Vacation hours accuring beyond maximum number of hours

Hello there, @HHSSam.

You're on the right track in setting up vacation time in QuickBooks. I have two options on how to stop QuickBooks from accruing vacation time. You can either manually edit the employees' Sick/Vacation setup or check the Do not accrue sick/vac box every time you create a paycheck. 

Here's how to edit the employee's setup:

1. Go to the Employees menu and then select the Employee Center tab.
2. Double-click the employee's name.
3. Go to the Payroll Info tab and click the Sick/Vacation button.
4. Zero out the hours entered in the Hours accrued per paycheck field.
5. Select OK  and then click OK to save the changes.

You may follow the steps below on how to check the Do not accrue sick/vac box.

1. In the Enter Payroll Information window, choose the name of the employee.
2. Click the Open Paycheck Detail button.
3. Place a checkmark in the Do not accrue sick/vac box.

You can check out this article to learn more details about setting up vacation time.

• Set up and pay sick and vacation time
• Sick and vacation time incorrect or not accruing on paychecks

Also, get the latest payroll tax table update in QuickBooks Desktop Payroll to stay up to date.

Let us know if you have any questions about payroll. We are here to help. 

If I set the maximum number of hours in preference, then set the maximum number of hours in each employee profile, will that work? Different positions have different annual hours. So if I set the preference maximum to be the maximum of all positions, then each profile maximum will be set to that employee's position. Will that work?

Hi @HHSSam,

Thank you for your prompt reply. I'm here to point you in the right direction for support on your query. 

At this point, I suggest contacting our Technical Support team for further assistance. They can remotely access your screen, with your permission, and  check your vacation hours setup. 

Here's how:

1. On your QuickBooks homepage, go to the Help menu.
2. Choose QuickBooks Desktop Help.
3. Tap the Contact us button.

In case you'd like to include the sick or vacation time on your employee's paychecks, see this article: How to see sick or vacation time on a paycheck. Complete set of steps are listed for QuickBooks Online Payroll, QuickBooks Desktop Payroll, as well as Intuit Online Payroll. 

I'll be around if you need further assistance. Simply leave a comment below, and I'll get back to you. 

I think QuickBooks needs to address this issue and fix it in the software. This manual solution is not possible when a business starts to grow and have more employees. Also, creates mistrust when the employee see a vacation adjustment.

I was just on a call with support. After 2 hours, they said it is a "product limitation". How can this still be unresolved 3 years later???

I understand your frustration and disappointment with the situation, @ToniK. It can be incredibly inconvenient to spend a significant amount of time on a support call to have your issue resolved within a reasonable timeframe, especially if they have persisted for three years. Let me clear up the confusion for you.
 

The maximum limit for accruals depends on the preferences you set for your company. We offer two options for you to choose from when it comes to the maximum limit:

• Maximum hours at a time: The total hours someone can save up at once. They'll accrue hours as long as their balance is below the maximum. They might accrue more than the maximum in a single year if they use some.
  • Ex. You set your maximum number of hours to 40. Maria accrued 40 hours in August and used 10 hours in October. She'll accrue more sick time on her next paycheck even though the new year hasn’t started.
• Maximum hours for the year: The total hours someone can save in one year. Once they accrue this maximum, they won't accrue anymore until the next year.
  • Ex. Let's say you set your maximum number of hours to 40. Joe accrues 40 hours by August and uses 10 hours in October. He won't accrue more sick time until the new year starts.

In your case, you can set your accrual limit to Maximum hours for the year. However, this option is only available for Sick info and it's not included under Vacation. As a workaround, you can manually edit your employee's Sick/Vacation setup or check the Do not accrue sick/vac box every time you create a paycheck. You may follow the steps shared by CharleneMaeF above for the process. 

Additionally, I suggest sending feedback to our product developers about the impact this limitation has had on your experience. Your feedback is valuable and can help drive improvements and prompt action. To do so, follow the steps below:

1. Go to the Help menu.
2. Select Send Feedback Online then choose Product Suggestion.
3. Enter your suggestion.
4. Click Send Feedback.

I've added this article in case you encounter issues with why sick and vacation time don’t accrue on paychecks and learn how to fix them: Fix incorrect sick and vacation accruals in QuickBooks Desktop Payroll.

Keep me in the loop by leaving a comment below if you need further assistance or have any additional questions.