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April 9, 2019
Question

Is it possible to bank overtime?

  • April 9, 2019
  • 3 replies
  • 0 views

My employees would like to save their overtime to be paid at a later date. However, I need to still enter the overtime hours worked in order to bill out their time worked to the client. Is there a way to enter the hours worked in the time sheet for billing purposes but then not have those hours paid on the employees pay check and accruing instead?

3 replies

April 9, 2019

Hi kbell,

 

Thanks for the details for what you're trying to do with the overtime pay in your QuickBooks Desktop company file. The Payroll feature has a lot of options that will allow you to get your hands dirty configure things as you need. Regarding overtime payments, however, it's a fairly simplistic and straightforward approach. With that simplicity comes limitations and in this case recording the overtime in one area while accruing it in another isn't possible.

 

Others in our community may have some idea to help out with this kind of situation, and I encourage them to chime in. Working together in this way, we're able to find solutions to these kinds of questions!

 

If you'd like to speak with someone from our team directly to discuss this scenario and ask more questions, please feel free to call our phone support team at 1-877-772-9158. Pro and Premier support is available 24 hours and Enterprise support can be reached from Monday to Friday between 9 a.m. and 8 p.m. EST.

 

Take care! You're welcome to stop by again if you have other questions. :)

April 17, 2019

Yes, it's possible.  It takes a couple of extra steps, but works very well for me.

 

As you know, the Bank Hourly payroll item is native to QB and is what is used to accrue hours for each employee.  But to accrue hrs way QB would like you to, which is to manually enter the hours in the employee's payroll record in Payroll Info - Accrual Hours is cumbersome.  I use the following workaround.

 

The Bank Hourly Item, which when used, only records Bank time that is paid out in any given pay period, and reduces any accrual hours you may have, which are positive.

 

  1. Create a payroll item called something like 'Bank Hrs Accrued', and link it to the same wage expense account as your regular hourly item.
  2. Create another payroll item called something like 'OT Bank Differential', 
  3. When entering overtime into the timecard, enter the regular hours as you normally would
  4. Tab down to the next line, and use the PR item 'Bank Hrs Accrued', for the exact number of OT hours the employee worked.
  5. Tab down to the line below that, and use the PR item 'OT Bank Differential', and enter the OT multiplier of the OT hours worked.  For example, if the employee worked 2 hrs of overtime, enter 1 hr in the differential item (based on 1.5 OT rate).  If the rate is different, use that rate.  For example, double time, you would enter 2 hrs of OT and then 2 hrs of OT differential, etc.
  6. At the time of creating pay cheques, whatever number of hours are in 'Bank Hrs Accrued' and 'OT Bank Differential', you will make a negative entry to the QB native PR item 'Bank Hourly Rate' (you may have named it differently)
  7. Note that while in 'Review Pay Cheque', as soon as you enter the negative 'Bank Hourly Rate' item, the Bank Avail (HR) at the top right of the pay cheque, now shows a positive number of Bank hours available.
  8. Conversely, when employees take time off and indicate they want to use their banked time, simply enter the 'Bank Hourly Rate'  PR item into their timecard for that day.  When you review their next pay cheque, the Bank Available (Hrs) will be reduced by the time taken as Bank Time.

When you are pulling reports and only want to use the OT hours, you can filter the report to exclude the 'OT Bank Differentialitem and only use your regular OT Hourly item and the Bank Hrs Accrued item, to get the actual number of OT hours worked.

 

*Note that when accruing bank time this way, the area on the Paystub which has an 'Earned' column and 'YTD Used' column, will be invalid info.  Only the 'Available' column will be correct.  If you choose the more cumbersome method, which is to keep track of all of the OT hours that someone wants to bank and manually enter them each period into the Accrual Hrs area of the employee's PR profile, then those columns would be correct.  But if you have many people to pay and track bank time for, the method above works very well and is much quicker because the pay cheque is populating entirely from the timecard, except for the one line entry you will make on the pay cheque to 'accrue' the banked OT hours.

March 9, 2023

Do this work for Quickbooks online?

My guys want to be able to see how many banked hours they have, I am not sure how to do this.

Help would be awesome.

March 9, 2023

Hi Cmattie,

 

Thanks for chiming in on this thread.  Welcome!  QuickBooks Online Payroll currently doesn't offer the option to track banked hours.  If you'd like to see this moving forward, you can submit a request to our Development Team.  In the interim, you'll need to track the hours outside of QuickBooks.

 

Please feel free to reach out again, if you have other questions.  We'd be glad to assist!

January 6, 2022

This is how i record banked time ie employee dave that works very well for m

dave worked 50 hours but only wants to get paid for 45

 

post to time sheet 

labour hourly 50 hours job hospital 

this put the time in the system to bill out to the customer 

general ledger side of things 

created an accrued liability "daves accrued wages" 

at any time you can look at this account to see how much in wages he has accumulated 

payroll item 

create a payroll item BANKED DAVE and have it post to the accrued liability account "dave accrued wages"

employee under employee centre

add BANKED DAVE $17 as a payroll item 

make it so vacation pay to be calculated on this

pay cheque

labour hourly 50 (payroll item) $17 (from the time sheet) 

labour banked dave (payroll item) -5 $17 (this will post to GL accrued liability account "dave accrued wages"

hours for pay cheque equals 45 hours

amount will calculate on the pay stub ...showing a negative on the paystub as employee has a credit

 

note - if his pay cheque is 43 hours post this to the time sheet

labour hours 43 (payroll item) $17 

labour banked dave 2 hours $17 

when you create your pay cheque it will use the 2 hours from the banked 

 

I love puzzles and this was a fun one to figure out ... tested it and it works

wendy

 

 

January 6, 2022

@WENDY81 thanks for your post - we're new to QB Desktop and we are having the same issue.  So new that we haven't actually sync'd our time from QB Time yet for the first time.  24 hr operation with over 50 staff could make a big mess very quickly so I'm trying to sort out how to do this right the first time. 

 

Your solution seems remarkably simple - I have 2 questions though:

1) would you have to have a separate account for each employee to record their banked rate?

2) This might seem obvious but I've had numerous QB support techs tell me that manipulating the hours paid on the paycheque as you are describing will alter the billable entries that were imported - of course we don't want to mess with the bills.  It seems as though you are confirming that hours paid on paycheque are separate from billable time entries when you perform this function?

January 6, 2022

1.) yes i have an accrued account and a payroll banked account for each employee

2.)  I always post the hours to the job for the pay period correctly...  i forgot to add i have a customer called Office banked hours , service item labour and payroll item banked hours "employee" when posting to the time sheet and mark it is not billable time.  The customer Office banked hours gets the changes and not the customers themselves  ...i hope i answered your question     

Also i could not get the opening balance to post to to the pay cheque stub for january 1 without affecting the employees payroll income ...working on that so it will show correct on the pay cheque which means no one always asking me how many banked hours do i have. (until jan 1 i did it on an excel spread sheet)