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Mcsbend
August 19, 2023
Question

Employee YTD PTO

  • August 19, 2023
  • 1 reply
  • 0 views

We use Quickbooks Online & QBO Payroll.  Our employees log into workforce accounts to see their PTO accrued, used and available.   In the past all of this information was available on paystubs.  Is there a setting to change - or how can they see a total YTD used of PTO?   Right now all it shows is what is accrued.   It doesn't show when / what they have used YTD. 

 

The application / need of this is that we follow Oregon sick law that says hourly employees accrue 1 hour sick time per 30 hours worked.   A max of 40 hours can be used in a calendar year -- however the employee can accrue up to 80 hours at any given time.   This is so that an employee can accrue hours all year and then if they choose, use 40 hours in December & still have the availabilty of more hours for the new calendar year in January. 

 

So I have to put the "max" at 80 hours in Quickbooks.  However the employee can only USE 40 hours in any given calendar year.   We are required by the state to report to the employee how many hours are available - so the employee needs to be able to see how many hours have been used -- and the paystub used to show that.   Suggestions??

 

1 reply

MariaSoledadG
MariaSoledadG
August 20, 2023

I'll guide you on how to show the hours available and used by your employees, Mcsbend.

 

In QuickBooks Online (QBO), you must set up time-off policies like paid or unpaid time off, sick pay, and vacation pay to track the time your employees take. To do so, follow the steps outlined below:

 

  1. Go to Payroll, then Employees.
  2. Select your employee.
  3. From Pay types, select Start or Edit.
  4. Scroll down to the Time off policies section. From the Paid time off, Unpaid time off, Sick Pay, or Vacation Pay ▼ dropdown, select Add new [time off pay] policy.
  5. Complete the on-screen fields to create your policy, then select Save.
  6. When finished, click  Save.

 

I've added a screenshot for your visual guide:

 

 

Furthermore, QuickBooks offers different payroll reports that you can run to track your business and employees' information. You'll want to run Payroll Summary By Employee reports so you'll be able to track the hours used for your employees' information. I've added this article for reference: Run Payroll Reports. 
 


 

Aside from that, learn how to filter to show specific accounts or any information you want when running reports. I've got this resource for more details: Customize Reports In QuickBooks Online.

 

Post your comment if you have any questions when running payroll. I'll be one post away if you need further assistance.

M
McsbendAuthor
August 21, 2023

I have followed all these steps previously.   However, on our paystubs it only shows the amount of PTO used in each particular pay period and the amount total accrued.  In the example below the employee had used 12 hours of PTO the previous month - so it isn't showing the total used YTD - only what is used on that check.

AlcaeusF
AlcaeusF
August 21, 2023

Hi there, Mcsbend.

 

Thanks for getting back to us and providing a screenshot. Currently, the option to total used YTD for employee time off in paystubs is unavailable in QuickBooks Online (QBO).

 

I can see how having this option would be helpful for you and your business. We'd love to hear your input. I recommend leaving feedback to notify our engineers about the feature you need. This way, they can consider adding it in future updates.

 

Here's how to submit feedback:

 

  1. In QBO, select the Gear icon at the top, then Feedback.
  2. Enter your comments or product suggestions. Then click Next to submit feedback.

 

You can track feature requests through the QuickBooks Online Feature Requests website.

 

I'm also adding this article that tackles managing time off and running payroll reports in QuickBooks for future reference:

 

 

Please leave a comment below if you have follow-up questions about this or anything else. I'm more than willing to assist. Keep safe.

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