Vacation and Sick Leave amounts are not decreasing when entered on paycheck stub.

@ap2025  The first question that comes to mind is if you are associating the relevant hours with an actual Vacation or Sick Leave Hourly Wages payroll item.

If you simply created a Regular Pay Hourly item called Vacation, or a Regular Pay Hourly item called Sick Leave, it won't work.

It has to be classed as Sick Pay or Vacation Pay under the Hourly Wages payroll item types.

Welcome to the Community, ap2025.

Sick/vacation time may not decrease when used on employee paychecks if:
 

• You have incorrect payroll items.
• The sick/vacation setup of your employee is incorrect.
• The Do not accrues sick/vacation pay option is turned on.
• Your employee has reached the maximum number of hours.

To identify the cause and solution, you'll want to confirm your Do not accrue sick/vacation pay setting is turned off and determine how you've set up the payroll item. Also be sure to check the employee's profile.

Here's how to determine how a payroll item is entered:
 

1. In your top menu bar, go to Lists, then Payroll Item List.
2. On the Payroll Item List, double-click your item used to pay the sick leave.
3. From your Edit payroll item window, verify the type of payroll item in use.
4. If it's incorrect, use the appropriate one, or create a new payroll item if necessary.
5. Vacation only accrues on regular pay items, such as hourly wages, or salary. It doesn't accrue on bonus or additional items.

To check employee profiles:
 

1. Go to Employees, then Employee Center.
2. Double-click the employee's name.
3. On your Edit Employee screen, access Payroll Info.
4. Select Sick/Vacation.

After selecting Sick/Vacation, verify and adjust the following information as needed:
 

• Accrual period
• Reset hours each year
• Hours used in the year
• Maximum number of hours
• Hours accrued is entered
• Start date of the accrual
• Sick and vacation hours available

You can refer to our Fix incorrect sick and vacation accruals article for more information.

I'll be here to help if there's any additional questions. Have an awesome Monday!

@ap2025  RE: Vacation and Sick Leave amounts are not decreasing when entered on paycheck stub.

This happens when the sick and/or vacation earnings items being used are not actually special sick/vacation items - despite their name.

Once an earnings item is created, it cannot be changed to or from the sick/vacation special type. So, to resolve this, create and use new sick and vacation items.  As you do, be sure to choose the option on the slides for sick and vacation.

You can verify that your current items are not sick/vacation items by editing them from the payroll items list.

When the earnings items are sick or vacation items, QuickBooks will show that in the titlebar as when editing the item, like this:

A regular item will look like this, with no mention of sick or vacation: