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Level 2

Sick Leave

How do I set up Sick Leave? The employee will earn 1 hour of sick leave for every 30 hours worked. Max time is 48 hours. No carry over. Please be specific. Thanks. 

5 Comments 5

Sick Leave

Hello @myingling13,


You can set up your employees' sick and leave hours directly from the Preferences menu. Let me show you how.

  1. Go to Edit.
  2. Select Preferences.
  3. Click Payroll & Employees.
  4. Under Company Preferences, select Sick and Vacation.
  5. On the Accrual period menu, select Every hour on paycheck.
  6. Enter 50 sec on the first field and 48 min on the second one.
  7. Click OK twice.

In addition, here's a screenshot and an article you can read to learn more about how you can set up your employees' sick leave: Sick Pay Maximums.

Lastly, I've also included this helpful article for the steps in creating a paycheck for your employees: Learn how to create paychecks to pay your employees.


If you have any other questions, please let me know in the comments below. I'll be here to help. Stay safe and well!

Level 2

Sick Leave

Changing this in Preference will update all current employees? Or will I have to go into each employee and make the changes? Please be specific. Thank you. 

QuickBooks Team

Sick Leave

Your confusion ends here, @myingling13.


Allow me to fill you in on everything about changing the preferences for sick and vacation time accruals in QuickBooks Desktop (QBDT).


Changes to any company preferences for payroll, like sick accruals, would only apply to new employees. Therefore, the existing employees' preferences wouldn't be changed. You'll want to go through each employee and set their sick accruals individually. Here's how:


  1. Go to the Employees menu, then select Employee Center.
  2. Choose each employee you want to make changes.
  3. Select the Payroll Info tab, then click Sick/Vacation.
  4. In the Sick section, select Every hour on paycheck for Accrual period.
  5. In the Hours Accrued per hour paid field, enter 0.03333.
  6. Enter the maximum amount of sick time allowed in the Maximum number of hours field.
  7. In the Begin accruing sick time on field enter the date you would like to start the accrue.
  8. Then, click OK twice to confirm the changes.

This setup is for 1 hour sick time accrued for every 30 hours worked. Please repeat the same process for the rest of the affected employees.


I'm adding this article for more details: Set up and track time off in payroll.


Just in case you are ready to create a paycheck for your employees, feel free to check out this article for the detailed steps and information: How do I create a paycheck for an employee?


Please know that I'm just a reply away if you need any further assistance setting up that sick leave. Wishing you and your business continued success.

Level 1

Sick Leave

Question on this.  I did this exact set up.     


What my situation is... the employees only get 48 hours for 2021.  If they use sick pay... you don't get more in 2021 only 48 hours. 


QB desktop is allowing once an employee uses sick pay, it will allow it to accumulate back to 48 again.  

So essentially they would get over the MAX 48.


I could take out the amount to accumulate once they got to the 48 and that works.  But for those still accumulating and using at the same time, it is giving them more. 


I hope this makes sense and someone can help. 


Sick Leave

Thanks for joining this thread and sharing detailed information, AudreyCO.


Let me add a few clarifications about the employee's sick pay. 


The sick pay item may have been incorrectly set up on your list. I'm adding a screenshot once the employee reached the maximum limit:



You'll want to review each payroll item used and keep track of the accruals shown on the paycheck. This way, we can correct the issue. 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.


You can also check the employee's profile to fix this. 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.

Also, I'm adding this article for additional reference: Set up and track time off in payroll.


Let me know if you have follow-up questions concerning payroll. I'll be right here to help you.

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