add and associate an employee to an expense.\" In both products, the bill route makes the employee a vendor.\n\nWhen several employees claim every month, the per-person view matters more than a tidy vendor list. Vendor records give it directly; with a liability account, keep a running list of approved unpaid claims by employee, because the account will rarely stand at zero at a month-end.\n\n## Which transaction type should carry the claim?\n\nIn QuickBooks Online the choice is a bill or a check or expense. Intuit's help page on the differences between bills, checks and expenses says to \"Enter a bill to report a transaction that you will pay in the future\", which supports \"tracking vendor balances, especially if you use accrual-basis accounting\". The same page says checks and expenses \"record the expense and the payment simultaneously\", making them the single-event route, and warns against paying an existing bill with one: \"Doing so may cause the bill to appear unpaid on your reports and will not decrease the vendor balance appropriately.\"\n\nZoho Books offers the same pair. Its undated page on basic functions in bills has you pay a bill from the bill itself (\"Click the Record Payment button\"), and its undated expenses page records a cost already paid, naming in Paid Through \"the account which tracks the payment for the expense\".\n\nFor the liability-account route, recognize the claim with a journal entry that debits each expense account and credits the liability, naming the employee on each line, and record the payment against the liability account, never an expense account. Check first that your product can name the employee on each journal-entry line and report the liability by employee; if not, put the employee's name and the claim reference in each line's memo and take per-person figures from your list of unpaid claims. Paying reimbursements through a payroll run is a separate question.\n\nEach route treats the payee, the amount owed and the expense accounts differently:\n\n| Transaction | Payee | Amount owed | Expense accounts |\n|---|---|---|---|\n| Bill, then bill payment | Vendor record | Held in accounts payable until paid | Hit once, by the bill |\n| Journal entry, then a payment coded to the liability | Named on each line | Held in the liability account until paid | Hit once, by the journal entry |\n| Expense naming the employee (Zoho Books) | Employee | Never recorded | Hit once, at payment |\n\n## Which period does the expense belong to?\n\nOpenStax's Principles of Accounting, in its section on the concepts and guidelines affecting adjusting entries, says accrual accounting records expenses \"in the accounting period in which they were earned or incurred, no matter when cash receipts or payments occur\", and describes cash-basis accounting as \"a method of accounting in which transactions are not recorded in the financial statements until there is an exchange of cash\". The two bases place the claim differently:\n\n- **Accrual basis.** The costs belong to the period in which they were incurred, so receipts dated 28 March, approved on 3 April and paid on 10 April belong in March while March is open. Date the bill or journal entry in March (for example 31 March) even if you enter it on 3 April; dating it 3 April puts the cost in April.\n- **Cash basis.** The costs belong to the period in which you pay the employee.\n\nIntuit's help page on choosing cash or accrual in QuickBooks Online shows the software applying this: a cash-basis report \"counts income or expenses only once you get a payment or pay a bill\", while an accrual report \"counts income and expenses regardless of if the invoice or bill was paid or not\". In QuickBooks Online, a bill entered on approval therefore still puts the cost in the payment period on cash-basis reports. On cash-basis books, use a QuickBooks Online bill or record the claim at payment, unless you have confirmed how cash-basis reports treat a journal entry in either product, or a bill in Zoho Books.\n\n### What if that period is already closed?\n\nIf the receipts fall in a period you have closed or reported on, do not reopen it for a routine claim. Record the claim in the current open period and put the claim reference and the dates the costs were incurred in the entry's memo, so anyone reading the later period can see where the cost belongs. If the amount would change figures already given to a lender or used on a tax return, decide with your accountant before entering it.\n\n## How does one claim move through the ledger?\n\nDana submits four receipts: office supplies 84.50, a train fare 212.00, a client meal 46.30 and a 15.00 phone case. The approver rejects the phone case as personal, so 342.80 of the 357.80 submitted is approved. The business keeps accrual books and uses an Employee reimbursements payable account; a bill to Dana as a vendor posts the same way, with accounts payable in place of the liability.\n\nOn 20 March the approved claim is recognized:\n\n| Account | Debit | Credit |\n|---|---|---|\n| Office supplies | 84.50 | |\n| Travel | 212.00 | |\n| Meals | 46.30 | |\n| Employee reimbursements payable | | 342.80 |\n\nOwed to employees: 0.00 before, 342.80 after.\n\nOn 27 March the business pays Dana by bank transfer:\n\n| Account | Debit | Credit |\n|---|---|---|\n| Employee reimbursements payable | 342.80 | |\n| Checking | | 342.80 |\n\nOwed to employees: 342.80 before, 0.00 after.\n\nWhen the 342.80 withdrawal appears in the bank feed, match it to the 27 March payment; matching adds nothing to the ledger. If you skip the payment entry and categorize the withdrawal to the three expense accounts instead, the feed posts a second 342.80 of expense: the costs read 685.60 and the 342.80 owed to Dana never clears.\n\n## How do you make sure the money reaches the right employee?\n\nAn FBI Internet Crime Complaint Center alert on payroll diversion tells employers to \"Apply heightened scrutiny to bank information initiated by employees seeking to update or change direct deposit credentials\". A reimbursement sent by bank transfer is open to the same fraud, so apply these controls before money moves:\n\n- Confirm the destination before the first reimbursement to any employee, and before any payment to changed bank details, through a channel independent of the one the details arrived by: in person, or by calling a number you held before the request or obtained independently, never one supplied with the request.\n- Treat a recent change to the employee's email address or phone number on file as part of any bank-detail change, and confirm through a contact route that predates both.\n- Have someone other than the person who entered the details make the confirmation and approve the payment; if you run the business alone, make the independent confirmation yourself and never pay changed details on the strength of a message alone.\n- Send every reimbursement through the same approval, not only large ones or some employees.\n- Check each employee's payment against that employee's approved claim before release, not only the batch total.\n- Require a second sign-in factor for everyone who can edit payee bank details or approve or release payments.\n- If an outside bookkeeper or provider enters bank details, keep the confirmation in-house, and have changes reviewed by someone who cannot edit them rather than from a log only the editors see.\n- If a payment service keeps the employee's account details out of your view, confirm with the employee through an independent channel that the destination it shows is theirs before the first payment and after any change, or pay by a method whose destination you can see.\n\n## How do you pay the claim and match it to the bank feed?\n\nIn QuickBooks Online, Intuit's help page on matching bank and credit card transactions says to match when you \"already entered a record for the transaction in QuickBooks\", such as the payment you recorded; categorizing \"creates a brand-new record in QuickBooks\". That new record is the second expense. If you match straight to the open bill, the page says \"When you match a transaction to a bill or invoice, QuickBooks automatically marks it as paid\", which clears what is owed. The same page adds: \"Always verify that you actually sent or received the payment before you complete the match.\" QuickBooks suggests matches by amount, so before you post a suggested match, confirm that the withdrawal paid this employee for this claim.\n\nIn Zoho Books, the undated help page on matching and categorizing transactions describes matching as \"the process in which you match a bank statement with a transaction created in your Zoho Books organization\". Its alternative, categorizing, is for lines with no matching transaction: \"you can instantly create a transaction and associate it with the statement line\". If you create an expense for a claim already entered, its costs are counted twice.\n\nWith a liability account, if you recorded the payment, match the withdrawal to it. If you did not, categorize the withdrawal to the liability account, never to an expense account. Never do both.\n\n### What if one transfer pays several claims?\n\nKeep one bill or journal entry per claim so each stays identifiable; in Zoho Books, match the single withdrawal to all the records it settles. Zoho's matching page says \"You can select multiple transactions as well\", matched once \"the amount of the selected transactions is equal to the amount of the uncategorized bank transaction\". In QuickBooks Online, check that one withdrawal can be matched to several records before batching.\n\n## How do you attach the claim so it can be found from the entry?\n\nThe IRS's small-business page on what records to keep says of supporting documents: \"It is important to keep these documents because they support the entries in your books and on your tax return.\" For a reimbursement, those documents are the claim as submitted, every receipt and the approval.\n\nAttach them to the entry that recognizes the claim (the bill, journal entry or expense), because that is the entry a reviewer opens. In QuickBooks Online, or on a journal entry in either product, first check that the transaction accepts attachments; if not, recognize the claim with a transaction type that does. In Zoho Books, the undated expenses page says to \"Attach the receipt of your expense from your\" desktop, cloud storage or Zoho documents, and the undated bills page says to \"Add notes and attach files to the bill\". Zoho's undated Documents help page adds that once an inbox file is attached to a transaction, \"the Documents module removes the file permanently\". The same page says that to keep a file in Documents, or to reuse it, you move it out of the Inbox into a folder first. Do that for the claim and receipts so a copy stays in Documents.\n\nThe files stay retrievable from the entry only when all of these hold:\n\n- They are attached to the entry itself, not left in an inbox, email or shared drive.\n- The entry is corrected by editing it, not by deleting and re-entering it.\n- Each file is legible and carries the claim reference that also appears in the entry's memo.\n- Someone has opened the saved entry and seen every file listed on it.\n\n## How do you record a claim with a rejected line?\n\nRecord only the approved lines, so the entry, the payment and the amount owed all equal the approved total. Leave the submitted claim exactly as the employee submitted it, rejected receipt included, and attach it whole. Add a note on the approval record or in the entry's memo naming the rejected line, its amount, who rejected it and why. In Dana's claim, the entry and payment are 342.80, the attached claim shows 357.80, and the note explains the 15.00. Editing the claim to agree with the payment destroys the only evidence that the reduction was a decision rather than an error.\n\n## How do you keep the employee out of 1099 tracking?\n\nIf the employee is a vendor record, set its 1099 option when you create it. Intuit's help page on adding a vendor or contractor says \"if you need to send your vendor a 1099 during tax time then check this box\"; for an employee you are only reimbursing, leave it clear, then reopen the record to confirm it saved that way. In Zoho Books, the undated Form 1099 overview puts tracking on the vendor record, where you check \"Track payments made to this vendor for filing Form 1099\". Leave it unchecked, and after setup confirm the employee appears under the Non-Tracked Vendors filter, which shows \"vendors whose payments aren't tracked yet\". The filter is on the Select Vendors tab when you generate Form 1099; leave the employee there and do not click Track Payments for 1099 for them. Whether a payee needs an information return is a separate question.\n\n## How do you check what is still owed to employees?\n\nOpenStax's Principles of Accounting, in its section on special journals, notes that in accounting software such as QuickBooks \"the subsidiary ledger updates the general ledger automatically\", so each employee's vendor balance stays in step with accounts payable. What the software cannot tell you is whether the liability, or those balances, agree with the claims you approved and have not yet paid, so compare them at each month-end:\n\n1. Run the liability account's balance, or each employee's vendor balance, at the month-end date.\n2. List the approved claims not paid by that date, by employee.\n3. Compare the totals and each employee's figure.\n4. Trace every difference to a claim or payment and correct it before closing the month.\n\nA credit balance with no unpaid claims behind it usually means a payment was categorized to expense instead of matched, or a claim was entered twice. A debit balance means money went out with no claim recorded, or more was paid than approved, which you need to recover or document. With several employees claiming regularly the balance will rarely be zero; the test is that it equals the list, and any claim older than your usual payment cycle gets followed up.",
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      "display_title": "How do I process employee expense reimbursements through payroll, and what documentation should accompany them?"
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      "slug": "how-to-enter-a-transaction-manually-in-accounting-software",
      "display_title": "How do I manually enter or record a transaction in my accounting software, including adding it directly to the account register?"
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  "related_question_ids": [
    "CG-P1B-005",
    "CG-P1B-FULL-027",
    "CG-P1B-FULL-033",
    "CG-MCE-150",
    "Q-0028"
  ],
  "aliases": [],
  "alias_provenance": []
}