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amyk3448
Level 1

Paid time off

I have set up sick and vacation time correctly. I have entered yearly amounts for each employee.

When I enter payroll information into the paycheck entry screen, any time entered for sick or vacation pay does not deduct from the yearly total. If I don't manually change the information in the employees screen, the yearly total will still show up on their paystubs. If an employee has 40 hours vacation and I enter 8 for this pay period, their total still shows up as 40, not 32.

I use this program for other jobs, and I don't have this issue with them.

Solved
Best answer April 24, 2020

Best Answers
ReymondO
QuickBooks Team

Paid time off

Let me help you fix this, @amyk3448.

 

It could be that the vacation item that was set up was under the regular pay instead of vacation pay. This is the reason why the vacation hours weren't deducted from the total accrued vacation hours.

 

To fix this, we can go back to paycheck and replace the vacation pay with the correct payroll item. Here's how:

 

  1. Open the paycheck and select the vacation pay that was set up.
  2. Click Add new, then select Hourly wages and click Next.
  3. Select Vacation pay, then click Next.
  4. Enter the name for this payroll item and click Next.
  5. Select what expense account are you going to use to track this expense, then click Finish.

 

Once done, you can now enter the vacation hours used by your employee. This will now deduct the total available vacation hours. Then, you can save the changes that you've made to this paycheck.

 

In addition, you can also run the Paid Time Off List report to check the available and used paid time off hours of your employees. Just go to the Reports menu and select Employees & Payroll. Then, click Paid Time Off List.

 

If I can be of further assistance, please let me know by posting below. Hoping this response finds you with a smile.

View solution in original post

6 Comments
ReymondO
QuickBooks Team

Paid time off

Let me help you fix this, @amyk3448.

 

It could be that the vacation item that was set up was under the regular pay instead of vacation pay. This is the reason why the vacation hours weren't deducted from the total accrued vacation hours.

 

To fix this, we can go back to paycheck and replace the vacation pay with the correct payroll item. Here's how:

 

  1. Open the paycheck and select the vacation pay that was set up.
  2. Click Add new, then select Hourly wages and click Next.
  3. Select Vacation pay, then click Next.
  4. Enter the name for this payroll item and click Next.
  5. Select what expense account are you going to use to track this expense, then click Finish.

 

Once done, you can now enter the vacation hours used by your employee. This will now deduct the total available vacation hours. Then, you can save the changes that you've made to this paycheck.

 

In addition, you can also run the Paid Time Off List report to check the available and used paid time off hours of your employees. Just go to the Reports menu and select Employees & Payroll. Then, click Paid Time Off List.

 

If I can be of further assistance, please let me know by posting below. Hoping this response finds you with a smile.

View solution in original post

amyk3448
Level 1

Paid time off

This worked. I'm pretty sure that vacation was set up as "vacation". I work for multiple businesses, and this was the only company file where it didn't work. Thank you for your help.

Kendra H
QuickBooks Team

Paid time off

Good afternoon, @amyk3448.

 

I'm glad to hear that the steps provided by my colleague @ReymondO did the trick. 

 

If you have any more questions, please don't hesitate to comment below. I'm always here to lend a hand. Have a safe and productive weekend ahead!

KimmieJ0
Level 1

Paid time off

Quick question regarding the above solution.  I have found the previous bookkeeper didn't correctly enter time as PTO/Vacation time.  It was entered as straight time and therefore hasn't deducted from the PTO balances.  I want to make sure moving forward their check stubs indicate correctly what the actual balance is.  As it is June 1st 2021 is it best just to go into each employee and adjust what their current availability is, or can I go back into each employee time sheet and edit the paycheck detail?

 

Thanks for any direction!

KimmieJ0
Level 1

Paid time off

Quick question regarding the above solution.  The previous bookkeeper did not correctly record time on time sheets as PTO and therefore the balances on the employee stubs are all incorrect.  As it is June 1, 2021 should I just edit the current available time in the employee information --->payroll ----> sick/vacation screen and make sure from here on out it reflects correctly on check stubs, or can I go back to the beginning of the year and edit paycheck details so that PTO is correctly identified as PTO and not straight time?

 

Thanks for any direction here!

CharleneMae_F
QuickBooks Team

Paid time off

You can edit the current available time in the employee information, KimmieJ0.

 

This ensures the PTO is tracked accurately. I'll guide you how.

 

  1. Go to the Employees menu and then select Employee Center.
  2. Double-click the employee to open the Edit Employee window.
  3. Click the Payroll Info tab.
  4. Click the Sick/Vacation button.
  5. Correct the information in the Hours available as of [date] fields in both the Sick and Vacation sections.
  6. In the Sick and Vacation window, click OK.
  7. From the Edit Employee window, select OK.

 

For further guidance, please see this article: Sick and Vacation Time Incorrect or Not Accruing on Paychecks.

 

Also, you can create reports showing your employee's vacation and sick time balance, vacation/sick time used, and maximum hours in QuickBooks Desktop. This helps you track your employee's sick and vacation time.

 

In case you'll need assistance managing your employee's PTO in QuickBooks, don't hesitate to get back on this thread. We're always here to help you out.

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