Vacation Time

Hello there, @MNevens.

In this case, the vacation and sick time will depend on the payroll item you've created. Also, only the worked hours can trigger an increase in sick and vacation hours.

QuickBooks will deduct the vacation pay within the pay period you used in the paycheck. It also calculates based on the rate an hour entered. 

We can manually change the accrual and rate while the option to set rates on the employee's vacation/pay information is unavailable.

Let me show you how to modify the employees' accruals: 

1. Go to the Employees menu and then click the Employee Center.
2. Double-click on the employee's name.
3. Go to the Payroll Info and select the Sick/Vacation button. 
4. Modify the hours under the Vacation section and then click OK twice.

When you'll run payroll, you can change the Rate on the employee's paycheck when they took on leave.

I’ve added this article in case you need additional information about setting up sick and vacation pay in QuickBooks Desktop: https://community.intuit.com/articles/1436940

Always feel free to visit us here in the Community if you have other questions. I'm always here to help. Take care!

I recently upgraded to QB Pro plus 2023 desktop.  As with all prior versions, all vacation times are reset on January 1st of each year. In this case, 2022 times are still listed - the system is not resetting as of January 1st 2023. I've verified both employee settings and co preferences are set correctly.  Am I missing something that may have been changed in this version?

Hello there, @WM4. I'm here to share some information and steps on how we can fix the issue so you can track your vacation hours flawlessly.

Since you've mentioned that you already reset your vacation hours on January 1st of each year, we can perform some troubleshooting steps to trigger the system to correctly reset the vacation time.

Beforehand, let's first update your tax table to get the latest update of your payroll tax table to stay compliant with paycheck calculations. To do that, you'll want to follow the detailed steps in this article: Get the latest tax table update in QuickBooks Desktop Payroll.

After that, we can run the verify and rebuild tools. This tool can help you resolve unusual issues in your company file. Then you can go back to your employee's payroll information and reset it again, and be sure to check the reset hours each new year? check box.

You may refer to the screenshot below for visual reference:

Here's how to verify the data:

1. Go to the File menu and select Utilities.
2. Choose Verify Data, then tap OK to close all windows. If you see the prompt message "Your data has failed the integrity check", you'll need to rebuild your file. If there are no problems with your data, you’re done.

If there are problems with your company file, you'll have to rebuild it.

Here's how:

1. Go to the Files menu and select Utilities.
2. Choose Rebuild Data, and then click OK.
3. Tap OK to make a backup to prevent data loss during the process.
4. Hit OK to continue the rebuild process.

For more insights about the verify and rebuild process, you can check out this article: Verify and Rebuild Data.

I've also included a detailed resource about fixing sick or vacation time that is accruing incorrectly: Sick and vacation time incorrectly accruing on paychecks.

Please let me know if you need more help managing your vacation and sick pay for your employees, or have any other QuickBooks concerns. I'll be around. Take care!