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Level 1

Paid Holidays

How do I set up payroll items for paid holidays for salary and hourly employees that does NOT accrue vacation and sick time? I currently have 2 paid holiday items, one for salary and one for hourly, but when I input the hours, it accrues vacation and sick time, which I don't want since they aren't actually working. I was thinking about setting it up as a "Piecework" type payroll item and then inputting their hourly rate and putting their hours as the quantity, but not 100% sure how that would show on W-2s.

QuickBooks Team

Paid Holidays

Hi there, @NWBookkeeper.


It's nice to see you in the Community. I can share some information and steps in setting up holiday pay and adding it to your employee's paycheck.


In QuickBooks Desktop, you'll need to track the holiday pay separately from sick or vacation pay. Let's set this up first by adding a new payroll item.


Here's how:


  1. Go to the Lists menu, then choose Payroll Item List.
  2. Select the Payroll Item drop-down and click New.
  3. Choose Custom Setup, and select Next.
  4. Choose Wage, and select Next, then select Annual Salary, and select Next
  5. Choose Regular Pay, and select Next.
  6. In the Name used in paychecks and payroll reports field, enter Holiday Pay, and select Next
  7. The default account for the expense is Payroll Expenses, then select Finish.


To track the accruals, you'll need to add this item on your employee's setting. Here's how:


  1. Go to Employees menu and select the Employee Center.
  2. Double-click the employee's name to edit the payroll information.
  3. Select the Payroll Info folder.
  4. Add the Holiday Pay Item below the Earnings section.
  5. Once done, click OK.

Adding this item will track the YTD amount once you created paychecks with holiday pay.


To create a paycheck, you can add this together with your Regular Salary or you can create a separate paycheck for holiday pay only. Here's how:


  1. In the Earnings section of the paycheck, add the Holiday Pay item.
  2. For Regular Salary and Holiday Pay, enter the hours worked. For example, on a biweekly payroll, enter 72 hours for the regular salary and 8 hours for holiday pay. QuickBooks Desktop automatically adjusts the pay for each item. Please see attached screenshot below for your reference.


It'll now automatically track the YTD amount on the next paycheck.


You can also check out this related article for your reference: Pay a salaried employee holiday pay in QuickBooks Desktop Payroll.


Let me know if you have other questions about tracking holiday pay for your employees. I'll be here to help.

Level 1

Paid Holidays

That doesn't even remotely address my question. I know how to set up and track holiday pay. I asked how to make it so it doesn't accrue sick and vacation time for the hours, since they aren't hours actually worked.

QuickBooks Team

Paid Holidays

Thanks for the quick response and for clarifying your concern, @PNWBookkeeper.


I'm happy to provide the entire process to accomplish your goal about sick leave and vacation time in QuickBooks Desktop. 


Let's put a check on the Do not accrue sick/vacation boxes in the Employee Center or Company Preferences. That way, the sick/vacation will not accrue in the paychecks. 


Here's how: 

  1. Select Employees, then choose Employee Center.
  2. Locate and double-click the employee name. 
  3. Click the Payroll Info tab and pick Sick/Vacation. 
  4. Put a checkmark on the Do not accrue sick/vacation field. 
  5. Tap Save



Also, while creating paychecks, ensure that the Do not accrue sick/vac box is checked in the Review Paycheck window. 



For your other employees, you can always run these reports below. This way, you can review the time balance, time used, and maximum hours. 


  • Employee Contact List
  • Time off List
  • Payroll Item Detail 


For more information, visit this article: Create a Sick and Vacation report for employees


Additionally, please browse these articles below about handling worker's information, deductions, payroll, and other related topics. 



Let me know in the comment section if you have other concerns. I'm here to help you further. Keep safe!

Level 1

Paid Holidays

No, I want sick and vacation to accrue for hours worked. I don't want it to accrue for holiday pay, as the employee isn't actually working, they are getting paid for the holiday, even though we are closed.

QuickBooks Team

Paid Holidays

Allow me to step in and share a solution so the sick and vacation pay won't accrue on the holiday pay, PNWBookkeeper.


You need to create two paychecks for the employee. One for the holiday pay and one for the hours worked. 


When you create a holiday paycheck, you need to put a check the Do not accrue sick/vac option. See the attached screenshot below for your visual guide.


Don't forget to uncheck it later for the hours worked paycheck. We don't want to mess up your payroll data.


I'm adding these articles for additional guidance:

Stay in touch with me if you need anything else concerning payroll. I'm always around here in the Community forum to help you.

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