We have an employee that started back after being a contract employee for a couple of years. Apparently the YTD sick leave has added up all the time she was gone so the YTD accrual is way off. How do I fix the YTD accrual amount that is showing up on her paystub?
Hello again tmons,
I know it's vital to make sure your employee year-to-date information is correct. I'll help you with this so you can have the sick hours reflecting correctly on the employee's pay stub.
With the details you've provided, I have a feeling of what's happened. When you set up an employee's Payroll Info portion of their profile, there are certain things to consider when it comes to Accrual Hours.
For instance, here's an example of what the screen looks like in a test file.
The parts you'll want to pay particular attention to are the Hours available as of box and the Accrual period drop-down menu. Because of how your employee was working with you previously, it's beneficial to consider the Every hour worked option from the Accrual period drop-down menu. This will ensure that your employee is only getting sick hours based on the hours work. I suspect that you have "beginning of the year" option selected currently, which is why the hours could be inaccurate.
Next, you'll want to adjust the hours you're seeing in the Hours available as of box to make sure it's reflecting the actual hours your employee has available for sick time. The date listed with this field is determined by the last time you ran payroll.
Another feature to consider is the Reset hours each new year? checkbox. As it sounds, this will reset your employee's sick hours to 0 at the beginning of the year if you don't have a rollover policy.
Pretty easy, right? Once you've made those changes, the numbers should be reflecting properly on your pay stubs.
Give it a shot and let me know if you have further questions!
I appreciate the screenshot, tmons. Since it's looking a bit different than what I'm seeing in my own test file, I'd like to confirm which version of the QuickBooks Desktop program you're using, particularly whether it's the Canadian or US version. I want to make sure you're getting the proper support for the version you're using.
In terms of making sure the numbers are correct on all pay stubs, it would mean redoing any pay stubs that were created prior to this change. The YTD changes I highlighted will show on the stubs moving forward, but doesn't retroactively apply to what's already been done in the program.
This is true, at least, for the Canadian version of the program. Let me know which version of the program you're using and I'll make sure you're in touch with the correct support team. :)
Gotcha. I appreciate the confirmation. You've reached the Canadian QuickBooks community. Not to worry! I'll get you over to my US colleagues who can pick it up from here and make sure you've got the correct information.
The best way to ensure that you're in the correct regional version of community is to look for the flag at the top of the screen. If you see something other than your US flag, you can simply click it to change it to where you need to be. This time around, I'll rope in the US team on this thread, but it's good to keep in mind for your next question. :)
Someone will be with you as soon as possible.
Well shoot!! Sorry about that! It says "Go to QuickBooks.com.ca" next to the flag so I thought I was in US and if I want Canada I would have to click that link! Thanks for sending me to the correct person!!
Hey there, @tmons.
I'm here to help you with correcting the accrual hours for your employee in QuickBooks Desktop.
It sounds like when creating the paychecks the option "Do not accrue sick/vac" was not checked. To correct this, you can follow the steps outlined below:
Keep me updated and feel free to ask other QuickBooks questions. Thanks for reaching out to the Community!
Thanks for clarifying it out, tmons.
Since you want to start your employees sick and leave at zero, you can simply change the available hours from your employees Sick and Vacation settings.
Learn more about setting up sick and vacation pay through this article: Set up and pay sick and vacation time.
Be sure to get back to me if there's anything else you need. I'd be happy to help you all the way. Have a good one!
Good to have you back, tmons.
The YTD amount might have been carried over from the previous year's payroll. Let's pull up the Paid Time Off List to check if this is the case. Here's how:
The steps provided by my colleague above is correct, you need to manually enter the amount to zero. Moving forward tick the Reset hours each new year?checkbox. That way, your employee sick hours will reset to 0.
You may also consider setting up a new employee profile to start fresh.
I'll be right here if you need more help.
According to the Paid Time off List the hours are the same as what is showing up in their Employee Information. I don't want the sick hours to reset every year so I don't want to check that box. My problem is in the pay stub YTD. I don't know where it gets that amount but that is the amount that is incorrect.
Hello there, @tmons.
I appreciate you getting back to us and providing extra details. I can share some insights about the pay stub YTD in QuickBooks.
You can check if the paycheck was already created before you made changes to the Accruals of the employee.
If yes, you can follow the steps provided by my colleague above you'll have to run payroll to see the updated paid time off.
You may find this article helpful:
Please feel free to post again or leave a comment if you need anything else. I'll be here to help. Have a great day.
I noticed this happening on my early 2020 paystubs after updating. There does not seem to be any way to remove it from the paystubs and no way to see where the number is coming from. I believe Intuit will need to fix this in future updates. Hopefully they will it's very misleading to give out paystubs showing hundreds of hours accrued for the year that are not actually accrued.
I appreciate you for sharing your thoughts, @Askimauto.
I see the importance of printing your pay stub accurately. Let's update your payroll tax table to the latest release to isolate this issue. Let me show you how.
In your QuickBooks Desktop (QBDT) software:
You can also check this article for more details on updating your tax table: Get the latest payroll tax table update.
Let me also add this link that provides complete information on how to customize your pay stub layout: Customize a paycheck layout or pay stub.
Don't hesitate to post on the Community page if you have other concerns. I'll be around to assist you. Take care!
Not helpful. The YTD accruals are not allowed to be removed, and most states now require the sick time available to be reflected on the paystub. The YTD accrual is the only part that is incorrect.
Hello and thanks for joining this thread. I want to make sure you get the support you need so you can move on with running your payroll with the correct figures for the YTD sick accrual on a pay stub. This thread has been discussing an issue in the QuickBooks Desktop US version despite being in the Canadian portion of Community. In light of that, if you're looking for US Support, I encourage you to either contact support directly or post in the US section of Community. I'll help you with each of these.
To start, the easiest way to get to the US Community is to change the flag you're seeing at the top of the Community page. Choose the flag you need to get to where you need to go. Otherwise, here's a direct link: QuickBooks Community US. Feel free to post your questions or concerns there to connect with a member of the US team and remember: the more detail, the better the agent will be able to help.
If you'd like to speak to an agent to have a one-on-one conversation, here's how to reach the US team: Contact the QuickBooks Desktop customer support team
In the event you're using the Canadian version of QuickBooks Desktop, I recommend connecting with the QuickBooks Desktop Canada team outside of Community to share more details about what you're encountering in the program. This article has the details for contacting Canada's support team: Intuit QuickBooks Desktop software support policies
Wishing you the best!
Changing it in their file does not fix any prior payroll processed or where an accrual existed. To fix the YTD accrual showing on the paystubs you have to go back to the actual paycheck itself and remove the accrual from the check directly. If you have already zeroed out the accrual in their file, it will now show as a negative so you have to go back in their file and zero that out again after fixing the paycheck.
Hello there, @dhelland.
If you're experiencing the same issue in this thread until now, we can check and verify the Sick/Vactime time set up of your employee to get the correct YTD amount.
In the Sick/Vacation tab, make sure to set up Begin accruing sick time at the beginning of the year and not the period when your employee started working or hired. Also, make sure that you have set up the correct hours.
For more details and insight, you can go with articles. These articles provide details on how you can track time off, vacation, and sick pay for your employees.
Please post again in QuickBooks Community if you have other concerns or need further help with this matter. Take care always.