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Level 1

Sick time YTD accrued incorrect on pay stubs after time off policy change

I recently changed our sick and vacation time off policy to a per paycheck accrual system. Previously, we gave employees a lump sum allotment of time for sick (40 hours)  and vacation (80 hours) at the beginning of the year and they had the whole year to use the time. The time would reset at year end and that was that.

 

This year, we decided to move to an accrual system. Employees earn 1.54 hours of sick time per pay check. I started this on our last payroll run (ending 3.13.20) but it was effective as of January 1, 2020. Therefore, I adjusted the time available to reflect the accruals for the previous 5 pay periods (1.54 for pay period ending 3.13.20 and 1.54 x 5 for the previous 5 pay periods = 9.24 hours total). 

 

In the employee file, I went to the sick/vacation section and adjusted the hours available to 9.24. The hours used is zero. I changed the accrual period from Beginning of Year to Every Paycheck. I entered the hours accrued per paycheck 1.54 hours. I entered the Maximum Hours to Accrue as 40 hours. I did NOT check the box for the hours to reset each new year because I want the time to roll over from year to year. I began the year on January 1 and had the accrual start on 2.29.20. 

 

I then processed a normal payroll and printed out the pay stubs for my employees. I noticed that the YTD accrued time for sick is showing as 41.54 hours, which means that the system is still carrying the 40 hours from the previous time off policy under YTD and also only calculating accrual for the one payroll I ran since I made the changes in the system.

 

I have two questions:

 

1. How do I get rid of the 40 hours pulling over from the old policy on the YTD accrued?

2. How do I get the YTD Accrued number to be the actual number accrued (the 6 pay periods actually accrued rather than just the one that I ran the payroll for since the updated policy was entered)? 

 

6 Comments
Highlighted
QuickBooks Team

Sick time YTD accrued incorrect on pay stubs after time off policy change

Welcome to the Community, @Seacoastmods.

 

I'm here to help you fix your Sick and Vacation Time in QuickBooks Desktop.

 

In just a few steps, you'll have your accrued hours fixed in no time:

  1. Go to Employees in the top menu, then Employee Center to access your list of employees.
  2. Double-click the employee to view their profile to edit.
  3. Press on the Payroll Info tab, then Sick/Vacation button.
  4. Correct the information in the Hours available as of [date] fields in both Sick and Vacation.
  5. Hit OK.
  6. Repeat the steps for each employee.

Here's a couple of Community Articles that you may find helpful:

Let me know if this does the trick! I'll be here if you need further assistance. Have a beautiful day.

Highlighted
Level 1

Sick time YTD accrued incorrect on pay stubs after time off policy change

Hi Ashley,

 

I appreciate your response, however, I think what you're proposing doesn't solve my problem. The numbers in the hours available as of field are already correct. It's the YTD that's being printed on the pay stub that is inaccurate. I've attached a printout of the entry for the employee's file sick time. Maybe this will help you see what I mean?


Thanks again for trying.

Highlighted
QuickBooks Team

Sick time YTD accrued incorrect on pay stubs after time off policy change

Hello there, Seacoastmods.

 

You can set it up in the Employees Center. If the employee’s accrued time is in the Calendar Year, enter January 1. However, if the employee accrues sick time is on a different schedule, for example, an anniversary year. Then enter that year begins.

 

To see the options stated above, follow the steps:

 

  1. In your QuickBooks company, go to the Employees menu.
  2. Select the Employee Center and double-click on the employee’s name.
  3. Click Payroll Info, then select Sick/Vacation.
  4. Verify the details and then in the Hours Accrued field, enter the number of hours that will be accrued. 
  5. If you want sick hours to reset to zero when a new accrual year begins, tick Reset hours each new year? and enter the start date of the year the accrual year.
  6. Hit OK.


If the information inside Quickbooks is correct but the printed ones or the hard copy is incorrect, I suggest updating you’re your QuickBooks to the latest release would help. This article will give you more information about the troubleshooting that will be applicable in printing errors: Resolve printing issues.

 

If the issue is still there, you can contact our QuickBooks Desktop Customer Care Team so that they can investigate it further.

 

Loop me in if you have questions, I’m ready to back you up. Take care. 

Highlighted
Level 1

Sick time YTD accrued incorrect on pay stubs after time off policy change

I think is what is needed,  how to we change the stubs to match the correct vacation/sick time in QuickBooks.  I have the same problem.  I show I paid all sick time out for an employee and when I caught 8 hours showing on the paystub, but not in QuickBooks.  How do we get the system to print out the correct amounts for vacation or sick time.  Do we need to generate a new payroll period.  Tricky when it is a troublesome employee who causes trouble to the end.


@MarsStephanieL wrote:

Hello there, Seacoastmods.

 

You can set it up in the Employees Center. If the employee’s accrued time is in the Calendar Year, enter January 1. However, if the employee accrues sick time is on a different schedule, for example, an anniversary year. Then enter that year begins.

 

To see the options stated above, follow the steps:

 

  1. In your QuickBooks company, go to the Employees menu.
  2. Select the Employee Center and double-click on the employee’s name.
  3. Click Payroll Info, then select Sick/Vacation.
  4. Verify the details and then in the Hours Accrued field, enter the number of hours that will be accrued. 
  5. If you want sick hours to reset to zero when a new accrual year begins, tick Reset hours each new year? and enter the start date of the year the accrual year.
  6. Hit OK.


If the information inside Quickbooks is correct but the printed ones or the hard copy is incorrect, I suggest updating you’re your QuickBooks to the latest release would help. This article will give you more information about the troubleshooting that will be applicable in printing errors: Resolve printing issues.

 

If the issue is still there, you can contact our QuickBooks Desktop Customer Care Team so that they can investigate it further.

 

Loop me in if you have questions, I’m ready to back you up. Take care. 


 

Highlighted
Level 1

Sick time YTD accrued incorrect on pay stubs after time off policy change

I think I know what you are asking because I am also stuck on this.  I have an error on an employee showing they have one sick day and they don't.  When I changed it on their Employee Vacation, this did not fix the pay stub that still shows one day available to use.  The system is correct, but I cannot get the paystub to show that there is zero available...  This employee was a troublesome employee and if i cannot get this to say zero, I might have to pay her and make her go away for good.  Of course this is on the final paystub.

Highlighted
Moderator

Sick time YTD accrued incorrect on pay stubs after time off policy change

Hello there, SuzzyLopez1.

 

We can delete the original check and recreate it to correct the vacation time that reflects when printing the paystub. On the other hand, if this is a direct deposit and not yet processed, you can void the paycheck and create a direct deposit offset payroll item. Here's how:

 

  1. Go to the Lists menu and select Payroll Item List
  2. Click the Payroll Item button and select New.
  3. Select Custom Setup and select Next.
  4. Choose Deduction and select Next one more time.
  5. Enter a name to be used for the DD Offset payroll item. Example, "Direct Deposit Offset" and select Next.
  6. To offset the negative amount found in the Direct Deposit Liabilities account, select Direct Deposit Liabilities as a liability account.
  7. Set Calculate based on quantity to Neither and select Next.
  8. Set Gross vs. Net to net pay and select Next.
  9. Hit select Finish.  

 

For additional details, you can use this article: Offset item in QuickBooks Desktop Payroll. If this has been processed already, I'd recommend contacting our payroll specialist for further guidance. Here's how:

 

  1. Go to the Help menu once you open QuickBooks.
  2. Click QuickBooks Desktop Help or press F1 on your keyboard.
  3. Select Contact us button. 
  4. Enter a short description of your concern in the Tell us more about your question box. 

 

Also, you can email pay stubs to your employees. Here's an article that will guide you through setting it up: Email pay stubs from QuickBooks Desktop

 

Let me know if you have other questions. Take care always and stay safe.

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