Import employees PTO Time-off to QuickBooks Desktop

Hi Rahul.

Allow me to share with you some information about tracking your employees' time off, vacation, and sick pay.

Time off, vacation, and sick leave need to be set up from the employees' profile. Thus, you have to set and track time off in QuickBooks Desktop manually.

Here's how to set up time off in payroll:

1. Go to the Lists, then Payroll Item List.
2. Tap on the Payroll Item dropdown, then New.
3. Click on Custom Setup, then Next.
4. Select Wage, then Next.
5. Choose Annual Salary or Hourly Wages, then Next.
6. Select Sick or Vacation Pay, then Next.
7. Enter a name for the item, then Next. If you use the time off you can rename this item to TO.
8. Choose the expense account you want for the item, then Finish.

And, here's how you can add paid or unpaid time off and adjust your time off policy.

I'm also adding this link for more tips while working with QuickBooks or payroll in the future: QuickBooks help articles, video tutorials, and more.

If you have any other follow-up questions about importing IIF files and PTO, let me know by adding a comment below. I'm always here to provide additional assistance. Keep safe!

Thanks for the reply.

I got your point my only concern is: assume I configured all PTO, Sick leave, Time-off types for employees under QB Desktop. How can add a future entry for employee time-off, sick leave requests?

Ex: John requested vacation leave for the coming week, how can I add an entry in QB Desktop?

Is there any solution available like I can import IIF files with those date entries with payroll item and amount(hours)?

Thanks for the reply.

Assume I configured all PTO, vacation, Time-off, sick leave under QB Desktop for all employees. Now, how can I add an entry for employees for any specific date?

Ex: John requested vacation leave for the coming week, what is the method to add those entries in QB Desktop, I need to update manually with payroll item, date, and amount(hours) or there is an option available using the IIF file I can import with payroll-item, date, amount, etc.?

Thanks for coming back, rahuldadhich.

The option to add a future entry for employee time-off, sick leave requests in QuickBooks is unavailable. What we can do is put your employees’ sick and vacation time on their paycheck. Here's how:

1. Open the Preview Paycheck window when creating a paycheck.
2. In the Earnings section, go to the Item Name column, and from the dropdown, choose the sick or vacation item you created.
3. For hourly employees, enter an hourly rate in the Rate column and the number of hours in the Hours column. If the time will be "unpaid," then set the rate to 0.
4. For salaried employees, enter the number of hours worked next to the regular salary earnings item in the Hours column and the number of hours paid for sick/vacation time next to the sick/vacation salary earning item in the Hours column. QuickBooks will divide the salary rate accordingly once the correct number of hours are entered.
5. Continue to create paychecks.

For further insights, you may check these articles:

• Report an employee’s vacation and sick time used, available, accrued, and limits
• Set up and pay sick and vacation time

On the other hand, the option to option to import payroll-item, date, and amount using Intuit Interchange Format (.IIF) files is unavailable. To learn more on what are the things you do with IUF files, see the Tasks you can do with IIF files article. You'll want to check for a third-party application that can help you import IIF files with those date entries with payroll item and amount(hours) in QucikBooks. You can check out the apps that are compatible with QuickBooks at this link: https://desktop.apps.com/home. Any questions about integrating the app into your software are best handled by the third-party app provider.

To keep updated with any upcoming QuickBooks updates and enhancements, feel free to visit these blogs:

• QuickBooks Resource Center
• The QuickBooks Blog

I'll be right here to continue helping if you have any other concerns or questions about QuickBooks. Assistance is just a post away.

We are already using IIF files to import the hourly employee's time-tracking hours(amount) to QB Desktop and working fine for us.

The sample IIF file attached.

We just want to import PTO using the IIF also payroll items: Admin Sick Pay, Admin Vacation Pay, etc.

Hi there, is there a way to import annual leave/sick leave accruals into QB Time from Xero?

Seems my imports are working programs don't talk to each other.

Thanks

Kelly 

Thanks for joining in the thread, Build2-Kelly.

I understand how important it is for your business to import data to avoid errors caused by manual entries. I'll share some information about importing data from Xero to QuickBooks Time.

The option to import annual/sick leave accruals from Zero to QuickBooks Time is unavailable. These are the following data you can import from Xero:

• Customer/Contact.
• Inventory items.
• Categories.

What you can do is set up time off and accrual. Then, you can allocate it to individuals or the entire team. Please ensure that the time off feature is enabled.

Here's how:

1. Go to Company Settings, then Time Options
2. Click Time Off.
3. Select Administrators and Managers. We recommend keeping this enabled even if you're not yet tracking time off.
4. Choose which days entry is allowed.
5. (Optional) Select All Team Members.
6. (Optional) Click Approval Required.
7. (Optional) Select Allow managers to edit team members’ time off ledgers.

Once it's turned on, you can now set up time off codes. I'll show you how.

1. Go to Feature Add-ons, then Time Off Codes. 
2. Select Add New.
3. Enter the name of the Time Off code and choose whether it is a Paid or Unpaid code.
4. To assign the code to team members, choose Assign to Individuals or Groups. 
5. Make your selections and hit Save.

For more details, you can read the following articles below:

• Set up and Manage Time Off in QuickBooks Time
• Set up and configure time-off accruals in QuickBooks Time

Do you need help in managing team members? If so, check out this resource to learn how to do it: Add and manage team members in QuickBooks Time.

Stay in touch with us if you have further questions about importing data or setting up time off. We're always here to help you.