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Deadwood Al
December 14, 2024
Question

Adding hours from employee donation

  • December 14, 2024
  • 1 reply
  • 0 views

Our organization has a policy whereby an employee can donate hours to another employee who is in need of hours for some situation ... like a serious illness/injury to a dependent or the employee, the marriage of the employee for preparation / extended honeymoon, etc.

 

Curious how some of you might be handline the transfer of hours from one employee to another? Removing hours from one employee to another is easy, but looking for suggestions on how to add in the donated hours to the receiving employee without messing up any future accruals or grant of hours. Please share some ideas / processes with us on how you handle this. Thanks in advance.

1 reply

Bryan_M
Bryan_M
December 14, 2024

Hey there, @Deadwood Al. Adding the donated hours to your employees without affecting future accruals is possible in QuickBooks Desktop (QBDT). I'll show you the full details below.

 

You can manually add it in the Use Weekly Timesheet section just like what you did in deducting the time from some of your employees who donated their hours. Here's how:

 

  1. Go to Employees.
  2. Click Enter time and select Use Weekly Timesheet.
  3. Choose the employee you want to add hours on the Name field. Make sure that Week OF covers the date you want to add the hours.
  4. Click the hours below the date you want to edit to add the time.
  5. Once done, click Save & Close.

 

Also, just ensure that the date you want to add hours isn't yet run as payroll so you can still edit it up. If not, you'll need to contact our team to correct the hours and amount.

 

If the hours display in the weekly timesheet and you've run payroll but the hours aren’t in the payroll fields, you can configure employee settings. Check out this article for more information: Fix QuickBooks Time payroll hours display in QuickBooks Desktop.

 

You might want to adjust or prorate your employee's salary for one paycheck. Feel free to read this article: Override an employee's salary.

 

Let us know if you have additional questions about editing the working hours of your employees by replying to this post. We'll be glad to have you back. Take care, and enjoy the rest of your day. 

D
Deadwood AlAuthor
December 15, 2024

And if we don't use QuickBooks Time (Weekly Timesheet)? We manually enter time in the Payroll entry.

 

Do we just enter the donation as a negative hours used for PTO? No, that would generate an adjustment in the amount paid.

 

So it would really need to be an adjustment in the Employee Profile for Sick/Vacation, manually updating the number of hours available to include the donated hours?  For the employee donor I assume we would enter the calculated hours remaining after the donation in their employee profile, yes? There isn't anywhere near this section to include any notes about what supports this adjustment in hours since it would be outside the normal accrual or grant process in place. I suppose we could use a note in the other section of the profile.

 

Part of what I was hoping for was input from QB users in the procedure/process of this, what is said in the employee handbook/policy manual, timing required, restrictions on when this is allowed or not allowed, when it must be used, etc.  I really don't believe a QB Team Member could provide this sort of information unless they previously worked in a company that did this sort of thing  ....  or, I guess, if Intuit allows this sort of thing and is willing to share their information (I doubt they would...)

FishingForAnswers
FishingForAnswers
December 15, 2024

@Deadwood Al  "...what is said in the employee handbook/policy manual,..."

 

While some of the older users here may well have dealt with situations like this, I am going to go out on a limb and say that this kind of policy is going to be found in very, very few handbooks.

 

Whatever the replies may hold, as far as I know, QB does not have any system in place for this. I expect you'll need to manually adjust their Sick/Vacation data within their employee profile manually every time.

 

Either way, I'd suggest making sure to get everything in writing in their contracts, and before that, consulting a legally minded professional. I'm not one of those, but this is definitely not something you'd want to do for employees based on a handshake.

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