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Heringer02
Level 1

Vacation Accurring Incorrectly

I have a question regarding vacation accural.  Our employees get 12 day a year and it is accured based on the hours that are worked and caps at 108 hours.  Some of our employees will use a portion of their vacation and the other portion rolls over the next year. 

Example:  Mary accrued 108 hours in 2019 but only used 63 hours of accrued vacation leaving 45 hours that rolled over into 2020. 

 

The issue I seem to be having is some of our employees will cap again when they accue 108 hours (which includes the 45 hours from the previous year) but some will have the 45 hours from last year and then accrue another 108 hours for 2020.  It's not consistent even though each employee is set up exactly the same way.  It's confusing our employees on their paystubs and I can't accurately keep track of how much vacation time each person has. 

 

Is there a solution to this?  It's super frustrating at year end

5 Comments
RCV
QuickBooks Team
QuickBooks Team

Vacation Accurring Incorrectly

Let me help you record the sick and vacation time of your employees, Heringer02.

 

To keep track of your employee's sick and vacation accruals, let's make sure we set up the accruals correctly in the employee's profile. Let's ensure we enter the number of paid sick hours that are currently available for the employee to use in the Hours available as of mm/dd/yyyy field. This is the hours/dollars available as of today regardless of the date field.

 

Then, enter the hours used of the employee last year (like 63 hours last 2019) in the Hours used in field. For the Maximum number of hours field, enter the maximum balance of sick hours that the employee can have. Then, place a checkmark for Reset hours each new year? field if you want the hours to reset to zero when a new accrual year begins.

 

If the same thing happens after creating a paycheck, you can manually enter the correct accrual time in the employee's profile. Just follow the steps and details in this article: Sick and vacation time incorrect or not accruing on paychecks. Then, go to Available Sick/Vacation Time is incorrect section. 

 

employees.PNG

 

To learn more about setting up vacation and sick time, please refer to Set up and pay sick and vacation time article.

 

I've got a link here where you can find articles about managing employee's payroll: Pay employees, enter timesheets, and send payroll forms.

 

Fill me in if you need a hand with accessing employees' pay stubs online or any QuickBooks related. I'll be here to help. You have a good one. 

Heringer02
Level 1

Vacation Accurring Incorrectly

Hi there,

 

Setting up sick and vacation pay is not the issue. 

 

What the issue is is the inconsistency of the vacation accruing even though all employees are set up for the same way. 

 

One employee will have vacation carry over from the previous year to the current year and thenc ontinue accruing over the allotted 108 hours per year and another employee will have vacation carry over from the previous year but max out at 108 hours.

 

It makes no sense that each employee is not the same as far as accruing and maxing out. 

Ashley H
QuickBooks Team

Vacation Accurring Incorrectly

I'd like to chime in, @Heringer02.

 

Since you're needing to correct an Employee's accrued time, I've provided the steps below on how to do this with ease:

  1. Go to Employees, then Employee Center.
  2. Double-click on the Employee to open the Edit Employee window.
  3. Select the Payroll Info tab, then press on the Sick/Vacation button.
  4. Correct the information in the Hours available as of [date] fields in both the Sick and Vacation sections.
  5. Hit OK, then OK.
  6. If there are any other Employees, then you can repeat steps two through five.

For more information about sick/vacation time being incorrect or not accruing on Paychecks, click here.

 

Let me know if this does the trick! I'm always here if you need further assistance.

Heringer02
Level 1

Vacation Accurring Incorrectly

I don't think I'm being understood.  It's not a procedural thing and having to go in and correct vacation that is not accruing.  It's a matter of employees not accruing correctly even though they are all set up the same way. 

 

Why is it that Quickbooks is accruing vacation pay differently for each employee if they are all set up the same way.  I don't want to have to go in and manually fix it each payroll period or at year end.  It should show up correctly on reports and paystubs and it's not.

MariaSoledadG
QuickBooks Team

Vacation Accurring Incorrectly

Hi Heringer02,

 

After you've correctly set up your employee's vacation pay, the report will show the correct accrual. You'll want to make sure that the set up was done correctly to show it correctly on the report.

Here's an article for your guide: Set Up and Pay Sick and Vacation Time.

 

Also, there are several reasons why vacation time will not accrue on your employee's paycheck. 

  • Incorrect payroll items.
  • The sick/vacation setup of the employee is incorrect.
  • The Do not accrue sick/vacation pay box is checked
  • Your employee has reached the maximum number of hours.

As mentioned by @RCV enter the hours' of the employee in the Hours used in the field. For the Maximum number of hours field, enter the maximum balance of sick hours that the employee can have. Then, place a checkmark for Reset hours each new year.

 

In case you want to edit liability check, please check this article for your reference: Modify or Void Pay and Liability Checks.

 

Fill me in if you have further questions. I'm always around if you need any help.

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