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Automated pay run leave and expense requests in QuickBooks Online Advanced Payroll

SOLVEDby QuickBooksQuickBooks Online Payroll1Updated March 25, 2022

Understand how expense and leave requests are processed in an automated pay run in Advanced Payroll. It's important to know that not all requests are automatically processed–we'll explain what happens in the automated pay run using example scenarios.

Expense requests

If an expense request is approved and is dated within the pay period, the request is automatically applied in the pay run.

Expense requests that are still pending and dated within the pay period will not be automatically applied in the pay run.

Note: If you chose the pay run warning 'Pending expense request' when setting up the automated pay run, the automated pay run will stop and the selected users will be notified via email.

Leave requests

Pending leave requests with a start and end date within or prior to the pay period won't be automatically applied to the pay run.

Note: If the 'Pending leave request' warning is selected, the automated pay run will stop and the selected users will be notified via email. The full-access member can then approve the leave request and apply that request in the pay run.

If an approved leave request has a start and end date within the pay period, the request is automatically applied in the pay run.

An approved leave request with a start/end date that spans more than one pay period is only automatically applied if the employee has advanced work hours set up in their profile. QuickBooks will be able to calculate the exact days and hours worked and how many hours the leave request to apply in the pay run.

If the employee doesn't have advanced work hours set up, the leave request won't be automatically applied in the pay run.

Note: If you've selected the warning 'Leave request extends past pay run dates' the automated pay run will stop and the full-access members will be notified via email. The full-access member to manually apply a pro-rata number of hours against the leave request in the pay run.

An approved leave request with an end date prior to the pay period will not be automatically applied

If you've selected the warning 'Leave request ends before pay run dates' in the automated pay run setup, the automated pay run will stop and the specified users will be notified via email. This will then allow the full-access user to manually apply the leave request in the pay run.

 

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