Question

Accruals for sick and vacation time not functioning properly

Forum|Forum|3 years ago
September 21, 2022
6 replies
0 views

I have set up sick leave and vacation accruals in QB desktop for all employees. I used the instructions provided by Intuit. The accrual limits are not functioning properly. Yesterday I spend 2.5 hours on the phone with support and they were unable to find a solution. Both sick and vacation accruals are accruing after the Max Per Year is reached. The only solution offered yesterday was to manually adjust when the max is reached and then turn back on at the beginning of the year. This is very time consuming and not at all efficient with 45 employees to manage. Has this issue been seen with anyone else and what is the fix for it?

QuickBooks Desktop Payroll

R

rvrfrf

Thanks for reaching out to the Community, lara11.

If sick and vacation accruals are accruing incorrectly, you can fix them while editing an employee's profile.

Here's how:

In your top menu bar, go to Employees, then Employee Center.
Double-click an employee who's sick/vacation accruals are not accruing properly.
Access the Payroll Info tab.
Hit your Sick/Vacation button.
Correct the information in your Hours available as of [date] fields for both their Sick and Vacation sections.
In the Sick and Vacation window, click OK.
From your Edit Employee screen, select OK.

I've also included a detailed resource about fixing sick/vacation time which is accruing incorrectly: Sick & vacation time incorrect or not accruing on paychecks

Please feel welcome to send a reply if there's any additional questions. Have a wonderful day!

L

lara11Author

Thank you for the reply but your insert is not for payroll, its for recurring transactions. I know how to manually edit the accruals for the employees, but that doesn't solve the problem. The only way the software will stop accruing is if the yearly max is met. Meaning, if my employee has accrued160 hours per calendar year max for vacation and they have used 60 of it, they should have 100 hours left and the system shouldn't accrue any more. QB is accruing based off the available hours and not accounting for the vacation used in the yearly max. Is there a way to make the software take both the available hours and the hours used into account for the yearly max?

G

Giovann_G

Thanks for getting back to us, lara11.

We have two types of max limit options for sick and vacation time:

Maximum hours at a time: The total hours someone can save up at once. They'll accrue hours as long as their balance is below the maximum. They might accrue more than the maximum in a single year if they use some.
- Ex. You set your maximum number of hours to 40. Maria accrues 40 hours by August and uses 10 hours in October. She'll accrue more sick time on her next paycheck even though the new year hasn’t started.
Maximum hours for the year: The total hours someone can save in one year. Once they accrue this maximum, they won't accrue anymore until the next year.
- Ex. Let's say you set your maximum number of hours to 40. Joe accrues 40 hours by August and uses 10 hours in October. He won't accrue more sick time until the new year starts.

The option to account for both available and use hours isn't possible. However, you can choose to carry forward any balances to the following year by entering the number of hours in the Maximum hours to carry over field.

Also, QuickBooks software should stop accruing sick and vacation once the maximum limit is reached if the accrual limit is set to Maximum hours for the year in the Company Preferences section. Let us confirm that this is the time-off policy you've chosen.

Before we proceed, let's ensure your QuickBooks Desktop is updated to the latest release. This guarantees you have the most recent features and fixes. After that, you can follow the steps below to double-check the accrued limit.

Here's how:

Go to the Edit menu, then select Preferences.
Select Payroll and Employees, then go to the Company Preferences tab.
Click Sick and Vacation.
Select the Maximum hours for the year under the Maximum type.
You can enter any balance to carry forward in the Maximum hours to carry over box.
Once done, hit OK.

If the problem persists, you can also run the Verify and Rebuild data. Since issues with your company file can sometimes cause unexpected behavior on the software, running this ensures that your company file is free of any data damage.

You can refer to this article for more detailed instructions on changing the sick and vacation time default settings: Set up and track time off in payroll.

Do you want to create a personalized report for your employees' vacation and sick time? If so, check out this resource for a complete guide: Create a Sick and Vacation report for employees.

Please let us know if you have further payroll-related questions. We're always willing to assist.

M

Michelle HS

I am having the same issue. I have spent hours on the phone with customer support and still not resolved. It sucks for me having to manually adjust for 10 employees, I can't imagine 40+.

K

KBarrett1

I just had this happen to us on just ONE employee. Her anniversary date hit in Setp, so she rec'd her annual accrual deposit in check dated 9/23/22, and then again the very next paycheck date of 10/07/22 she got another dump. I cannot figure out why.

M

marinaf

I had the same issue in late Nov 2022 and called support 2 times, 1st time wasted 1.5hrs on the phone no solution offered stating will call u back (LOL never did) and 2nd time wasted 1 hr after which time I said enough is enough u guys have a BUG IN A CODE (my formulas for each employee and the whole office is correct) which if they already knew about it, why waste my time when I called 2nd time. This has been a known problem 2nd time I called as the agent finally admitted and the agent still wasted 1 hr of my time knowing there is no solution other then to manually for each employee uncheck the box to keep counting the time. However, what happens in 2023 when UNUSED hours have to roll over? I will have to manually tally each employee. FIX YOUR CODE and STOP HIRING MID LEVEL COMP SCI PPL to write your code Quick Books. For the money I pay to do all the work myself, you can at least check your math in the code and learn C++ languge before you realease a faulty code!

J

jnihmi99

Yes! The vacation works properly but not the sick pay. Very time consuming indeed to keep track by hand and paid time off report for almost 60 employees.

We have the accrual on .03333 per every hour worked and that does accrue properly and the usage is correct but the sick time accrued won't max out at 48 hours as specified.

Also, the YTD on the paycheck stubs was stopped after the first two paychecks when we implemented this sick pay. It's been a year since and no resolution. The information for the employee to look at is no longer on the stubs (as it was incorrect) so they need to call us to ask if they have anything available.

M

MelTilk

We have a PTO policy - a single policy that combines both Vacation and Sick time as allowed under state law. The problem with using "Vacation" versus "Sick" in QB for our PTO program is that the Vacation setting DOES NOT ALLOW carryover hours. What? It is traditionally Vacation hours that are carried over under company and state law, not Sick time.

So we are into April 2023 ... 5 years after my initial posting about this issue and there is still no resolution. Crazy.

C

cavaso

Im also having the same issue! I have called numerous times and the only solution they come up is to manually click on each employee every time I print paychecks who have reached the 40 hr limit. This is so time consuming and prone to making mistakes. QB Please fix it!!

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