Skip to main content
J
jstabler
October 18, 2021
Solved

Employee Used More PTO Than Allowed

  • October 18, 2021
  • 2 replies
  • 0 views

I've never had an issue with QuickBooks tracking paid time off until now. We have a set number of vacation hours (no accrual). Today, I had an employee bring in his check stub and ask how he had negative PTO. QuickBooks has been allowing us to use PTO for a couple of weeks now when the employee had actually used all of his 40 hours. I thought QuickBooks warned for that? 

 

We are now leery of continuing to use QuickBooks to manage PTO since we can't trust the system. How do I keep this from happening again?

 

Jennifer

    Best answer by Candice C

    Good morning, @jstabler. 

     

    It's great to see you back in the Community. Let's work together and get this problem handled. 

     

    If you review the paycheck and can locate where it went negative, then I recommend correcting the paycheck. That link I provided with guide you every steps of the way. Also, with the information not being accrual then there won't be any warning message. You'll need to check PTO before having it come out to ensure that they don't go over the maximum. 

     

    If you're unable to see where the negative came into effect on the paycheck, then let's try some troubleshooting in this order: 

     

     

    If you run into any trouble, feel free to contact our Customer Support Team for further assistance. 

     

    I hope this helps resolve your issue. Please inform me on how it goes. Have a wonderful day! 

    2 replies

    Candice C
    Candice CAnswer
    October 18, 2021

    Good morning, @jstabler. 

     

    It's great to see you back in the Community. Let's work together and get this problem handled. 

     

    If you review the paycheck and can locate where it went negative, then I recommend correcting the paycheck. That link I provided with guide you every steps of the way. Also, with the information not being accrual then there won't be any warning message. You'll need to check PTO before having it come out to ensure that they don't go over the maximum. 

     

    If you're unable to see where the negative came into effect on the paycheck, then let's try some troubleshooting in this order: 

     

     

    If you run into any trouble, feel free to contact our Customer Support Team for further assistance. 

     

    I hope this helps resolve your issue. Please inform me on how it goes. Have a wonderful day! 

    J
    jstablerAuthor
    October 18, 2021

    I didn't realize that there wasn't a warning message if you don't use accrual. That doesn't seem like a great practice. But thank you for all of your help on this!

    S
    SusanMCL
    December 22, 2023

    Was this issue ever resolved?  I have employees using more sick and vacation time than they have earned.  Is there a way to turn off negative balance?  We use QBO and Time/Tsheets.

    R
    rvrfrf
    December 22, 2023

    Thanks for getting involved with this thread, SusanMCL.

     

    If you use QuickBooks Online Payroll with QuickBooks Time, you'll want to make sure your time off policies are set up to match what's in both platforms.

     

    Here's how to edit an existing time off policy in QuickBooks Online Payroll:
     

    1. Go to Payroll, then Employees.
    2. Choose an employee.
    3. From the Pay types screen, click Start or Edit.
    4. Scroll down to your Time off policies section and hit the Pencil icon next to a policy you want to make changes for.
    5. Edit your policy, then press Save.
    6. Select Save.

     

    In QuickBooks Time, when you turned on your time off feature, an option was presented for Approval required. When this option is activated, all time off that a team member requests will remain in a pending status until it's been approved by an admin/manager. Admins also have the ability to set up codes and accruals for holiday, sick, and personal time.

     

    You can refer to the following article for information about setting up policies in QuickBooks Time: Set up & Manage Time Off

     

    I've also included a detailed resource about working with time off policies in payroll which may come in handy moving forward: Set up & track time off in payroll

     

    I'll be here to help if there's any additional questions. Have an awesome Friday!

    S
    SusanMCL
    December 22, 2023

    Thank you, ZackE, for the quick reply.  I have all of this set up.  The issue is that staff are allowed to request time off even when they do not have enough PTO.  For example, a staffer has 18 hours of vacation time and requests 21 hours.  QBO and Time allow this.  There is no way for the admin to know that this person does not have enough accrued time.  Then the staff member has a negative balance (or -3hours of vacation time).  The admin can see this negative when we pay the staffer but the staffer cannot see this unless they refer back to their pay "stub" or the pay portal (and many are not pro-active regarding this).

    Maybe there is no solution but I wish there were.

      Terms & ConditionsAccessibility statement