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Sjones94
March 14, 2025
Question

How to correctly pay an employee who is also using partial PFML (WA state) - QB Online Payroll

  • March 14, 2025
  • 1 reply
  • 0 views

I have a salaried employee who took medical leave and is being paid by WA state PFML for hours not worked. She was informed the first week of PFML is a "waiting week" and she needs to use PTO for that first week. Spent over two hours chatting with QB help yesterday and they're help consisted of "hold on, I think that's right, I'm not sure but I think so, let's try this, etc" so I was not very confident. Last pay period (2 weeks) employee worked 20 hours and received 60 hours of PFML. While trying to pay her, she wanted the 40 hours of PTO for the "waiting week" added but it kept deleting her salary when I did that. I was able to find where I could adjust her hours from 80 to 20 but the confusing part was how to pay out the PTO - I thought maybe it should just be run as a separate check but QB help didn't know about that either. I am sure I am not the first one to use this and figured QB would have some sort of system for it but clearly they do not. Has anyone else dealt with this yet? TIA!

1 reply

K
Kurt_M
March 15, 2025

Hi there, @Sjones94. The option to set up a partial WA paid leave policy in QuickBooks Online (QBO) isn't available. However, you can modify your current setup to get around this situation and continue paying your employee with partial PFML.

 

In QBO, please know that the basis of the hours accrued depends on the policy you have in your current setup. You'll want to review and modify your current paid time off setup to allow the system to recognize the command or policy changes added. These are the steps:

 

  1. Access your QuickBooks Online company.
  2. On the left navigational bar, click the Payroll tab.
  3. Select employee and then locate the worker you'd like to modify.
  4. Scroll down to Time off section and then click Edit.
  5. Make changes to the Paid time off set by selecting the Pencil icon.
  6. After editing, click the Save button.

You can refer to the screenshot below for seamless navigation.

 

 

 

 

After making the changes, the system automatically follows it allowing you to continue with your payroll task. For more details, please see this page: Set up and manage Washington Paid Family and Medical Leave

 

Moreover, you can generate a payroll summary report to keep track of your payroll totals, including employee taxes and contributions in QBO. Refer to this article for more details: Create a payroll summary report in QuickBooks.


In need of help streamlining payroll tasks in QBO? You can explore QuickBooks Payroll. They offer tips and tricks to get around situation and complete your daily tasks using the program.


As always, drop your QuickBooks inquiries in the comment section below. This way, I can respond and extend a helping hand while ensuring your record stays accurate in the program. Keep safe.

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