UNPAID time off - Desktop version

Add a new payroll item whose rate is zero. Add that payroll item to each employee's pay data edit. Then when you run payroll you should be able to add hours at zero pay for Unpaid Time Off

I did that,  but then it shows as hours worked.  ( I realize it is at zero pay )  I guess I was just hoping to track it without it showing up on their checks, and on the report of hours reports.

Did you ever get a solution to the problem? I am like you and do not want the hours to show in QB as much as just tracking it in T-Sheets, but when I did my sync, it tried to pay the unpaid hours. It would confuse the employees if "unpaid" hours were listed on their paystub. Please share the resolution to this, if you know it. Thank you!

Thanks for joining this conversation, @mkurtz.

To remove the unpaid hours in your employees' paystubs, all you need to do is to uncheck the Vacation used and vacation available, and Sick used and sick available in the Preferences.

Here's how:

1. In QuickBooks Desktop (QBDT), go to the Edit menu at the top to get to the Preferences. 
2. Select the Payroll & Employees menu at the left pane and proceed to the Company Preferences tab.
3. Tick Pay Stub & Voucher Printing in the Set Preferences For section. 
4. In the On Paycheck Vouchers And Pay Stubs, Print section, remove the checkmark on Vacation used and vacation available, and Sick used and sick available.
5. Hit OK to save. 

If you want to know more about customizing pay stubs in QBDT, I highly suggest checking out this article: Customize a paycheck layout or pay stub.

After you run your payroll, you can use reports to review each detail entered into the system. Refer to this article for future reference: Customize payroll and employee reports.

Please let me know if you have any other issues or concerns by leaving a comment in this thread. I'm always here to help. Have a good one!

I need to know if the set-up error is in QB or in TS. When we entered "Unpaid Hours" in an employee's timesheet thru TS, it used those hours as PAID when it synced to QB. 

If the error is somewhere in QB, please tell me how to fix. If the error is in TS, I will contact them again to see if I can get some help. Thank you!

Hello @mkurtz, thanks for clarifying!

TSheets is set up so that hours tracked/labeled as Unpaid Time ff will not export over to QuickBooks, and won't appear in your payroll or on paystubs.

To make sure that your account is set up properly with Unpaid Time Off let's take a look at your TSheets account and see if your Time Off Settings are for Paid or Unpaid:

• Login to your TSheets account
• Select Feature Add-ons in the main navigation
• Select Time Off Codes
• There will be 2 Categories;
  • Time Off (paid)
  • Unpaid Time Off

You will want to see if the Time Off Code you are using for Unpaid time is listed under Unpaid Time Off.

If it isn't you will need to delete it:

• Click the Trashcan Icon to the right
• Then recreate the Time Off Code and make sure it is created as Unpaid
  • You can find the step-by-step guide + a video on how to create Time Off Codes HERE.

I hope this helps and if you are able to get the results you expect in QuickBooks, I'd love to hear!

Neither of these solutions are valid.  Neither will work. We have tried many. It would be great if someone did figure this out.

1) Changing the paystub preferences is not an option if you want to display Paid Time Off; doing the above eliminates all time off from paystubs.

2) THERE IS NO WAY TO SYNC TIME WITH TSHEETS AND NOT SYNC JUST THE "UNPAID TIME OFF" PAYROLL ITEM. TSheets will sync all payroll items, you can't tell it to exclude some and not others. And, if it is UNMAPPED to a QB Payroll Item it will default to another payroll item. 

This is not a workable solution.  TSheets will sync ALL payroll items and if you have Unpaid Time Off set up in TSheets and NOT in QB, it will default to another payroll item unless you map it.  And what are you going to map it to? You would need to set up an Unpaid Time Off payroll item in QB...and we are back at the beginning of this thread.

Unfortunately TSheets is set up for ALL hours to sync to QuickBooks, regardless of if they are paid or unpaid. This has been a problem for us, as the unpaid hours must then be manually deleted once they are in QuickBooks to avoid them going into the paychecks and inadvertently being paid. We prefer not to create an unpaid time off payroll item in QuickBooks, as we have no need to track unpaid hours, and we do not want unpaid hours showing on paystubs.

I have brought this up with the TSheets help team multiple times over the phone, and have never found a good way around the problem. We do like the Time Off feature in TSheets, but have no need or desire to track unpaid time. The Time Off feature would be more useful if users could request full days off, or request by time of day (e.g. off from 2pm-11:59pm, to leave work early). The number of 'hours' requested for an unpaid day off is irrelevant and sets us up for messy reports and costly errors.

That's great about taking it off the pay stub, but what about tracking job hours?  The previous poster said that it tracks it as hours worked. We put which jobs the hours belonged to.  Is there a solution for this?

Thanks for joining this thread, @BMills.

We can check the set up on your Tsheets account so the information you'd not want to include will not show up.

Let's follow the steps provided by my colleague @sberti, which is the following:

1. Login to your TSheets account
2. Select Feature Add-ons in the main navigation.
3. Select Time Off Codes.
4. There will be 2 Categories:

• • Time Off (paid)
  • Unpaid Time Off

Check if the Time Off Code you are using for Unpaid time is listed under Unpaid Time Off.

If not, you'll need to delete it, here's how:

1. Click the Trashcan icon.
2. Recreate the Time Off Code and make sure it is created as Unpaid.

For more information about creating time Off codes, see this link: Set up and Manage Time Off in TSheets.

Here's also some resource for guidance about TSheets and QuickBooks integration:

• Integrate TSheets and QuickBooks Desktop using Web Connector
• Map QuickBooks payroll items

Stay in touch if there's anything else I can help you with about your QuickBooks account. I'll be happy to help you out. Take care.

Aloha all,

Does anyone know if this issue has yet to be resolved? I am having this same syncing issue (the unpaid time off recorded in QB Time comes into payroll at the employee's hourly rate). This is a large client of mine and manually searching for the unpaid time off to delete the entries in QB Desktop when you have 100+ employees is just asking for someone to be accidentally paid. I also do not want to track the unpaid time off in payroll, but I don't want to tell the client that they cannot use the feature in QB Time, I hate telling people no, and seeing as how they pay so much for the product, I really hate telling them no!

Hoping to see a solution soon!

Good morning, @Christyn Sanchez. Welcome to the Community and thank you for coming to this post for help.

What you're describing sounds like a mapping issue. If certain hours aren't mapped in QuickBooks Time, they export into QuickBooks Desktop as regular hours. Although there isn't a way to keep unpaid time from exporting to QuickBooks Desktop, it should be exporting with a $0 pay rate. I'll have you check a few things.

1. In QuickBooks Desktop, check if you have a pay item created for unpaid time off. If not, create one and then sync QB Desktop and QB Time.
2. Next, log in to QuickBooks Time.
3. In the top right corner, select QuickBooks, then Preferences.
4. Select the Payroll Item Mapping Tool.
5. On the Employee Map tab, click an employee's name to expand.
6. In the unpaid time off column, select that zero dollar payroll item you created. Selections are saved automatically.

Now with those hours mapped, they should export with the correct dollar amount. Here's a video on payroll item mapping so you have a visual: Payroll Item Mapping By Employee.

If you have any more questions, please reply to this post. We're all eager to help!

I know this is an old message but I have the same issue of wanting to track days where an employee calls in sick or takes the day off, even though they do not get paid for it. What worked for me, so far anyway, is to enter a "unpaid sick time" item in payroll items and then I go into the weekly timesheet and enter the unpaid sick item and enter a 0 for the day missed. It doesn't show on the check as hours worked and I have a record of all days missed due to sick or vacation. I don't care how many hours they missed, because we don't accrue for pay for time off. The down side is that because it is a 0 for hours worked, I have not found how to run a report to show it, but if I'm not sure about a day that was missed I can go back to the weekly pay window and and just scroll forward and back to see what days were missed due to sick or vacation. We also don't have many employees so, for now, it works for me.