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Level 1

Setting up Vacation In Quickbooks Desktop Pro 2018

I have used Quickbooks for the past 8 years and have never successfully set the vacation pay so that it works correctly. I have received different answers from Quickbooks Support and am feeling a bit frustrated. I have a staff of 20 employees that I am tracking vacation time in an Excel spreadsheet.  This is neither efficient or correct. Hopefully someone can point me in the right direction. On our business, employees:

  • earn 70 hours of vacation pay after they have reached their 1 year anniversary date.
  • they have 12 months to use those 70 hours. If any remain after 12 months, they will be paid for the unused hours.
  • I would prefer if their check says they have 0 hours of vacation time available during their first year. On the first payrun after their anniversary date, it should say 70 hours available.
  • After 5 years, they earn an additonal 10 hours per year up to a max of 140 hours. 
2 Comments
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Level 15

Setting up Vacation In Quickbooks Desktop Pro 2018

Let's review some Basics that covers everything you need to know and use:

 

You can Edit and Set any employee's values right now. Use Excel to update them to Current.

 

You can Set up the "employee default" to match how new employees start. Then, when you Add an employee, you select how it applies to that person. Example: Everyone starts with 70 hours but not on the hire date. In the Employee Default, this is "beginning of the year." Then, when you add me as a new hire, you see a New Field, for Year Begins On. Set that for my Anniversary date. Since your people already exist, Edit each and fix the data there. New employees are copying the Employee Default for the basic settings that apply; that' why you use it.

 

You get to set if this is Increased per paycheck, per hour, or pear Year (anniversary date). If anniversary date is only used the First time, then you obviously need to edit and Modify the employees for getting them on track as applies in the second year they work for you, once they get their initial 70 hours populated from the initial setting. The program cannot automate Variable conditions.

 

I also institute as "use it or be paid for it" at year end. You do that by confirming before year end, for who has time to be paid on the final paycheck of the year. The System won't do this for you. Run reports and monitor this.

 

Their paystub will not show any time available, if there is no time seen when you Edit the name. In your example, that means all through the first year they work for you = 0.

 

Any time a person qualifies for the next tier, edit the name and Change the hours and/or the computation, as required to make them on track with their new qualification.

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Anonymous
Not applicable

Setting up Vacation In Quickbooks Desktop Pro 2018

To add to what qbteach wrote, you can set up QB to accrue the right amounts at the right times,  automatically.  You can use a report to help with your other needs.  I'm not sure why support was unable to help.

 

RE: On our business, employees:

  • earn 70 hours of vacation pay after they have reached their 1 year anniversary date.

Do you mean in a lump sum?  If so, you can do this by setting up the employee 'year begins on' to be their hire day of the year, the accrual to beginning of  year, and the hours accrued 70.

 

  • they have 12 months to use those 70 hours. If any remain after 12 months, they will be paid for the unused hours.

This you can do by adding vacation hours to their anniversary check.  QB won't do it automatically, but you can create a report of employees and hire dates to remind you do to it.

 

  • I would prefer if their check says they have 0 hours of vacation time available during their first year. On the first payrun after their anniversary date, it should say 70 hours available.

That's just what QB will do given the set up described above.

 

  • After 5 years, they earn an additonal 10 hours per year up to a max of 140 hours. 

QB won't update the accrual automatically, but again, a report of employees with hire dates can help.  Change the accrual rate as you consider paying out their remaining vacation before their anniversary date.

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