@Bookkeepingisfun  RE: For example, lets say Bob takes a week off, and uses his 40 hours of vacation, if you go into QB and create a paycheck for 40 hrs of vacation pay, it WILL auto-accrue vacation and sick time.

It's actually quite normal for salaried employees to accrue sick/vacation time when taking sick/vacation time. Every job I've ever had did that.

However, you can configure QuickBooks so it doesn't do that. To so that, go to Edit | Preferences | Payroll & Employees | Company Preferences | Sick and Vacation and then at the bottom of the window under the heading "Do not accrue employee sick and vacation hours for:" check the option labeled Sick and Vacation hours paid.

Yep, that’s how I have mine setup but unfortunately it does not solve the problem. Quickbooks failed to fix it. They have a glitch and I don’t know if they even realize it.  I have to track it manually and often make corrections. If you depend on quickbooks, you are probably over paying employees sick and vacation hours depending on your setup. My issue is with sick only since my vacation doesn’t stop accruing. Sick time is 2 mins per hour as required by state law so it maxes out fairly quick. 

Yep that is my exact setup but unfortunately it is far from perfect. I think quickbooks doesn’t even recognize the problem. I track it manually and often find mistakes. If you are solely depending on quickbooks the chances are you are overpaying PTO. My issue is only with sick time since my vacation is always accruing. AZ requires 2 mins of sick time per hour worked so it maxes out after few months. If you look at quickbooks definition of max hours per year “the total hours someone can save in one year. Once they accrue this maximum, they won’t accrue anymore until the next year”. Seems like the issue when someone uses some sick hours before reaching the max. QB doesn’t subtract that from the total. (Assume 40 hours total and at 32, employee uses 24 (8 left). QB should now only accrue to 16 but it doesn’t, it keeps going until 40). 

Oh nice! Thanks for that tidbit,  didn't realize that was added into preferences finally. 

I have never in 20 years worked for a company that allows employees to accrue vacation or sick time on

paid-out sick or vacation time,  as part of their company policy. But I live in an area that is mostly all small business (and that is what i specialize in) They skip all the benefits they legally can, that I see large corporations tend to offer for employee retention. 

Agreed. I have always had to track sick and vacation time separatedly to be on safe side. The only time I have seen it work perfectly, is if you work for a company that doesn't use the "accrual system". they just up front give the employees the min amount of sick time required by your state and move on. 

I've had this issue for so many years, using a separate Excel sheet to track the vacation accrual maxes for over 200 employees.  After reading this thread, I think we can all agree we're not going to get any help from QB.  What about this workaround?  Change the name of sick to PTO, and the name of vacation to sick that way you can set the accrual setting to max hours allowed to accrue in one year.  Most of our employees are PTO only (and not sick), so I'm just going to track the sick time manually.

Wondering if anyone has found a solution to getting Quickbooks and the Time app to calculate PTO the same way? I've spent hours manually adjusting employees PTO and I'm sick of it! All of my employees are set up under the exact same PTO policy, but some accrue accurately, while others are off by varying amounts. There is no consistency that I can find!

Hi there, angelacc76.

Can you tell us more details about the differences in accrual between the Time app and QuickBooks? We just need more details to make sure we give you the right information and steps to sort this out.

Please add a reply below to share more details. We look forward to it. 

Each pay period I have to match up each employee's PTO in QB vs Tsheets. Each time, about 75% of them don't match up. Sometimes it's only off by a few minutes, sometimes a whole hour. There seems to be no pattern. I only have one type of Sick Leave, and it's applied to all of my employees. So I'm quite certain it's not an error in the set up.

Thanks for the additional details, angelacc76.

We'd really want to make sure that the accrual is the same for both programs.

Since you already made sure the setup is correct, I would recommend reaching out to QuickBooks Time and payroll support teams. They can take a closer look at this to determine what's causing the difference to prevent this from happening again.

Go to these articles to get their contact details:

• Contact QuickBooks Time support
• Contact Payroll Support

Feel free to check out these articles as well for additional information about tracking time off:

• Set Up and Configure Time off Accruals in QuickBooks Time 
• Set Up and Manage Time Off in QuickBooks Time 

The Community is always here if you need anything else. 

I am having the same issue. I use desktop & QB time. The balances never match, I have reviewed settings and I am unable to get a reply as to what is causing this. One rep. mentioned switching to online may be an answer due to online may integrate better with QB time?? Any help would be appreciated. 

Let me point you in the right direction for help, board.

Sorting out your concern with the balances for both programs is my priority. This will help you to avoid messing up your records in QuickBooks Desktop (QBDT) and Time. Thus, I suggest contacting our Technical Support for both products.

Doing so will allow our support to check the root cause of the issue and provide fixes in no time. You may want to reach out by following the steps below:

1. From your QuickBooks Desktop account, click the Help menu at the top.
2. Click the QuickBooks Desktop Help menu and select Contact Us.
3. Provide some information about this concern in the search box, then select Continue.
4. Sign in to your Intuit account and tap Continue. Afterward, select Continue with my account.
5. Please enter the code that will be sent to your via email and select Continue.
6. From there, select how you want to connect with us. It’s either to chat with us or Have us call you.

On the other hand, you can refer to this link and click the Contact Us button. This will route you to fill out some information about the product you are using and enter a brief description of your concern. Then, please choose a way to connect with us: Contact Payroll Support.

Keep us posted about this matter and will get back to you as soon as we can. Stay safe!

QB Fix this issue and stop telling customers to contact you through the same old method.  WE HAVE ALL DONE THIS OVER AND OVER AND OVER AND OVER!