Viewing PTO YTD Used on old paystubs

Taylor3 · ‎December 11, 2018

An employee asked for copies of past paystubs. After printing them out, I realized that the "YTD Used" column under Paid Time Off is blank. The "Earned" and "Available" columns are correct. It seems that when printing a copy of the most recent paystub, the YTD Used column is populated, but when printing anything older it is left blank. The employee in question wanted to know what their YTD Used was at that point in time. Is there any way to provide this on the paystub or is this something I will need to manually calculate?

BettyJaneB · ‎December 11, 2018

Hi there, @Taylor3.

Welcome to the Community. I'm here to provide insights on why the Year to Date accrual of your employee is not showing on their paycheck.

The reason why the Year to Date vacation accrual is not showing on their pay stub is that the vacation item is not added on their paychecks. We don't advise to edit the paycheck for it can mess up the net pay of your employee. The best thing that we can do right now is to manually calculate the vacation accrual and provide it to your employee.

You'll need to make sure to add the vacation accrual item next time when you create a paycheck.

You can check out these articles below about sick pay and vacation time in QuickBooks as well as it reports:

I hope this clears things out, @Taylor3. Fill me in if you need additional assistance with this concern. I'll make sure to get back to you as soon as I can. Have a lovely day!

Anonymous · ‎December 11, 2018

YTD used hours does not appear on old pay stubs in the sick/vacation tally section because QB does not store it on pay stubs, but instead only a balance on the employee records, which is updated as needed. So, QB has nothing it can know to be accurate to put on an older pay-stub.

However, each pay stub will include the YTD paid amount for sick and vacation, and on the checks you pay sick and vacation the current hours paid. So, with all the pay stubs laid out in a row, you can calculate it in order to verify the current amount is correct.

AccountAble · ‎December 18, 2018

The 'YTD Used' field on the paychecks we ran today are all blank. Last pay period they were correct. Perhaps something changed with the latest QuickBooks update?

Rasa-LilaM · ‎December 18, 2018

I’m glad to see you in the Community, AccountAble.

Let’s sort out why the sick and vacation time shows blank on the YTD Used field.

This issue may happen when the hours used are removed from the employee’s profile. You’ll need to review the employee’s information and make sure to enter correct hours used.

To review the sick and vacation setup:

Go to Employee at the top menu bar.
Select Payroll Center.
In the Employees section, select the employee you’re working on.
Right-click your mouse, and select Edit Employee.
Go to Payroll Info on the left panel.
Select Sick/Vacation.
In the Sick and Vacation for the employee, enter the correct number of hours in the Hours used field.
Click on OK.

I've attached screenshots to visually guide you through the process.

After updating the hours used, you can run payroll showing the correct YTD Used for sick and vacation.

Let me know how things go once you've tried the steps. I'll be sure to get back to assist you further. Have a good one.

Anonymous · ‎December 19, 2018

RE: "This issue may happen when the hours used are removed from the employee’s profile."

There is no product issue and no way to change what QB is doing. It only prints the requested data on the most current paycheck or pay stub because it only has an ending balance and it cannot recreate the balance at the time of the historic paychecks.

bl20 · ‎March 05, 2019

On my paystubs the YTD used under Sick (PTO) is blank and under vacation the YTD accrued is blank. Anyone know why or how to fix it?

AldrinS · ‎March 05, 2019

Thanks for joining the thread, bl20.

I'm here with some clarification to provide regarding the blank YTD used for Sick and Vacation time.

At this time, only paychecks that used either Sick or Vacation hours will have an amount in the YTD Used column. If these paystubs need to have an amount in this column, then you may have to edit your paychecks and apply the Sick or Vacation payroll items accordingly.

For additional insight about paystubs, I'd recommend that you follow this article: Print pay stubs

Please know you can always reach me here for any and all of your QuickBooks questions. Thanks for dropping by, wishing you and your business all the best!

stuporific1 · ‎March 08, 2019

"At this time, only paychecks that used either Sick or Vacation hours will have an amount in the YTD Used column. If these paystubs need to have an amount in this column, then you may have to edit your paychecks and apply the Sick or Vacation payroll items accordingly."

How would I do this?

HoneyLynn_G · ‎March 08, 2019

Good day, @stuporific1.

Thanks for joining this thread. I'm here to share more information about the YTD column for Sick and Vacation hours.

As mentioned by my colleague, you can only have the YTD column for Sick and Vacation pay once you add those items on the Earnings section. If you don't have yet these items, you can use this article as a reference: Set up and pay sick and vacation time.

"If these paystubs need to have an amount in this column, then you may have to edit your paychecks and apply the Sick or Vacation payroll items accordingly."

If you want to edit or update the amounts, you have to go the rate and hours columns.

That should keep you going today, stuporific1. Let me know if you have other payroll questions for me. I'm still here to help you further. Wishing you all the best!

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Viewing PTO YTD Used on old paystubs