used sick time is not deducted from total

Let me share some insights about sick time not deducting from the previous total, @peaktsinc.

The sick/vacation time may not accrue on your employees' paycheck or not being taken from the previous total if:

• You have incorrect payroll items.
• The sick/vacation setup of the employee is incorrect.
• The Do not accrue sick/vacation pay box is checked
• Your employee has reached the maximum number of hours.

To fix the problem, you may need to:

• Determine how you set up the payroll item
• Check the employee profile
• Clear the "Do not accrue sick/vacation" checkbox

For the detailed instructions for each step, check out this article: Sick and vacation time incorrect or not accruing on paychecks.

Let me know if there's anything you need assistance with. I'm a few clicks away to help. Have a good day!

The issue is not with accrue of sick time, it working fine.  The issue is when sick time is taken, it does not subtract from the available sick time. 

Hello peaktsinc,

We can do some basic troubleshooting steps to identify any data issues within the company file. Before doing so, let's make sure to click on this link to update your QuickBooks Desktop to the latest release as well as the payroll tax table update. Then, follow the steps below to perform the Verify and Rebuild Data:

To Verify, here's how:

1. Go to Window > Close All.
2. Select File > Utilities > Verify Data.

If you encounter any error message, proceed to Rebuild the data here:

1. Go back to File > Utilities > Rebuild Data.
2. You'll be prompted with a warning message to backup your company file, press OK. Backing up your company file is important to ensure you have a secured copy of your company file before any changes are made to it.
3. Choose where you want to save your backup, and then click OK at the bottom of the QuickBooks Desktop Backup window.The Rebuild Data utility starts as soon as the backup is finished.
4. When prompted that "Rebuild has completed", click OK.

You can open this article for more information: Verify and Rebuild Data in QuickBooks Desktop.

Please let me know how it goes. I'll be around to help you some more. Take care.

I ran the Verify data and it looks fine.  What other steps that I can do to fix this issue?

Thanks

Hello there, @peaktsinc.

You can check the sick/vacation should accrue to both hourly and overtime payroll items in QuickBooks.

Here's how:

1. Go to the List menu.
2.  Select the Payroll Item List.
3. Right-click anywhere then pick New.
4. Select Custom Setup then Next.
5. Use Wage then Hourly Wages.
6. On the next page, choose Overtime Pay.
7. Add the description of the item then fill out the Define Overtime page.
8. Choose an Expense account then hit Finish.

Also, you'll want to read this article to learn more about sick and vacation time.

Post again if you have more payroll concerns. I'm here to help you.

Ok I had the same issue, but just with one EE.

I noticed the accrual rate in the employee file was wrong. 1 hour for every 30, should be .03333

but the employee has 2.0333. Once I fixed it the calc was fixed on the paycheck detail.

Weird but fixed...

Good to hear from you again, @LB2020.

Thank you for sharing that your employee's accrual rate is fixed. I also appreciate your taking the time to post this and letting me know that the issue got resolved.

As always, Community is full of experts possessing knowledge in all facets of QuickBooks, so please reach out to us here if there's anything you need. We're always happy to help you along your road to victory. Wishing you and your business continued success!

What happens if this issue occurred over a period of years? Who is at fault if there is an overdraft in hours because of this? 

We don't want you to wait years for sick time to be overdraft, Ihaveaquestion.

There's a possibility that the sick pay item is incorrectly set up on the list. And, that's why the sick leave isn't deducted from the available sick hours.

You need to determine how you enter the payroll item. Let me show you how:
 

1. Go to the Lists menu, then Payroll Item List.
2. On the Payroll Item List, double-click the item used to pay the sick leave.
3. On the Edit payroll item window, verify the type of payroll item used.
4. If it’s incorrect, use a different one or create a new payroll item.
5. Vacation only accrues on regular pay items such as hourly wages or salary, it does not accrue on bonus items or any additional items.
    

After making some corrections, you can also check the employee profile. Here's how:
 

1. Go to the Employees menu, then Employee Center.
2. Double-click the employee name to open the profile.
3. On the Edit Employee screen, go to the Payroll Info tab.
4. Select Sick/Vacation, then verify and adjust the following data as needed:
   • Sick and vacation hours available
   • Hours used in the year
   • Accrual period
   • Hours accrued is entered
   • Maximum number of hours
   • Reset hours each year
   • Start date of the accrual.
      

Check out again this link for additional information: Set up and track time off in payroll.

If the accrual affects your employees' vacation and sick pay, I recommend contacting our QuickBooks Desktop Payroll Team. They can correct your payroll so you have accurate records.

Let me know if you have follow-up questions concerning payroll. I'll be around until you're able to fix the sick time pay.

This issue has been fixed but went unnoticed for years. Employees thought they had so many hours available but they actually did not. This caused employees to use more sick/vacation hours than allowed. Is the employee responsible for paying back the wages received from these overdrafted hours? Or is this considered a Quickbooks/user error? Who is responsible? 

Hello there, @Questionsquestions.

I see that you've posted a similar question and it seems that my colleague, @JonpriL already answered your concern. You can check it out here for more information.

I've also added this resource to further guide you in tracking time off, vacation, and sick pay for your employees in QuickBooks Desktop (QBDT) Payroll: Set up and track time off in payroll.

If there's anything else that you need help with, you can always get back to the Community, and we'll assist you further. Have a nice day.

I have same issue. Vacation/PTO tracks properly - hours used are deducted from available balance. The issue is with Sick pay. There's a disconnect between the payroll item I use for Sick Pay (we call it Wellness) and the tracking of same. How do I instruct QB to track Wellness to Sick Pay so that when Wellness hours are used, the Sick balance gets reduced?

Hello, @Tricia28. 

Thanks for following the thread and sharing your concerns here in the QuickBooks Community. 

It sounds like your current payroll item isn't working for you. In this case, you'd want to create a new sick pay payroll item and name it Wellness. You'd want to use that new payroll item in the future, so the sick balance gets reduced upon using the hours. I've included some steps to create a new payroll item for sick pay below. 

1. Select Lists, then Payroll Item List.
2. Click on the Payroll Item dropdown, then New.
3. Hit Custom Setup, then Next.
4. Tap on Wage, then Next.
5. Select Annual Salary or Hourly Wages, then Next.
6. Choose Sick Pay, then Next.
7. Enter a name for the item, such as Wellness, then click Next. 
8. Choose the expense account you want for the item, then Finish.

You'll also want to ensure your policy is set correctly from your preferences. Here's how you can make adjustments:

1. Select Edit, then Preferences.
2. Click Payroll & Employees, then go to the Company Preferences tab.
3. Tap on Sick and Vacation.
4. Fill in the defaults you want to set up. Please Note: Make sure to check the Do not accrue boxes at the bottom if you don't want time accrued when paying sick/vacation/overtime.

For additional details about this process, check out the help article my colleague has shared above: Set up and track time off in payroll.

Please let me know if you have any questions or concerns. I'm always here to lend a hand. Take care! 

I'm having the opposite problem.  Sick time is being deducted when it should NOT be.  I've tried to see the "wage" and the "sick/vacation/regular/OT" section of an established payroll item,, but it doesn't show!  How can I find it to correct it?

Hi, EStepp.

You may have added sick time as one of your employees' deductions. To verify this one, you can review the employee's profile. 

Let me guide you how: 

1. From the Payroll tab, select Employees.
2. Select the employee's name.
3. Click the edit (pencil) icon on the Pay section.
4. Go to the Does (employee's name) have any deduction? field.
5. Review their deduction.

If the item is not included as one of their deductions, you can delete it by clicking the trash bin icon.

If you've created a paycheck manually, you can delete and recreate it.

Here's how to delete:

1. Go to the Workers menu, then choose Employees.
2. Select Paycheck List below Run Payroll.
3. Change the date range, then select the paychecks you want to delete.
4. Click Delete.
5. Select Delete Paycheck. 

On the other hand, deleting payroll made through direct deposit checks isn't an option. With that, I'd recommend contacting our Payroll Care team for further payroll correction assistance. 

After that, you may now recreate the paycheck and enter all the information correctly. 

I'll be around if there's anything that I can help with. Keep safe!

Everyone's sick / vacation time deducts as it should except for one employee. I have been through all their payroll items as well as the company payroll items. His payroll is set up like all the others. I would like to check the detail on the items in the payroll but when I select "edit payroll item" I am taken to a screen with "Name used in paychecks and payroll reports" the name is correct. I move to the next screen "Expense account", which is correct. How can I see the set up details of that payroll item? Any other ideas why one is not deducting but all the rest are? His payroll info sick/vacation information is set up the same as the other employees. I have to go in and adjust his sick/vacation time every time he uses sick/vacation time in order to get it to show up on his paycheck correctly.

You got me now, @Maria64. I have some troubleshooting steps that will help you sort things out.

You're on the right track in viewing the setup of your payroll items in QuickBooks Desktop (QBDT). Since you've already checked it and everything is good, we can fix the issue you've encountered with your employee by re-sorting the list. This process helps you with your lists in QuickBooks Desktop.

Here's how:

1. At the top menu, choose Edit, then select Find.
2. Go to the Advanced tab.
3. On the Filter list, select Name.
4. Select the Name dropdown, then press Ctrl+L on your keyboard.
5. Tick the Include Inactive checkbox. If it's grayed out, there are no inactive names.
6. Choose the Name dropdown, then select Re-sort List.
7. Hit OK, then close and reopen your company file.

You can go to the From the Find window steps in this article to learn about resorting to employee:  Re-sort lists in QuickBooks Desktop.

After that, you'll want to create a new employee with the same information as the one that doesn't deduct the payroll item, then merge it with the existing one.

Please refer to this article for further details on merging your employee: Merge list entries in QuickBooks Desktop.

Additionally, check this article for future reference: Run payroll reports. It includes steps to run, print, and customize payroll reports in QuickBooks Desktop Payroll.

Keep me posted if you have any other payroll concerns in QuickBooks. I'll be around. Take care always!

My payroll items were "Student Dir Salary", "Student Dir Personal/Sick", "Student Dir Vacation". I went in and made 3 new payroll items, but with an "s" on the end of "Student" in each one. I just ran an unscheduled payroll for this person to verify this worked and it is now deducting the personal/sick and vacation time accordingly using the 3 "new" items.

Did you ever figure out this issue? I am having the same problem and can't find a resolution to it anywhere!

Thanks for joining the thread, @DenimJean.

I can provide some insights to help resolve sick time not being deducted from the total. 

First, I recommend reviewing the payroll item and checking if it's a sick pay item.

1. Select Lists, then Payroll Item List.
2. Click on the sick pay payroll item at issue.
3. Check on the top of the window if it's a sick pay payroll item. 

If it isn't a sick pay payroll item, you will need to create a new one and give it a unique name. Going forward, make sure that you use this new payroll item whenever an employee takes sick leave. This will ensure that their sick leave balance is accurately reduced. Here's how you can achieve this:

1. Select Lists, then Payroll Item List.
2. Click on the Payroll Item dropdown, then New.
3. Hit Custom Setup, then Next.
4. Tap on Wage, then Next.
5. Select Annual Salary or Hourly Wages, then Next.
6. Choose Sick Pay, then Next.
7. Enter a custom name for the item then click Next. 
8. Choose the expense account you want for the item, then Finish.

Next, once you have done this, ensure that you assign the item to the relevant employee. If you have already created paychecks, you will need to correct the items within them.

After resolving this issue, I'm adding this article as an additional reference to running payroll reports for obtaining employee information prior to running payroll: Learn about reports to use to enter prior payroll.

Let us know if you need further assistance about the sick pay payroll item setup in QBDT. We'll do our best to assist. Take care.