pto still accruing when total used on payroll desktop

@bas76  As I understand it, QB's maximum isn't a maximum in the sense of 'the pool can't go past this in a single year' so much as a 'the pool can't go higher than this at any specific point'.

The difference being that, if you get to 40 or 80 or 120 and then use some, there'll then be room to grow back up to the maximum in question.

I believe there was a way to circumvent it, but I can't recall it; I expect one of the others on this community will see your post and chime in on it. People have had issues with the system for years, but there's always been a way to resolve it.

To that end, it would save time if you shared your PTO setup in more specific terms. Maybe share a picture of the window for it.

@bas76   See if this helps. 

https://quickbooks.intuit.com/learn-support/en-us/help-article/paid-time/set-track-time-payroll/L60C...

You're in the right place for help, @bas76. I've got details about managing your employee's time-off policy in QuickBooks Desktop (QBDT) Payroll.

You can stop Paid Time Off (PTO) from accumulating once it hits the limit by adjusting your time-off policy settings and balance. This change will prevent PTO accumulation for the rest of the year once the maximum is reached.

Here's how to update your policy settings:

1. Go to Edit, then Preferences.
2. Select Payroll & Employees then go to the Company Preferences tab.
3. Choose Sick and Vacation to update the Accrual period, Hours accrued, and Maximum number of hours to accrue.
4. In the accrual limit section, select Maximum hours for the year.
5. Select Reset hours each new year if you don’t allow hours to roll over to the next year. 
6. In the Sick and Vacation Accrual section, click Sick and Vacation hours paid if you don't want time accrued when paying sick and vacation.

Next, update your employee’s time off balance:

1. Go to Employees, then Employee Center.
2. Choose an employee and tick Payroll Info to select Sick/Vacation.
3. In this section, enter the number of hours currently available for the employee in the Hours available as of mm/dd/yyyy field. (This is the total amount of hours available as of the date you add sick or vacation to your employee’s profile)
4. Hit OK to record your changes.

Let me share these articles with you for additional details and resources when tracking accruals in QuickBooks:

• Set up and track time off in QuickBooks Payroll
• Understand Sick Pay Accrual Limits In QuickBooks Desktop Payroll

Furthermore, you can run a payroll report in QuickBooks Desktop to get information about your employees' time balance, time used, and maximum hours. 

Setting maximum limits on PTO accrual prevents employees from accumulating excessive hours beyond what you allowed, @bas76. We encourage you to comment below if you have other questions about PTO accrual or payroll-related tasks in QuickBooks. We're always here for you!

Thanks for asking if it has been resolved - no - QB needs to fix the programming for PTO Accrual so it works properly. Almost everyone now goes with PTO instead of sick and vacation and QB is still using the out of date programming separating Sick and Vacation.  They need to combine into PTO and fix the accrual programming.  This has caused so many issues for so many QB payroll clients.  We will have to do a lot of extra work to make sure that PTO is accrued properly and will max out at 40 or 80 or 120and not accrue anymore til the next year. It's a shame for the fees paid to QB that they can't fix an issue that has been out there for years!!!!