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Level 1

Vacation/Sick Tracking Time not Tracking Correctly

I have asked this question before but keep getting answers on how to set up vacation and sick time in QB.  That is not the issue.  Each employee is accruing vacation and sick time hours at the same hours per payroll but the accrual keeps accruing differently for each employee.  Some are accruing more vacation and sick time and some are accruing less even though they are all set up the same way.  Please don't send instructions on how to set up vacation and sick pay.  I have that already.  I'm trying to figure out why it is varying differently for every employee when they are set up the same exact way. 

9 Comments
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QuickBooks Team

Vacation/Sick Tracking Time not Tracking Correctly

Hello, Heringer02. 

 

I'm happy to help you fix the Vacation/Sick time accrual for some of your employees. Based off of your description, it sounds like everyone isn't on the same time off policy. If they're accruing hours at different rates, the rates must be different. I know you didn't want steps for how to set up vacation and sick pay, so I'm including steps on how to edit the time off policy your employees have. Start by finding the employees that aren't adding up correctly and then follow these steps below. 

  1. Select Edit, then Preferences.
  2. Select Payroll & Employees then go to the Company Preferences tab.
  3. Select Sick and Vacation.
  4. Fill in the defaults you want to set up. Note: Make sure to check the Do not accrue boxes at the bottom if you don't want time accrued when paying sick/vacation/overtime.

Now that you've fixed the accrual policy for your employees, everyone should gain Vacation/Sick time at the correct rate. 

 

If there's anything else you need help with, please, post below. 

 

 

 

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Highlighted
Community Champion

Vacation/Sick Tracking Time not Tracking Correctly

Hi @Heringer02 

You wrote, "Some are accruing more vacation and sick time and some are accruing less even though they are all set up the same way. "

 

How are they set up?  Per hour worked or per paycheck?  If per hour worked, then if they don't all work the same hours, they'll of course have different balances as time goes on.

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Level 1

Vacation/Sick Tracking Time not Tracking Correctly

Attached is an example of what I am talking about.  Each employee accrues a maximum of 108 hours per year at 0:04.00 per every hour worked.  And yes, I know each employee will earn vacation time based on the number of hours they work and it will vary. 

 

This particular employee had 0 vacation hours available at the end of 2019.  In 2020, she has already accrued the maximum of 108 hours and taken 45 hours of vacation time.  She should only have 63 hours left for the remainder of the year.  But... QB is still accruing vacation time and she is back up to 108 hours.  This information is posting to their paystubs and it's not correct.  It needs to show 63 hours available, 45 hours taken.  It's very inconsistent, as some will not accrue any additional hours after the 108 max and some will.  And I can't stress enough that each employee is set up exactly the same way. 

 

Any ideas?

Highlighted
QuickBooks Team

Vacation/Sick Tracking Time not Tracking Correctly

That was a detailed information, Heringer02. 

 

I looked into your screenshot and 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. From the Employees menu, select Employee Center.
  2. Double-click the employee's name.
  3. Go to the Payroll Info tab and click Sick/Vacation button.
  4. Zero out the hours entered in the Hours accrued per paycheck field.
  5. Click OK twice.

Let me show you how to mark the Do not accrue sick/vac checkbox:

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

Then, we can update QuickBooks and the payroll tax table to the latest release to have up-to-date fixes. 

 

If you nee anything else, you can always leave a reply or post again here. My colleagues and I are here to help. You take care always and have a great day!

Highlighted
Level 1

Vacation/Sick Tracking Time not Tracking Correctly

I appreciate the suggestion but having to manually check a box for each employee means that I have to manually track each employees vacation accrual and with over 50 employees at any given time this doesn't seem like a good use of time. 

 

QB should be able to do this and I'm really searching for a resolution to this.  Right now, I am going to have to audit every single persons vacation and sick time and make adjustments where needed.  I just don't understand why there is not a solution to this but do appreciate all the feedback.   If anyone has any fixes to this I'd love to hear it.

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Level 2

Vacation/Sick Tracking Time not Tracking Correctly

The problem is Intuit does not have anyone on staff that is smart enough to fix this problem which has been in the system for over a year!  Further, Intuit does not seem to care!

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Community Champion

Vacation/Sick Tracking Time not Tracking Correctly

"Each employee accrues a maximum of 108 hours per year "

 

What you're describing is how it works.

QuickBooks does not have a max per year for sick or vacation.  It has a ceiling, sometimes set up to be 2 or 3 times the expected annual accrual, at which point an employee stops accruing until they take sick or vacation.

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Level 2

Vacation/Sick Tracking Time not Tracking Correctly

THE PROBLEM IS IT DOES NOT STOP AT MY MAXIMUM OF 48 HOURS FOR SICK TIME BUT KEEPS ON ACCUMULATING!  THAT IS NOT THE WAY IT SHOULD BE!  UNLESS I MANUALLY TELL IT TO NOT ACCUMULATE MORE  HOURS, IT WILL KEEP GOING!

Highlighted
Level 2

Vacation/Sick Tracking Time not Tracking Correctly

Yeah, it is very frustrating. Anyone on Intuit can comment on this issue? 

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