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J
JG1965
June 6, 2024
Question

Sick and Vacation Accruals, Usage, not working with a year other than a calendar year

  • June 6, 2024
  • 2 replies
  • 0 views

After 4 hrs on the phone with Qbooks today I have been advised that the "begin accruing sick time" date does not impact the accrual limits, the carryover limits or the maximum hour limits.  They tell me this is because Qbooks expects these dates to be on a calendar year.   This is insane because our state allows us to pick any 12 months as a time frame for sick time but even after entering this non-calendar year date in an employee file it will not work.

 

Does anyone have a work around for this?  We are required to report this information to employees on their paystubs or a document attached to a paystub.  Any help is appreciated.

 

 

2 replies

J
JoanaC
June 6, 2024

Hi there, @JG1965. Let me share more information about your accruals in QuickBooks Desktop.

 

I know having the sick accruals accurately matters. The "begin accruing sick time date" marks the starting point from which QuickBooks begins to track sick time accrual for the employee. It's essential to ensure that sick time accrual calculations start at the correct point in time. Please know that this info does not influence the accrual, carryover, and maximum hour limits directly.

 

To limit the total hours that can be saved and carried over to the next year, you'll have to configure it in your employee's profile. Here's how:

 

  1. Go to Employees, then Employee Center, and select the employee name.
  2. Click the Payroll Info, then hit the Sick/Vacation.
  3. Enter the number of hours that are currently available .
  4. Select the Accrual period dropdown and choose one of the three accrual periods for the sick time listed above, and then in the Hours Accrued field, enter the number of hours that will be accrued.
  5. In the Maximum Number of Hours field, amke sure to enter the maximum balance of sick hours that the employee can have.
  6. Tick Reset hours each new year option and enter the maximum hours to carry over.
  7. Set the month and day when you want the year to begin.
  8. Enter the start date of the accrual year. Use January 1 for a calendar year or hire date if accrual happens on an employee anniversary date.
  9. Hit OK to record your changes.

 

To learn more about accrual limits, refer to this article: Understand sick pay accrual limits in QuickBooks Desktop Payroll.

 

Moreover, let me share these articles to fix and apply leave adjustments:

 

 

Let me know if you still have questions about sick/vacation accruals. Have a great day.

J
JG1965Author
June 6, 2024

No the "year begins date" does not work and does not limit any of the fields based on that date.  Does not limit the max to accrue, does not reset these hours either based on this date.

J
JoanaC
June 7, 2024

Thank you for your prompt response on the thread, @JG1965.

 

The Year begins on field is used to define the start date of the accrual year for employee sick time or vacation time. This field is crucial for managing how and when sick or vacation time accruals reset and how carryover limits are enforced.

 

This date affects the limit, when the time balances reset or carry over. This process is activated once the pay period of the payroll you run crosses that date. When that happens, QuickBooks Desktop will perform the necessary actions to reset the balances or apply accrual and carryover limits.

 

If it's still not resetting the hours or limiting the accruals even after crossing the date you set, I recommend verifying and rebuilding your data. This will scan your company file for potential integrity issue and fixes them accordingly.

 

You can also contact support if the issue persist, as they can pull up your account securely and check the setup of your payroll. They'll investigate this issue further with you. Follow these steps to contact support:

 

  1. Go to the Help menu.
  2. Select QuickBooks Desktop Help/Contact Us.
  3. Choose Contact Us.
  4. Enter your concern, then hit Continue.
  5. Sign in to your Intuit account.
  6. Choose Chat with us or Have us call you.

 

Let me share this article if you want to run your payroll report: Run payroll reports.

 

Keep me posted if you still have questions about your payroll accruals. Take care always.

BigRedConsulting
BigRedConsulting
June 7, 2024

The "begin accruing sick time" is the date used, once at the beginning of employment, as a threshold for when the whole process starts. Usually it is either the hire date, or represents the date after a waiting period, such as 90 days from the hire date, when the benefits start.

 

You're correct in that it has no bearing on the accrual limits, the carryover limits or the maximum hour limits. It's not supposed to. Once accrual starts, once it is in the past, it is not used at all.

 

The Year begins on setting impacts when, if ever, the time balances reset/carryover, which is triggered when the pay period crosses that date as you create a new paycheck.

 

Regardless of the Year begins on - used for reset and accrual (if you accrue yearly) - pay stubs should always show information YTD based on the calendar year, along with all of the other numbers on a pay stubs.

 

Note that changes to the rules made to the employee record after creating paychecks won't impact existing paychecks/pay stubs, but will impact things going forward.

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