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Employee Vacation Time

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Hello All, So i haven't used quickbooks in a very long time and i just recently took over our companies accounting which includes quickbooks. I have navigated through everything else pretty eaisly, but i am stumped on where to enter our employees Vacation time off. This consists of paid and unpaid time off. Our employees recycle this every year on their anniversary date which i have figured out where to enter that information. But what i wanted to ask is if i have to enter this information while i am doing an employees pay each week and if there is a way to enter this after the fact. I was for a week entering this information in the leave of abscense space and quickly realized this was incorrect. Any pointers or direction is greatly appreciated to ensure i get their time in correct. Thank you.

M

MichelleTAnswer

Hi there, @KimM,

I’m happy to help set up QuickBooks to automatically accrue vacation and sick time every anniversary date.

Here’s how:

1.   Click the Employees menu.
2.   Select Employee Center.
3.   Double-click the employee’s name.
4.   Click the Payroll Info tab.
5.   Click the Sick/Vacation button.
6.   Fill out the necessary information.
7.   Enter the Begin accruing sick time on and Begin accruing vacation time on dates.
8.   Click OK.
9.   Click OK again.

To ensure the vacation and sick time appears on the pay stubs, here are the steps:

1.   Click the Edit menu.
2.   Select Preferences.
3.   Click Payroll and Employees.
4.   Click the Company Preferences tab.
5.   Click Pay Stub and Voucher Printing.
6.   Check the Vacation used and vacation available and Sick used and sick available boxes.
7.   Click OK.
8.   Click OK again.

I’ve added this article in case you need additional information about setting up sick and vacation pay in QuickBooks Desktop: https://community.intuit.com/articles/1436940

Feel free to stay in touch with me if there’s anything else you need.

AliciaRoy

Level 1

Hi klingerson,

I'm here to help you set up your employee's time off.

If you're using QuickBooks Online, you can do so by following these steps:

Choose Employees on the left navigation panel, and click on the employee's name.
Go to the Pay section and click the Pencil icon to edit.
Locate Item 3, and click the Pencil icon next to Additional pay types.
Here you'll see both Sick Pay and Vacation Pay, where you can select policies from the drop down menu. If you need to, you can add New vacation/sick pay.
Once you've finished filling out the information, make sure you click Done.

Next time you run payroll, you'll see the option to enter vacation/sick hours. This is typically done as you're running payroll, however you can edit a processed direct deposit paycheck from your most recent payroll. Any changes will be made with a payroll correction on the employee's next paycheck(s): https://community.intuit.com/articles/1436553.

If you're using QuickBooks Desktop, the following article has information on vacation and sick time off: https://community.intuit.com/articles/1436940.

Please let me know if you have any further questions. I'm always happy to lend a hand.

K

KimM

New Member

Hi Alicia - Our company accrues vacation and sick time at the employees anniversary date. ie: after one year of employment they earn 5 days, etc. How can I set up QB to track this? I have used QB for many years but have never figured this out and I would really like for the vaction & sick time to show correctly on their pay stub. Any advice would be appreciated!

J

JoMoWy

Hi there, @KimM,

I’m happy to help set up QuickBooks to automatically accrue vacation and sick time every anniversary date.

Here’s how:

1.   Click the Employees menu.
2.   Select Employee Center.
3.   Double-click the employee’s name.
4.   Click the Payroll Info tab.
5.   Click the Sick/Vacation button.
6.   Fill out the necessary information.
7.   Enter the Begin accruing sick time on and Begin accruing vacation time on dates.
8.   Click OK.
9.   Click OK again.

To ensure the vacation and sick time appears on the pay stubs, here are the steps:

1.   Click the Edit menu.
2.   Select Preferences.
3.   Click Payroll and Employees.
4.   Click the Company Preferences tab.
5.   Click Pay Stub and Voucher Printing.
6.   Check the Vacation used and vacation available and Sick used and sick available boxes.
7.   Click OK.
8.   Click OK again.

I’ve added this article in case you need additional information about setting up sick and vacation pay in QuickBooks Desktop: https://community.intuit.com/articles/1436940

Feel free to stay in touch with me if there’s anything else you need.

My question is, what do I put for "Begin Accruing Sick/Vacation time on: ??" Should this be the employee's date of hire or should it be changed every year to the next anniversary date? Our company's situation is: employees receive 40 hours of sick time every year on their anniversary date. They are "use them or lose them" so they are not carried over to the next hire date anniversary year. Vacation is different. Employees receive 80 hours their 1st year, and an addition 8 hours of vacation each subsequent year until they earn a total of 120 hours/3 weeks vacation/year. I have treated employees as if they earned their total hours of vacation on their hire date anniversary. I have allowed employees to carry over vacation time they haven't used from previous years - hence my question about what do I put for Begin Accruing Vacation/Sick time - hire date year or current hire date anniversary. Can Quickbooks track what I need it to do? I would love to show employees their sick and vacation time on their paystubs but I've shut that off as I didn't know how to set up and show their vacation time correctly.

PS I would like to send you employee vacation report files but I didn't know if they would be seen by the public. I don't want our company name or employees names on this discussion for the public to see.

N

nlamie

My QB seems to have a mind of its own. I think I've done all the appropriate set up. Looking at payroll report today though none of the used PTO is showing up. Looks like everyone has lots of available PTO which I know is not the case. Any suggestions?

IamjuViel

Level 8

Hello there, @nlamie.

The Paid Time Off List displays your employees sick and vacation time or paid time off balances. Let me walk you through in generating this list.

Here’s how:

Go to the Reports menu.
Choose Employees and Payroll.
Select the Paid Time Off List.

You can also run the Payroll Item Detail report to see the used paid time off in a given time frame.

For further insights, you may check these articles:

Keep in touch with me if you have other questions about managing your employee’s payroll information. I’m always here to help.

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