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Accurately Setting up Vacation and Sick Time Accruals

We have the following guidelines for Sick time and vacation.  I have attempted several times to set this up accurately in QB PP Contractor 2019.  What do I have set up wrong.  QB does not accurately track PTO as it should.   Any help in setting this up would be greatly appreciated.  I have been on line with tech support on three occasions and the accruals are still not accurate.  Another piece of this is that our hourly employees use T-Sheets to record their hours and the sick and vacation time on the app does not match what is in QB.


Here is our policy.  The entry screen for our QB edition follows.  Thank you for any assists that can be provided.


For employees hired prior to July 1, 2015 the accrual period for sick time will be July 1 through July 1 of the following year.  For Employees hired after July 1, 2015 the accrual period will their date of hire. 


Sick Time

Hourly employees accrue 1 hour of Sick time for every 30 hours worked for a maximum of 40 hours per accrual cycle (1 year).  Employees are allowed to carry over any unused Sick time, up to a maximum of 40 hours, into the following accrual period.


Vacation Time


Any full time hourly employee that has been employed for a one year will receive 40 hours of Vacation time on the anniversary of their hire date.  Hourly employees that have worked for three consecutive years full time will receive 80 hours of Vacation time on the anniversary of their hire date.


No more than 40 hours of Vacation time from the previous accrual period can be carried forward into the following accrual period. 




1 Comment
QuickBooks Team

Re: Accurately Setting up Vacation and Sick Time Accruals

Hello there, greggarrison.


Thanks for checking this with us. I appreciate the detailed information you've provided. Let's get this sorted out.


I've checked your screenshot and your Sick and Vacation setup is correct. You'll just need to  make sure you use the correct payroll items (Vacation or Sick Hourly Rate) when tracking.


In case you haven't setup these items, I'll walk you through on how to do it below:

  1. Go to Lists.
  2. Click Payroll Item List.
  3. From the Payroll Item drop-down on the bottom left, choose New.
  4. Select Custom Setup > Next.
  5. Select Wage > Next > Annual Salary or Hourly Wages.
  6. Select Next > Sick or Vacation Pay > Next.
  7. Enter a name for the item, then Next.
  8. Choose the expense account you want for the item, then Finish.

Here's an article to guide you on how to set up sick pay and vacation time in QuickBooks Desktop: Set up and pay sick and vacation time.


You should be all set. Don't hesitate to leave a comment below if you have any other concerns about setting up vacation and sick time accruals in QuickBooks. I'd be glad to help.