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Frequent Explorer **

WA Family Leave Report

The quickbooks generated excel report for "WA - Paid Fam Med Leave Employe" does not include any hours, there are columns for the hours but only -0- is reported for hours for all employees.  The report quickbooks generates in excel under the "State Wage List" includes the SUTA and SUTA Admin Fund and the Family Leave information as separate report sections but there are no hours reported for the Family Leave report section. How does this get corrected by quickbooks??? Thanks.

15 Comments
Moderator

Re: WA Family Leave Report

Welcome to the Community, JM_hollings.

I'd be glad to help share some information concerning employee hours on your WA Paid Family Leave report via QuickBooks Desktop.

 

The employee hours will not show on the State Wage Listing report. You can find this information by pulling up the WA Paid Family and Medical Leave form.

 

Here's how to pull up the form:

 

  1. Click Employees at the top menu bar and choose Payroll Center.
  2. Go to File Forms tab and select the PFML form.
  3. Hit Create Form (see the sample screenshot below).

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The following articles are good references:

 

 

For account discussion, you can reach out to our QuickBooks Desktop Support.

 

  1. Within your QuickBooks Desktop, click Help at the top menu bar.
  2. Enter a brief description of your concern then click Contact us.
  3. To route you to the correct support expert, we need to know what type of question you have. Give a brief description of your issue and click Continue.
  4. We’ll provide you a few options. You choose which one is best for you.

Keep me posted if you still need help with WA paid family leave in QuickBooks. I'd love to help.

Frequent Explorer **

Re: WA Family Leave Report

Hi, yes, I have done that. The hours reported on that Worksheet are incorrect, that form doesn't include ALL reportable hours, it only includes "worked" hours. The "sick" hours (which is how our Paid Time Off PTO hours are kept track of) are not included in the hours on the worksheet.  ALL hours are reportable for the new Paid Family Leave but all hours are not on that Worksheet.  I can not find anything generated by quickbooks that gives me all the information I need to prepare and report the correct information.  Thanks.

QuickBooks Team

Re: WA Family Leave Report

Welcome back, @JM_hollings,

 

I can provide the clarification why the sick or vacation hours not showing on the Washington Family Leave worksheet.

 

QuickBooks will only report PTO hours if they are tracked on the employee's paycheck. To do this, you'll need to create a sick or vacation item for that employee. Here's how:

 

  1. Go to the Lists menu at the top.
  2. Select Payroll Item List.
  3. Right-click anywhere the click New
  4. Choose Custom Setup, then click Next.
  5. Select Wage, then click Next.
  6. Choose either Annual Salary or Hourly Wages, then click Next.
  7. Select Sick or Vacation Pay, then click Next.
  8. Enter a name for the item, then click Next.
  9. Choose the expense account you want for the item, then click Finish.

Once done, associate the item to the Earnings section of the employee's check if they want to use their accrued time. Please see screenshot:

 

I'm including an article to help you account your employee's PTO in QuickBooks: Set up and pay sick and vacation time.

 

Please update me if you have any questions or need further assistance with the steps. I'll be more than happy to help. Have a nice day!

Frequent Explorer **

Re: WA Family Leave Report

Sorry, that isn't the problem. 

PTO hours ARE set up as sick hours and have been for 2years now.  Reports that need to be tracking PTO/Sick hours have been accurate for 2 years.  The PTO/Sick hours ARE showing up in the State Wage List report in Excel for the SUTA-unemployment section, they are a separate column, but they are showing up. There are NO hours reported on that same State Wage List report in Excel for the Paid Family Leave Section of that report. 

Now, in quickbooks payroll, under Forms, the Reporting Worksheet for Paid Family Leave does not include the PTO/Sick hours, but should.  The SUTA Report Worksheet is correct because PTO/Sick wages are not included for SUTA purposes.

This appears to be a programming error, I'm not sure why no one else has noticed it.  But, my Quickbook Payroll reports are incorrect and the Excel reports generated by quickbooks are incorrect. 

Thanks for your input, I really appreciate it.  I really love this forum to help sort out problems.

Have a great day.

Moderator

Re: WA Family Leave Report

Thanks for getting back to us, @JM_hollings.

 

I can see how having the ability to include the hours in the Paid Family Leave section on the State Wage Listing report would be helpful for you and your business. Rest assured, I'm going to submit a feature request from my side, which is sent to the Product Development Team. They're constantly looking for great ideas from users, like yourself, when deciding how to enhance QuickBooks.

 

In the meantime, I recommend visiting theses articles for future reference:

 

 

Thanks for being a part of our QuickBooks family. Please keep me posted if you have any other issues in the comment section below. I want to make sure everything is taken care of for you.

Frequent Explorer **

Re: WA Family Leave Report

Not sure what you are talking about.  You said "the ability to include the employee hours on the State Wage Listing report would be helpful for you and your business"  The hours are already included on part of that report.  The hours are not included on another part of the report.  This is getting very frustrating.

 

QuickBooks Team

Re: WA Family Leave Report

Hello there, JM_hollings.

 

I appreciate you for pointing this out. My colleague FritzF have updated the information above to clarify things out.

 

You may also consider checking out the following article provided above to be updated with the Washington Paid Family and Medical Leave and managing payroll tax forms.

 

I want this to be taken care of. If you have more questions aside from this, please let me know so I can further help.

 

Frequent Explorer **

Re: WA Family Leave Report

So sorry for my frustration.  I spent over 4 hrs online remotely with someone from QuickBooks, they were able to look at how my employees are set up, how my reports are generating, etc. All that appears to be ok.  I still have problems.  Part of this problem may be Paid Time Off(PTO)/Sick Time, which was mandated by Washington in 2018.  I really don't know, I just know my reports are not accurate.  (I have Desktop Enterprise)

A note, my company’s Sick Time is treated as PTO, in some reports it is called PTO, other reports it is called Sick.  QuickBooks employee records do not have a section for calculation of PTO, they only have a section for Sick and a section for Vacation.  When I set up the State mandated Sick Accrual in 2018, I set it up as SICK, not Vacation. So PTO and SICK are interchangeable, (because the state said to could be interchangeable) some reports call it SICK, some reports call it PTO.  I no longer deal with Vacation in my company.

Problem 1:  Hours are not showing up in the Paid Family Leave section of the State Wage List Report.  When you generate a State Wage List in excel, there are 3 separate sections: 2 for SUTA, one is for your unemployment insurance rate and the other is for the Employment Admin Fund rate, so 2 separate sections are generated with the appropriate hours and wages and tax per the different rate. In 2019, there is now a 3rd section to that report for the Paid Family Leave tax.  Hours are not included in that report. Wages are included in this section, wage base is there, all included employees are there (which can be different than for the SUTA tax, for my company some employees are not subject to SUTA but are subject to Paid Family Leave).  So, those pieces of information are being included correctly in this new Paid Family Leave section of the Report.  But there are no hours, there are columns for hours, but no hours included in the PFL section of the report.  I use this report to create the document that I upload to the State website when I report online.  You have to upload a file with all the employee information, otherwise you have to enter each employee and their information manually (too much opportunity for errors manually).  The missing hours’ information is absolutely necessary in order to file my Paid Family Leave report.

 

Problem 2: Going to the Payroll Center, File Forms tab, PFML – Paid Family and Medical Leave Reporting Worksheet. The hours displayed on that Worksheet do not include ALL hours, they are just the Hours Worked.  Sick Hours are not included in that total.  The Quickbooks person I spent several hours with remotely today did some testing on his side and advised me that the HOURS on the Worksheet form include “Hours Worked” and “Vacation” but did not include Sick hours. To quote what he wrote “did try to rcreate the scenario and we were able to found out that only regular hours  and vacation hours will report to the PMFL form as this was required by the state, you may consult your state agency about this, baically there is no error on the rpeort that is how it is designed” and “I understand your point unfortunately this is already product limitation, we cannot make QUkcbooks do all the functuios under your terms, if you want toshow it on thE PMFL, then the itemm will under vacation but you have to recreate the payroll item”   (sorry that is exactly how he wrote, I cut & pasted).    What I understand this to mean is that Quickbooks is including “Hours Worked” and “Vacation” hours but not “Sick” hours on the Reporting Worksheet because that is what the State required.  However, information from Washington State clearly states that employers are to include “vacation pay, sick leave pay, paid time off. Report the number of hours an employee is on paid leave.”  So, if this Reporting Worksheet is not including Sick Time, then it is not accurate.  Sick Time is part of the total hours to be reported.

 

The State Wage List Report does not include all the information needed to file a report.  The Reporting Worksheet does not include all the information needed to file a report.    This needs to be sorted out.  I will try to contact Washington State Paid Leave Department with this same information and see if something can be done on that end.  If what I was told today, that Sick Hours are not being included in reportable hours on the Reporting Worksheet and employers are using that information, then a lot of employers that use QuickBooks reports are underreporting.

 

I don’t know what the problem is, my company appears to be set up correctly, my employees appear to be set up correctly.  Different reports include different information, all the information is there in the different reports, it just doesn’t appear to be the correct information in the correct place in the correct reports that I need to accurately file my new Paid Family Leave Tax.  I know my reports are not accurate and this is what I have discovered  trying to figure out why the reports are not accurate.  Thanks if anyone can help. 

QuickBooks Team

Re: WA Family Leave Report

Hi JM_hollings,

 

I know how it feels when you've used up too much time waiting. I can send feedback to our managers regarding your recent experience with our phone support.

 

In the meantime, you can pull up the Payroll Summary Report. Then, export it to Excel to get the hours.

 

Here's how to get the report:

  1. Click Reports, then Employees & Payroll.
  2. Click Payroll Summary.
  3. Change the report date. Then, click Excel.
  4. Click Create New Worksheet.

Let us know if you have other questions.

Frequent Explorer **

Re: WA Family Leave Report

Thank you SheillaGraceA for your suggested support. I understand I can do what you suggested.  I am able to generate reports to get the necessary information. The necessary information is there in various other reports.  My point is if the reports generated to prepare required reports are not accurate, they are not accurate.  Doing additional work, doing a workaround is fairly easy for a small employer like me. I have 15 employees and can manually do things if I have to.  But for large employers with lots of employees, maybe hundreds of employees, they need reports to be accurate, they can't be expected to go and manually enter information for hundreds of employees because a report that is supposed to provide the necessary information doesn't.  I have to do a workaround manual report for L&I because the generated reports just do not give me the information needed in the format needed.  

This Reporting I'm taking issue with  is for a new tax for 2019, and this quarter is the first time reporting is required by the state of Washington.   It takes time for bugs to be worked out, problems come to the surface, issues are identified and taken care of.  That's all I'm trying to point out, I think this is a bug in the reporting system that needs to be looked at and corrected.  So, thanks for your attention to this. Have a wonderful day. 

Moderator

Re: WA Family Leave Report

Hi, JM_hollings.

Thanks for getting back to us. Let me share additional information regarding available reports in QuickBooks.

 

I appreciate all the idea you shared for all the cool features QuickBooks reports could have. I can definitely understand why these reports are super important. Having this kind of information would save you time so you won't have to go over and try the workarounds.

 

I'll speak with our development team later this week and make sure to discuss this suggestion with them. We're currently tracking all the product suggestions and ideas from our QuickBooks users since is something that we need to improve on.

 

The following articles are good references:

 

For account discussion, you can reach out to our QuickBooks Desktop Support.

 

  1. Within your QuickBooks Desktop, click Help at the top menu bar.
  2. Enter a brief description of your concern then click Contact us.
  3. To route you to the correct support expert, we need to know what type of question you have. Give a brief description of your issue and click Continue.
  4. We’ll provide you a few options. You choose which one is best for you.

Keep me posted if there's anything else I can help you with QuickBooks reports. Have a good one.

Community Contributor *

Re: WA Family Leave Report

JM is correct. The quickbooks generated report for WA Paid Family Leave is worthless to employers because it does not include paid leave hours, which must be included as hours worked according to Washington State requirements.  There is another problem as well. The state has very specific requirements for the spreadsheet upload. The requirements can be seen here: https://paidleave.wa.gov/files/Documents%7CBulk%20Filing/Importing%20Paid%20Family%20and%20Medical%2.... One requirement is separate columns for employee first name and last name, and I cannot figure out how to generate a payroll report in excel that has separate columns for first and last names. If we cannot generate a spreadsheet in the correct format the only other option is manual entry which is going to get old really fast.

Frequent Explorer **

Re: WA Family Leave Report

Ben-Alexander, if your employees are set up correctly in Quickbooks, their names should be entered in 2 separate fields, a first name and a last name field, in the employee record.  If so, then all reports will generate with the name in 2 separate fields.  When reports are generated in excel the name will be in 2 columns.  If the first and last name are in one field, then each employee record needs to be entered differently.

What I had to do was generate the payroll report under “Employees & Payroll” “More Payroll Reports in Excel” “Tax Form Worksheets” then once in excel “State Wage Listing” for whatever time period. This creates the “State Wage List” report.  Mine has 3 separate sections 1) SUTA – Unemployment Company; 2) WA- Paid Fam Med Leave Empoyee; 3) SUTA – Employment Admin. Fund.

The employee information is the same format in all sections of the report.  I have corporate employees so they are included in the Paid Family Leave section but not in the SUTA sections.  If you don’t have corporate employees, then it is much quicker.  The Paid Family Leave section doesn’t have the hours, but you can copy that from the SUTA section.  I just cut and paste the required information so the columns are in the order required, I had to add a column for the middle name (which is blank anyway but required), I delete columns and lines not needed, make sure the columns are formatted correctly (I had to format each column correctly whether SS#, whole number, 2 decimal place, etc.).  Then save the file as a “.csv” file and upload.  It took a couple tries and had to reformat columns till I got it right, but it finally worked.  Creating the correct spreadsheet for the 2nd quarter was very easy once I figured it out.

 

Thanks for your input, and for someone finally understanding that the reports ARE WRONG. There are work arounds for pretty much everything, but the point we are trying to make is that the reports are not correct, but they should be. We should not have to do work arounds to create our own reports. And this is not special, company specific report.  We are only asking for a complete report so we can accurately file our taxes.   Thanks Ben-Alexander.

Community Contributor *

Re: WA Family Leave Report

JM-hollings, thanks for that suggestion, I really appreciate the lead. I have not found that tax forms worksheet before, that is much easier than the work around I was using.  My employee records are set up with separate first, last and middle initial, but the payroll report you steered me toward is the only one I've seen that lists employee with separate fields for first and last name. All of the standard payroll reports display the employees full name as a single data field. So do the payroll item quick reports, and the paid family leave worksheet report generated from the payroll, file forms page. Even the "summarize payroll data in excel," which seems to be Quickbook's most complete payroll report, lists the employees' full names in one field. Prior to your suggestion, the only way I could figure out to generate a report with separate first and last name fields was to customize the employee contact report and dump it to excel. Now, if someone at Intuit would pay attention and fix the family leave report so it stops giving incorrect information!

Frequent Explorer **

Re: WA Family Leave Report

Ben-Alexander, thanks for your feedback.  You are correct, all other payroll reports have employee names in one field, all other payroll reports. I never noticed it before, probably because all the reports I use that are generated in excel from QB I have been using for years, and all the bugs would have been worked out by now.  The only one that needs the name in separate fields is for the Washington State reports, and that report is formatted correctly for Washington State.  SUTA has had to be formatted like that, and it has been.  The Paid Family Leave is now on the same report as SUTA and QB formatted it correctly in excel.  But now QB needs to have all the information generated into that correctly formatted form.  I see this as just a bug that needs to be corrected on this brand new tax reporting report.  More users need to make the necessary complaints and  noise to QB that their report is incorrect.  Thanks again for your feedback.  Have a great day.

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