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M for TF
Level 3

Annual leave accrual

Hi, I am brand new to QB and using the Payroll feature (advanced). I want to know how I set up annual leave to accrue automatically but my parameters seem different to the options QB gives me. My staff are paid for their hours worked. Their annual leave accrues on a maximum of 7.5 hours per day - if they work 10 hours they get paid 10 hours but only earn annual leave on 7.5 hours. How do I set this up as I seem to only be able to let them accrue on 10 hours?
20 REPLIES 20
Kristine Mae
QuickBooks Team

Annual leave accrual

I'd like to explain how Annual leave works in the Advanced Payroll, M for TF.

 

For now, there are only 2 unit types:

  • Hours per hour worked
  • Hours per pay run

We're unable to set up an employee that'll only earn annual leave on 7.5 hours. Once you set up the annual leave, our system will accrue once an employee hits a specific worked hours.

 

Here are some articles that you can check:

Get in touch with us if you have other concerns. Have a good day! 

M for TF
Level 3

Annual leave accrual

Thanks but neither of those articles help. Can I restrict the amount of leave earned in a period (a week for example)?
IamjuViel
QuickBooks Team

Annual leave accrual

Hello there, @M for TF.

 

You can capped or limit the leave accruals for your staff. Let me share additional information on how it works.

 

You can use the calculator icon in the Standard Allowance section to assist you with calculating the leave entitlements your staff will have.

 

Also, you can set a maximum of hours or limit for your annual leave category. Dong so will allow you to select whether or not the number of hours accrued will be capped.

 

To set up your staff's leave accrual, here's how:

  1. Go to the Payroll Settings.
  2. Choose Leave Categories.
  3. Scroll down to the Standard Allowance section.
  4. Click the calculator icon.
  5. Choose your desired method of accrual.
  6. Click Apply.

You can refer to this article for more detailed instructions: Leave Categories.

 

Also, I've got these articles to learn more about managing your employees' leave: 

Feel free to click the Reply button if you have other questions. I'm always here to help.

M for TF
Level 3

Annual leave accrual

Thank you but I do not have the option you show in the first illustration.

 

I would like to use the 'based on 7.5 hours' but I do not have that dropdown.

 

 

JenoP
QuickBooks Team

Annual leave accrual

Hi there, M for TF.

 

Thanks for the screenshot. It shows that you're in the Employee leave balance section, which only has On an ongoing basis and Based on the employee's leave year options. 

 

The first screenshot shared by juVielL can be found if you click the Calculator icon in the Standard Allowance section. 

 

Add another reply below if you have other questions. 

 

M for TF
Level 3

Annual leave accrual

Thank you I see that now.

 

Does this mean that leave is only accrued on a 7.5 hour day (assuming that is what I have entered on that screen).  And that any hours worked after that do not accrue?

 

I want to ensure that leave is calculated on a 7.5 hour day regardless if more hours are worked or not. 

JenoP
QuickBooks Team

Annual leave accrual

Hi again, M for TF.

 

The accrual limit is set in the Accruals for this leave category are section, just below the Calendar icon. Make sure to select Limited to, then enter 7.5 in the A maximum field.

 

As long as the set up is correct, leave accrual will no longer continue to calculate. More details about accrual limits are discussed here: Examples of how leave is applied based on setup scenarios in QuickBooks Online Advanced Payroll.

 

Let me know if you need anything else.

M for TF
Level 3

Annual leave accrual

I think you have misunderstood.

 

Workers work whatever hours they do per day.  But leave is only accrued on 7.5 hours in that work day.  Anything over the 7.5 hours they work that day does not accrue leave.

 

The section you highlight does not help with this scenario I don't think as it says "for the leave year".  If I put 7.5 hours in that box, they will only accrue leave for 7.5 hours a year.

 

Accruals for this leave category are not limited/limited to     

a maximum of
x hours
for the leave year
Kristine Mae
QuickBooks Team

Annual leave accrual

It looks like my colleagues are talking about the capped feature, M for TF.

 

Although, as what I've understand on your concern, you'll only want the 7.5 hrs employees to accrue a leave credit. 

 

You can set up an employee to accrue leave credits that works for a specific hour(s) per week. But, it will also include the 10 hrs employee since they will hit these specific hours. 

 

For now, we don't have a specific option to set up those employees.

 

Let me know if you have more questions. I'm here to ease your confusion. 

M for TF
Level 3

Annual leave accrual

It isn't two employees, it is the same employee.

 

Monday - works 10 hours.

Tuesday - works 8 hours.

Wednesday works 7.5 hours.

 

Annual leave is accrued for 7.5 hours each day.  The additional hours worked on Monday and Tuesday do not accrue annual leave.

 

 

Kristine Mae
QuickBooks Team

Annual leave accrual

Hello there again, M for TF.

 

You can let the program calculate the leave credit based on 7.5 hours. However, the system still recognize the employee has worked 7.5 hrs when they reached 8-10 hrs already (refer to my screenshot below).

 

SC.PNG

 

We're unable to accomplish the set up you'd like. Although, I will personally submit your concern to our management team. They'll pass this along to our software engineers for review. 

 

I'm just here if you have more questions. 

M for TF
Level 3

Annual leave accrual

Back to annual leave issues - how do I zero everyone's leave.  As from today they start with 0 hours - how do I reset as I tried a dummy pay run and adjusted the leave but it added leave in for the adjustment, as leave is earned on leave taken. 

 

Any ideas how to start with a zero balance?

John C
QuickBooks Team

Annual leave accrual

Hi M for TF

 

You are able to reset the date however it will have to be amended for each employee. Select the employee >  Leave Allowances > Leave should start on > 'The Following Date' > Choose relevant date.

M for TF
Level 3

Annual leave accrual

Thank you.  I have applied this to each employee but it hasn't reset the leave balance already there. I need them all to reset to zero.

John C
QuickBooks Team

Annual leave accrual

Hi Where are you viewing the leave balances? We would be grateful if you can provide us with a screen shot.

M for TF
Level 3

Annual leave accrual

I am viewing the leave balances in the employee leave balances section!

 

It is the same on each employee, the balance remains as it was and it has not zero-ed out.

 

Screenshot 2020-01-05 at 08.34.25.png Screenshot 2020-01-05 at 08.34.38.png

IntuitLily
Moderator

Annual leave accrual

Thank you for getting back to us and for asking further assistance, @M for TF.

 

I understand you've been through a lot in resolving this issue. To further isolate why you're unable to reset the leave balance, I'd recommend reaching out to our Payroll Support. This way, they can access your account in a secure environment and check this using their tools.

 

Just click on this link on how to contact them: Contact the QuickBooks Online Customer Support team.

 

Please let me know how everything goes and if there's anything else I can do for you. It's always a pleasure to help. Have a good one!

daverichards
Level 1

Annual leave accrual

I set a leave cap on an employee. when he takes leave, the program then starts accruing more leave. how do i stop this

Ashleigh1
QuickBooks Team

Annual leave accrual

Helllo Daverichards, 

 

Thanks for posting on this thread, 

 

Are you sure the employee has not yet reached the cap that's why it is saying they still have leave to take?

 

M for TF
Level 3

Annual leave accrual

Did you set the leave cap on the Leave Categories?

 

Payroll - Payroll Settings - Leave Categories - select leave type and check accruals limited to x is ticked.

 

Accrual.PNG

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