Time off requests for after PTO resets

Hi there, LBCassel24.

We would like to ask more information from you. Can you share more details about the time off requests? We just want to make sure that we're giving you the right information to sort this out.

Please reply back to us to share more details. Thanks.

Our PTO resets every year.  If an employee has used up their time for the current year, but wants to ask off for January.  Their time resets in January and they will have hours available to use during the time they want off for.  How can they request that time off before January?  We ask our staff to give 2 weeks notice for vacation requests when possible.  

Our PTO resets every year.  If an employee time resets in January and they want to take time off  January 3rd is there a way to request that in December?   Their time available is showing 0 for this year but it will reset.  

Hey there, @LBCassel24.

Thanks for sharing more details about your question. 

You can turn on the Allow Negative Balance feature. This feature will allow a team member to enter in more time off than they might have in their balance. Accruing time will cancel out any negative time to bring it to 0 before beginning the positive balance additions.

If you turn on “Use it or lose it” and a team member has a negative balance, the negative balance will carry over to the next year and reduce the total amount of hours granted. 

You can do this from the team member's accrual settings. Here's how: 

1. Go to My Team.
2. Select the team member, then Time Off.
3. In the Accruals column, select the accrual type next to the time off code.
4. In the Accrual Settings dropdown, select the accrual type you want to apply to the team member.
5. Fill out additional time off accrual settings you need, then select Apply.

For additional details about this process, check out Set up and configure time off accruals in QuickBooks Time. 

That should do the trick. Let me know if there is anything else that I can assist you with. I'm always happy to help. Take care!

Thank you for your response.  I have the option to see Accruals column but there is no Accrual Settings dropdown.  My time Off codes come from QB online.  Does this make a difference.  I checked QB online and I can't find any Accrual setting there either.  

I appreciate you returning to this thread and updating me on how my colleague's suggestions go, @LBCassel24. 

Setting up Time off codes in QBO affects your employee's request in QB Time. I'll provide additional information to adjust the hours successfully.

The steps provided by Tori B is for QB Time. That's why the Accrual Settings dropdown is unavailable in QBO. Since the time off is from the Online, you'll need to modify it there.

Here's how:

1. Go to the Payroll menu, then Employees.
2. Locate your employee.
3. From Pay types, select Edit.
4. Scroll down to the Time off pay policies section and choose which one to add a balance.
5. Tap Save.

You can check out this article in case you need to change your policy: Set up and track time off in payroll

Bookmark this guide to learn more: Everything you need to know about paid time off (PTO) policies

Let me know if you still have questions or clarifications about time off for your employees. I’ll be here to help. Take care!

I don't want to manually add time to an employees record.   The information ToriB gave me is the solution I am looking for but I can't find the option to allow negative time in QBO.    I don't understand why you can do it in QB Time but not QBO.  I want to Allow Negative Balance and turn on feature to Use it or Lose it.   Is there an option for this somewhere in QBO?

Hi there, @LBCassel24.

I understand how important it is for you and your business to have the right tools and features to manage employee records effectively. Let me share some insights and clarify things for you.

As stated by my colleague above, the Allow Negative Balance feature is solely available in QuickBooks Time. As an alternative, you'll need to modify the time off in your QBO account. Additionally, activating the Use it or Lose it feature will cause any negative balance for a team member to carry over to the next year and lessen the total hours granted.

Moreover, I'll be adding the following articles to help establish and oversee the timing and frequency of payroll processing for your employees. It also includes inputting past payment records into QuickBooks Online Payroll for accurate historical data and reporting:

• Set up and manage payroll schedules
• Add pay history to QuickBooks Online Payroll.

Please let me know if you have any other questions about managing your employee's time off. I'm willing to walk you through that process or troubleshoot any issues. Take care.