Question

Vacation/Sick Tracking Time not Tracking Correctly

Forum|Forum|6 years ago
May 22, 2020
7 replies
10 views

I have asked this question before but keep getting answers on how to set up vacation and sick time in QB. That is not the issue. Each employee is accruing vacation and sick time hours at the same hours per payroll but the accrual keeps accruing differently for each employee. Some are accruing more vacation and sick time and some are accruing less even though they are all set up the same way. Please don't send instructions on how to set up vacation and sick pay. I have that already. I'm trying to figure out why it is varying differently for every employee when they are set up the same exact way.

QuickBooks Desktop Payroll

N

Nick_M

Level 4

Hello, Heringer02.

I'm happy to help you fix the Vacation/Sick time accrual for some of your employees. Based off of your description, it sounds like everyone isn't on the same time off policy. If they're accruing hours at different rates, the rates must be different. I know you didn't want steps for how to set up vacation and sick pay, so I'm including steps on how to edit the time off policy your employees have. Start by finding the employees that aren't adding up correctly and then follow these steps below.

Select Edit, then Preferences.
Select Payroll & Employees then go to the Company Preferences tab.
Select Sick and Vacation.
Fill in the defaults you want to set up. Note: Make sure to check the Do not accrue boxes at the bottom if you don't want time accrued when paying sick/vacation/overtime.

Now that you've fixed the accrual policy for your employees, everyone should gain Vacation/Sick time at the correct rate.

If there's anything else you need help with, please, post below.

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J

Joseph12345

This does not quite answer my question. I set each of those parameters in each employes SICK/VACATION TAB. I did not click reset hours each year. (I only want them to have the max of 40 per year)

I don't mind as they carryover there hours as its state law to do this.

This particular employee has 85.92 hours available, it says she only used 2.67hrs

Year begins on Jan 1

Under that she began accruing sick time on 6/10/2019 when she was hired.

Shouldn't the max hours say 40-2.67?

We have had problems with other employees as well and try to figure them out mathematically and then correct them only to find them off soon again? Please advise

Angelyn_T

Moderator

Hi there, @Joseph12345.

There are several factors why hours for sick/vacation aren't calculating correctly. A couple of them are the following:

Incorrect setup of the hours under the Sick and Vacation window.
Added the maximum hours late

For the time being, you can fix the hours by manually changing it beside the Hours available as of (date) section. Moving forward, ensure to fill in the field correctly and select the desired accrual period to avoid any error/s.

For additional tips about tracking sick and vacation time in QuickBooks Desktop Payroll, you can open these links:

I also recommend checking out the topics from our help articles for additional resources about QuickBooks and payroll.

If you have any follow up questions, please click the Reply button below. I'll be right here to provide additional assistance. Have a great day!

BigRedConsulting

Level 15

Hi @Heringer02

You wrote, "Some are accruing more vacation and sick time and some are accruing less even though they are all set up the same way. "

How are they set up? Per hour worked or per paycheck? If per hour worked, then if they don't all work the same hours, they'll of course have different balances as time goes on.

H

Heringer02Author

Attached is an example of what I am talking about. Each employee accrues a maximum of 108 hours per year at 0:04.00 per every hour worked. And yes, I know each employee will earn vacation time based on the number of hours they work and it will vary.

This particular employee had 0 vacation hours available at the end of 2019. In 2020, she has already accrued the maximum of 108 hours and taken 45 hours of vacation time. She should only have 63 hours left for the remainder of the year. But... QB is still accruing vacation time and she is back up to 108 hours. This information is posting to their paystubs and it's not correct. It needs to show 63 hours available, 45 hours taken. It's very inconsistent, as some will not accrue any additional hours after the 108 max and some will. And I can't stress enough that each employee is set up exactly the same way.

Any ideas?

C

Catherine_B

Level 9

That was a detailed information, Heringer02.

I looked into your screenshot and I have two options on how to stop QuickBooks from accruing vacation time. You can either manually edit the employees Sick/Vacation setup or check the Do not accrue sick/vac box every time you create a paycheck.

Here's how to edit the employee's setup:

From the Employees menu, select Employee Center.
Double-click the employee's name.
Go to the Payroll Info tab and click Sick/Vacation button.
Zero out the hours entered in the Hours accrued per paycheck field.
Click OK twice.

Let me show you how to mark the Do not accrue sick/vac checkbox:

In the Enter Payroll Information window, select the name of the employee.
Click the Open Paycheck Detail button.
Put a check mark in the Do not accrue sick/vac box.

Then, we can update QuickBooks and the payroll tax table to the latest release to have up-to-date fixes.

If you nee anything else, you can always leave a reply or post again here. My colleagues and I are here to help. You take care always and have a great day!

R

Rfb63

Hi Heringer02. Did you ever get a satisfactory response from QB on your Vacation accrual question? I see that they keep circling around to the same canned responses with you, and I can sympathize because they are doing the same thing with me over the phone. My Vacation time should be accruing at 4.2 minutes per hour, I believe the correct way to key it in is 0:04:20, but when I do that 80 hours shows 5.24 hours accrued. I have tried instead keying .042 but it doesn't work either, and I have adjusted and adjusted over and over again without the correct accrual showing up for 80 hours. QB doesn't seem to have an answer to the issue. Has anyone else had this problem, and am I keying the accrual of 4 minutes 20 seconds into the system correctly? Odd number, I know, but that is what calculated on my adding machine.

Stephanie Hamrock

I agree, QuickBooks does not give straight answers. I show each employee starts accruing sick / vacation time, beginning of every year. January 1, 2021, some of our employees started the year out, in the hole!! How is that possible, when the hours are supposed to re-set (January 1st)? I did go into each employee before the first payroll of the year, and changed the hours available for sick and vacation, to zero. By the time the second payroll was due, I noticed that the hours accrued were correct. Now this is only the second payroll of the year, so I will remain hopeful that it will continue to accrue correctly. This was a quick fix; however, if you set each employee to re-set hours every year, why doesn't it automatically do it? I shouldn't have remember to do this manually. I pay for enhanced payroll and when I call QuickBooks they tell me to do a 'rebuild'. That does absolutely nothing.

C

corey8

Sort of glad to hear I am not the only one, I have called in multiple times in the past year without getting more answers than I see here. Today it decided to not accrue sick hours for many employees that have been accruing just fine even up through last week! Baffling that I need to check QB's work every single week for things that should never change.and should function the same every week.

J

JeanneR

I am having a similar issue in QB Time pka TSheets. There doesn't seem to be a setting on the TSheets side to NOT ACCRUE TIME ON PAID TIME OFF; I have updated the preferences on the QB Desktop side 'do not accrue on sick or vacation'. Question: will this solve my problem on the TSheets side and stop accruing PTO on PTO hours?

Tori B

QuickBooks Team

Hey there, @JeanneR.

Thanks for following the thread. I hope you're enjoying the day so far.

I recommend contacting our customer service team. Our customer service team has the tools available to review your account in a secure environment and will investigate the connection with updating the TSheets side of things. I've included the steps to contact support below.

Open QuickBooks.
Go to Help, then choose QuickBooks Desktop Help.
Hit Contact Us.
Give a brief description of your issue, then click Let's talk.
Pick a way to connect with support (Chat, Callback, Etc.).

Please let me know if you have additional questions or concerns. You can reach out to the Community at any time. Take care and have a great day!

B

Bookkeepingisfun

The other thing I meant to mention is this...if they cash in their vacation or sick time on a paycheck, i highly recommend you cut those checks separatedly in QB (especially with how your company accrues per hours worked). This will help tremendously. For example, lets say Bob takes a week off, and uses his 40 hours of vacation, if you go into QB and create a paycheck for 40 hrs of vacation pay, it WILL auto-accrue vacation and sick time. However, most companies will expect you to override that auto-accrual system within each employees check, by checking the box on Bob's paycheck that says "do not accrue sick or vacation time"...hence the separate check being a big help. You have more control.

Lets say you do NOT check that box, what happens (especially if your vacation and sick time accrues on number of worked hours VS. a set flat accrual amount per paycheck). you will be giving Bob MORE sick and vacation time to use later on hours he didn't actually work.

and keep a separate spreadsheet in excel. It takes time to set up, but once its' done.... you never have to really do it again. just start a new one each year.

BigRedConsulting

Level 15

@Bookkeepingisfun RE: For example, lets say Bob takes a week off, and uses his 40 hours of vacation, if you go into QB and create a paycheck for 40 hrs of vacation pay, it WILL auto-accrue vacation and sick time.

It's actually quite normal for salaried employees to accrue sick/vacation time when taking sick/vacation time. Every job I've ever had did that.

However, you can configure QuickBooks so it doesn't do that. To so that, go to Edit | Preferences | Payroll & Employees | Company Preferences | Sick and Vacation and then at the bottom of the window under the heading "Do not accrue employee sick and vacation hours for:" check the option labeled Sick and Vacation hours paid.

B

Bookkeepingisfun

Oh nice! Thanks for that tidbit, didn't realize that was added into preferences finally.

I have never in 20 years worked for a company that allows employees to accrue vacation or sick time on

paid-out sick or vacation time, as part of their company policy. But I live in an area that is mostly all small business (and that is what i specialize in) They skip all the benefits they legally can, that I see large corporations tend to offer for employee retention.

A

angelacc76

Wondering if anyone has found a solution to getting Quickbooks and the Time app to calculate PTO the same way? I've spent hours manually adjusting employees PTO and I'm sick of it! All of my employees are set up under the exact same PTO policy, but some accrue accurately, while others are off by varying amounts. There is no consistency that I can find!

JenoP

QuickBooks Team

Hi there, angelacc76.

Can you tell us more details about the differences in accrual between the Time app and QuickBooks? We just need more details to make sure we give you the right information and steps to sort this out.

Please add a reply below to share more details. We look forward to it.

A

angelacc76

Each pay period I have to match up each employee's PTO in QB vs Tsheets. Each time, about 75% of them don't match up. Sometimes it's only off by a few minutes, sometimes a whole hour. There seems to be no pattern. I only have one type of Sick Leave, and it's applied to all of my employees. So I'm quite certain it's not an error in the set up.

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boardofcomm

I am having the same issue. I use desktop & QB time. The balances never match, I have reviewed settings and I am unable to get a reply as to what is causing this. One rep. mentioned switching to online may be an answer due to online may integrate better with QB time?? Any help would be appreciated.

A

Anonymous

Let me point you in the right direction for help, board.

Sorting out your concern with the balances for both programs is my priority. This will help you to avoid messing up your records in QuickBooks Desktop (QBDT) and Time. Thus, I suggest contacting our Technical Support for both products.

Doing so will allow our support to check the root cause of the issue and provide fixes in no time. You may want to reach out by following the steps below:

From your QuickBooks Desktop account, click the Help menu at the top.
Click the QuickBooks Desktop Help menu and select Contact Us.
Provide some information about this concern in the search box, then select Continue.
Sign in to your Intuit account and tap Continue. Afterward, select Continue with my account.
Please enter the code that will be sent to your via email and select Continue.
From there, select how you want to connect with us. It’s either to chat with us or Have us call you.

On the other hand, you can refer to this link and click the Contact Us button. This will route you to fill out some information about the product you are using and enter a brief description of your concern. Then, please choose a way to connect with us: Contact Payroll Support.

Keep us posted about this matter and will get back to you as soon as we can. Stay safe!

G

Getittogether

QB Fix this issue and stop telling customers to contact you through the same old method. WE HAVE ALL DONE THIS OVER AND OVER AND OVER AND OVER!

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