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tstaab73
March 30, 2023
Question

PTO Accrual Rates

  • March 30, 2023
  • 1 reply
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Employees at my company have different numbers of PTO days based on their time of service with the company. How do I factor in the different accrual rates they get? We accrue on a bi-weekly paycheck. The newest employees get 10 days or 80 hours, and veteran employees get 15 days or 120 hours per year, with varying numbers in between. I see in the company preferences that I can set a base accrual rate per paycheck, but that doesn't factor in the difference in rates.

1 reply

LieraMarie_A
LieraMarie_A
March 30, 2023

Hi there, @tstaab73.

 

You can go to each of your employees' profiles to set up their accrual hours per paycheck based on the maximum hours to accrue per year. Here's how:

 

  1. Go to the Employee menu and choose Employee Center.
  2. Click the employee name.
  3. Select Payroll Info, then select Sick/Vacation.
  4. Enter the number of hours that are currently available for the employee in the Hours available as of mm/dd/yyyy field. Note: This is the total amount of hours available as of the date you add sick or vacation to the employee profile.
  5. Select the Accrual period dropdown menu and choose one of the three accrual periods for sick time listed above.
  6. In the Hours Accrued field, enter the number of hours that will be accrued (based on your selection in step 4).
  7. In the Maximum number of hours field, enter the maximum balance of sick hours that the employee can have.
  8. If you do not allow hours to roll over to the next year, tick Reset hours each new year. Enter the start date of the accrual year. Use January 1 for calendar year or hire date if accrual happens on an employee's anniversary date.
  9. Enter the date that sick time should begin accruing.
  10. To specify accrual information for vacation hours, repeat steps 4 through 10 for the Vacation section of the window. Select OK to record your changes and then OK.

 

For more info, check out these articles: 

 

 

If you have further concerns about tracking paid time off, please provide additional details. I want to make sure everything is taken care of.

S
Sfcrisp
February 22, 2024

Hello,

If we are not using Payroll in Quickbooks and we have our time-off set up in Quickbooks Time, can we apply a different setting to particular employees?  We also have different rates depending on the time of service, but could not follow your instructions.  do we just have to adjust manually?

 

Bryan_M
Bryan_M
February 22, 2024

Hi there, @Sfcrisp.

 

Let me help you set your time-off rates for your employees who have different times of service in QuickBooks (QB) Time.

 

First, we need to edit the time off you set up and change the Accrual Type to Manual. Here's how:

 

  1. Log in to your QB Time account. Then, go to Time Off.
  2. In the Time Off List, select Time Off Codes.
  3. Look for the time off you set up. Click the Pencil icon beside it.
  4. Assign it to all your Team members/employees. It should show "all team members'. If not click it and assign it to all.
  5. Tick the Track Accruals box. 
  6. Click Edit settings beside it. 
  7. From the Accrual Settings dropdown, select Manual. And set the Max Balance Limit to zero. You have the option to Allow a Negative Balance if applicable on your end.
  8. Click Apply. Then, Save.

 

After that, let's go and set the time off for each of your employees depending on the time of service. You can follow the steps below:

 

  1. Go to My Team.
  2. Click the name of the employee. 
  3. Hover your mouse to Time off. Besides the time off you set up and click Accrual Ledger.
  4. Select the date you want to start the accrual of your employee in the Balance as of field.
  5. Enter how many Hours +/-. Then, Save. 

 

Learn how to track, edit, and submit your time as a team member in the QuickBooks Time web dashboard: Track and submit your time in QuickBooks Time web.

 

Leave a comment below if you have additional questions about time off. I'll be willing to lend a hand. Keep safe and have a good one.

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