Vacation time not calculating correctly on paystubs

Jlor23 · ‎June 19, 2024

Hello,
In QuickBooks Enterprise Solutions 23. I am having an issue where vacation time is calculating correctly in the employee center but is showing differently on paystubs when they are printed.

An employee that is set up to accrue 120 hours of vacation every year with no carry over has used all of their vacation time. This shows accurately in "Sick and Vacation for [employee name]" section of the "Edit Employee" window. However, when their paystub is printed it states that they have used only 95 hours of vacation, and that they have 34 hours available to use. I have checked every employee individually, and each of them are set up correctly including this employee. Other employees in similar situations accurately show their correct vacation time on their paystubs.

What is the issue here and, how do I fix it?

BigRedConsulting

@Jlor23 Verify and Rebuild won't impact the sick and vacation section. There's essentially nothing there it can detect as an issue or fix. Which @JuliaMikkaelaQ and @Nicole_N should know.

Note that the balances on the employee record are used like a template. When you create a paycheck, that template is used as a starting point, then calculations are done, then values are written to the new paycheck and the employee record is updated. But, at the same time, there is no connect between the employee record and the new paycheck once the payroll process is finished. Which @JuliaMikkaelaQ and @Nicole_N should know.

So, after creating a paycheck, if the employee is edited and the numbers changed, in most cases those updates won't appear on the paycheck. Could this be what happened in your case?

View solution in original post

Nicole_N

Hi, @Jlor23, I appreciate the detailed information. You may have some data damage in your company file, specifically in the employee area. To fix this, we can run the Verify and Rebuild tool and ensure the vacation time will be calculated on your employee's paystubs accurately. Let me guide you through the process.

The Verify tool will scan the file and find any damage in it and the Rebuild tool will fix it. To verify your company data in QuickBooks Desktop, follow these steps:

Close all windows by clicking on Window and then selecting Close All.
Click on File and select Utilities.
Select Verify Data. After doing so, you will see one of the following messages:

QuickBooks detected no problems with your data - This means your data is clean and you don't need to do anything else.
An error message - If you receive an error message, search for it on the QuickBooks Desktop support site to learn how to fix it.
Your data has lost integrity - This message indicates that data damage was found in the file. To fix it, you'll need to rebuild your data.

To rebuild your company file data, follow these steps:

Click on File, then Utilities, and select Rebuild Data.
QuickBooks will ask you to make a backup before rebuilding your company file. Click on OK.
Select where you want to save your backup and click on OK. Make sure not to replace another backup file. Enter a new name in File name and Save.
Click on OK when you see the message Rebuild has completed.
Go back to the File menu, select Utilities then select Verify Data to check for additional damage.

If the verification finds more damage, you'll need to fix it manually. Search for the error(s) in the qbwin.log on the QuickBooks Desktop support site for help.
If you can't find a solution, you can restore a recent backup. Go to File, then select Open or Restore Company.

Moreover, if you want to create a personalized report for your employees' vacation and sick time, check out this resource for a complete guide: Create a Sick and Vacation report for employees.

Reply below if you have other concerns about your employees' sick and vacation time off on their paychecks/paystubs, @Jlor23. I'm just a few clicks away to further help you.

Jlor23

QuickBooks detected no problems with my data. However, the information on the paystubs and in the system still show different amounts of vacation used and remaining. How can I manually change information on the paystubs and ensure that there won't be a future problem?

JuliaMikkaelaQ

I'll take this over and provide the next step to fix the issue with the vacation hours not calculating correctly on the paystubs, @Jlor23.

In QuickBooks Desktop, you can manually edit the payroll information by clicking the Paycheck Detail button and reprinting the paystub with the corrected one.

Since the program will follow and depend on the data entered, and it's an unexpected behavior, you can use the QuickBooks Tool hub as another way to fix it. First, you have to download and install the tool before accessing it. Once done, follow this guideline to start fixing the system:

Select the Program Problems menu in the tool hub.
Choose Quick Fix My Program.
Start QuickBooks Desktop, then open your company file.

I'll also attach this for more details about the restoration tool, and there's an alternative option added: Repair your QuickBooks Desktop for Windows.

If the issue persists, our Payroll team is available to lend you a hand and investigate the cause of this issue. Rest assured, they have the necessary devices to initiate a screen-sharing session and formulate a temporary resolution, so this won't happen again.

Here's how:

Go to Help, then select QuickBooks Desktop Help/Contact Us.
Hit Contact Us.
Provide a brief description of your issue, then click Continue.
Sign in to your Intuit account, choose Continue, and then Continue with my account.
Enter the single-use code we'll send to your email, then Continue.
Press Chat with us or Have us call you.

Moreover, there are payroll reports accessible within QuickBooks that show the payroll and employees' information and help you easily picture your business' finances.

By following these, you can have your paystubs with accurate details. Nevertheless, we've always got your back if you have other queries about managing your payroll or paystubs in QuickBooks Desktop, @Jlor23.

BigRedConsulting

@Jlor23 Verify and Rebuild won't impact the sick and vacation section. There's essentially nothing there it can detect as an issue or fix. Which @JuliaMikkaelaQ and @Nicole_N should know.

Note that the balances on the employee record are used like a template. When you create a paycheck, that template is used as a starting point, then calculations are done, then values are written to the new paycheck and the employee record is updated. But, at the same time, there is no connect between the employee record and the new paycheck once the payroll process is finished. Which @JuliaMikkaelaQ and @Nicole_N should know.

So, after creating a paycheck, if the employee is edited and the numbers changed, in most cases those updates won't appear on the paycheck. Could this be what happened in your case?

Jlor23

Yes, that makes sense. I'll mark this issue as resolved next week when I process the next payroll and check if the numbers have fixed themselves.

Thank you.

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Vacation time not calculating correctly on paystubs