Correcting leave balances

Hi James - Payroll Champion,

If you believe the leave balances for your employees are incorrect then you may amend this in an up-coming or ad-hoc payrun.

Simply create a New Pay Run, select the name of the employee you wish to amend.

Select the green Actions button and select Adjust Leave.

From there you will be able to select your Leave Category and input the amount of leave you wish to amend (e.g. for 2 hours put 2, for -10 hours put -10)

Once you are happy with everything you may Finalise the payrun.

Hope this helps, shout out to us if you still need assistance.

Kristian.

UPDATED RESPONSE

1. check that the pay categories are accruing leave correctly:
- Payroll settings
- Pay categories
- click on the employees primary pay category
- check that the accrues leave tick box is ticked correctly for all relevant pay categories (including linked categories such as overtime)
 
2. Check the employees leave allowances template/leave allowances if not on a template
- Payroll Settings
- leave allowance templates
- click on the template
- check accrual rate is correct (the calculator button may prove useful) and that leave type is enabled or not with the slider
Note: If Employee isn't on a template you will need to click on the employees name from the front page
- click on leave allowances
- check accrual rate and that leave type is enabled or not correctly with the slider
 
In order to amend incorrect leave balances:
1. You can navigate to an unfinalised payrun or unlock any that have incorrect accrual
2. You can adjust the full amount over one payrun by clicking on the employees name
3. Select action and Adjust leave
4. If attempting to amend the balance only ensure the Apply Earnings Rules is un-ticked
5. Enter the full adjustment amount
6. save
 
Note: If you want 100% accuracy on Payslips you will need to split these adjustments across all payruns with incorrect accrual. It is best to unlock all affected payruns first, then adjust in chronological order (oldest to newest)
 
Also Note: Leave balances are not affected until the payruns have been finalised.

1. check that the pay categories are accruing leave correctly:
- Payroll settings
- Pay categories
- click on the employees primary pay category
- check that the accrues leave tick box is ticked correctly for all relevant pay categories (including linked categories such as overtime)
 
2. Check the employees leave allowances template/leave allowances if not on a template
- Payroll Settings
- leave allowance templates
- click on the template
- check accrual rate is correct (the calculator button may prove useful) and that leave type is enabled or not with the slider
Note: If Employee isn't on a template you will need to click on the employees name from the front page
- click on leave allowances
- check accrual rate and that leave type is enabled or not correctly with the slider
 
In order to amend incorrect leave balances:
1. You can navigate to an unfinalised payrun or unlock any that have incorrect accrual
2. You can adjust the full amount over one payrun by clicking on the employees name
3. Select action and Adjust leave
4. If attempting to amend the balance only ensure the Apply Earnings Rules is un-ticked
5. Enter the full adjustment amount
6. save
 
Note: If you want 100% accuracy on Payslips you will need to split these adjustments across all payruns with incorrect accrual. It is best to unlock all affected payruns first, then adjust in chronological order (oldest to newest)
 
Also Note: Leave balances are not affected until the payruns have been finalised.

I tried this repeatedly on two of my employees and failed to get it correct, why is this not automated when leave approved against the dates and fed into the payroll accordingly ???

Thanks for joining in this thread, Southport Radiators.

Appreciate you following the troubleshooting steps provided above. Those are the usual areas to check in your payroll settings if the leave balance is incorrect. To isolate the situation, have you checked the payment set up for the leave category affected if the setup is Basic or Custom? If not, we'd recommend checking the leave category set up. Here's how:

1. Click on the Employees tab.
2. Click on the Payroll Settings.
3. Click on the Leave Categories.
4. Select the leave category name, and go to Payment Setup.
5. Check if what is set up like Basic or Custom, if under Custom set up try changing the set up to set Deduct hours to Don't Deduct hours and Transfer hours to Permanent Ordinary Hours or Annual Leave Taken.
6. Click on Save.

Furthermore, on the same category set up check if the Automatically accrues is ticked.

If the issue persists it is best to contact our Customer Support Team so one of our experts can take a look at the file in a secure form.

Feel free to reach out to us again if you need more help with QuickBooks Online and QuickBooks Online Payroll. I'll be sure to get back and help you. Have a great day!