How to put in rules to QB Time to accrue PTO Correctly?

Thanks for getting in touch with the Community, Cherie Gunn KPHR.

Accrual settings which are configured in your Time Off Codes window will apply to all team members assigned to a particular Time Off code, except those with personalized accruals.

If a personalized accrual was set up for a team member, it will be noted ("X team members have personalized accrual settings and will not be affected by any changes made here.") on their Time Off Accrual Settings screen. In the event you've set up personalized accruals, click X team members to see a list of team members with personalized accruals.

Here's how to set up time off accruals:

1. In your left navigation bar, go to Feature Add-ons, then Time Off Codes.
2. Next to the Time Off code you'd like to enable, click your Pencil (✏️) icon.
3. Tick the Track Accruals checkbox, then hit Edit Settings.
4. From your Accrual Settings drop-down list, choose Based on Hours Worked, Every Pay Period, Yearly, Manual, or None.
        • Based on Hours Worked - No automatic accruals are set up and there isn't a bank of hours to add to.
        • Every Pay Period - A set amount of hours accrue at the end of every pay period.
        • Yearly - Adds a lump sum of time to your assigned team member's balance.
        • Manual - No automatic accruals, instead hours can be added through the Accrual Ledger.
        • None - No automatic accruals are configured and there isn't a bank of hours to add to.

For accruals which will take place X day(s) after the end of each pay period, Intuit recommends using 5 days. This buffer allows for timesheet adjustments before accruals are calculated based on their timesheets.

I've also included a detailed resource about working & time off accruals which may come in handy moving forward: Set up & configure time off accruals

Please don't hesitate to send a reply if there's any additional questions. Have an awesome Monday!