Unpaid Time Off is added/deducted to Employees' Sick/Vacation time in their QB desktop profile when only PTO should be. How to correct other than manually?

Good Day, Paul.

In QuickBooks Desktop (QBDT), Payroll doesn't have a direct bulk feature to correct multiple employees' sick or vacation records in the editing process.

To correct with the payroll item setup, first we need to ensure your Unpaid Time Off (PTO) payroll item is not linked to the Sick or Vacation accrual fields.

Here's how:

1. Open your QBDT account.
2. Go to the Lists menu and select Payroll Item List.
3. Click Next repeatedly until you get to the screen that asks What kind of wage is Payroll Item Name?
   The item should not be set as Sick Pay or Vacation Pay.
   For the Unpaid Time Off, you can set it up as a non-pay type item or possibly a Deduction item that is set to calculate on a Quantity bases (hours), with the rate set to $0.00. However, the setup for tracking hours of absence is to ensure it is not one of the two time-off types. 
4. If the item is a Wage type, please ensure it's not categorized as Sick Pay or Vacation Pay. You'll need to create a new item for PTO that is a plain wage or other neutral type if the existing one is permanently linked to Sick/Vacation.
5. Once confirm it is a separate item, review the Sick/Vacation setup under the Employee Center.

Afterward, since the wrong balances were deducted, you need to manually adjust the employee's Sick and Vacation accrual balances back.

Here's how:

1. Go to the Employees menu and select Employee Center.
2. Double-click the name of the employee whose balances is incorrect.
3. Go to the Payroll Info tab and click the Sick/Vacation button.
4. In the Sick section or Vacation section, you will see the field Hours available as of date.
5. Calculate the adjustment to determine how many hours were incorrectly deducted due to the PTO. 
6. Manually add those hours back into the respective Hours available field.
   Example: If the balance is -10hours and it should be 0, enter 10 hours more that the current number.
   Note: The date should be today or a date before the next payroll.

Please let us know if you have any further questions or require additional assistance.

Hi, Paul. 

I just wanted to follow up to check if the resolution we provided helped resolve your issue.

Please let us know if everything is now working as expected or if you’re still experiencing any problems.

Happy to help if you need any more assistance!