pay someone for back time

LDO · ‎May 08, 2026

Fred was scheduled to work Monday thru Friday April 20-24 from 7AM - 4pm each day, He only worked 3 days of the 5 days.He missed 2 days. Our policy is that he had to take vacation for days he missed, Now I realize I have to go back and pay him for vacation for those 2 days in April.

1. Do I need to revise the schedule in TIME? That week still says M-F 7am-4Pm. Do I need to go to that week and change the schedule and insert vacation on those days? Does an innaccurate schedule effect reports and data?

2. The week of the april 20-24 was paid on 4-30-26. Do I need to unllock that week in TIME? Fred has already been paid for the 24 hours he worked. If i unlock the time i think it will reload his paid work hours back in payroll,.

3. When I go to try to add the hours to his schedule it is greyed out.

3. I want to make sure the hours paid and requested are accurate. I want all the time off reports accurate.

How should I handle this?
Thanks

LDO

LDO

I need to add that even though I want the calender scheduel and report to reflect the vacation was used taken in April, that it will not be paid until May. Fred's check will have a May 11th date.

Thanks

Rusimyhr

To record Fred's back time correctly, you must first unlock the April 20–24 period. These dates are currently greyed out because they are finalized; unlocking and unapproving them releases this restriction.

Go to the QuickBooks dropdown and select Unlock Exported Time. Choose the April date range, select Fred, and then select Unlock Timesheets and Confirm to release the system lock.

Next, go to Approvals, run the report for Fred’s April timesheets, and select Unapprove. This makes the April dates active again, allowing you to add the vacation hours.

Once the dates are active, go to Time Entries to add the vacation hours for the missed April days. Finally, re-approve the week to ensure the vacation reflects in your April reports and the May 11 payroll.

For a step-by-step walkthrough, see our guides on unlocking timesheets and managing approvals.

Please let us know if you have any additional questions by leaving a comment below.

LDO

Your answer does NOT work.

When I to Time Entries and click + Add Time. and select Fred you are not allowed to choose back dates in April as the calendar is greyed out.

I tried going to :

Time> Time Entries > add time....past date of calendar are greyed out.
Time> Time off > add time ... past date of calendar are greyed out

I need help!!!!

Jayson_E

We appreciate you following the suggestion given by my colleague. To ensure Fred’s vacation is accurately reflected for April and paid on the May 11th check, you’ll need to address the locked period. The dates are greyed out because the system protects finalized pay periods from accidental changes.

To keep your reports accurate, you can unlock the timesheets for the April 20–24 work week to allow back-dated entries. It's also highly recommended to consult with your accountant first; since Fred has already been paid for that week, you’ll want to ensure the system doesn’t double-post the hours or create discrepancies in your records.

Alternatively, if you prefer not to reopen a closed period, you can record the 24 hours in the current May pay period and include a note that they apply to April. Just keep in mind that this will cause your monthly reports to show the vacation usage in May instead of April.

Once the hours are recorded, you should be all set for the May 11th payroll.

Feel free to add a reply below if you have other concerns.

Topics

Training

Community

Resources

pay someone for back time