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A
ASmovies
May 18, 2025
Question

how do i do payroll for a salaried employee when they take vacation half way through a pay period?

  • May 18, 2025
  • 1 reply
  • 0 views

Our pay period was from Apr 28 to May 11 2025 and a salaried employee took the first part of their holidays from May 7 to May 11.  I'm a newbie at the payroll side of QuickBooks as our accountant has decided not to work with a non-profit.  The salaried employee has been accruing vacation pay and my common sense tells me that part of the pay period should be withdrawn from the accrued vacation pay to keep the records correct.

 

On May 13th, I did the payroll run as normal hoping I can go back and adjust the record for that employees but I don't know how to do that.  Can someone help me solve this?  And also tell me how to do the next payroll check for this employee for May 27th which will have May 12 - May 20 on vacation and may 22 - 25 back at work.

 

Thanks for your time and consideration.

Ann

1 reply

Clark_B
Clark_B
May 18, 2025

You can run your payroll as usual and input the vacation hours for the salaried employee, @ASmovies. I'll discuss more details about this below and guide you through it.

 

To begin with, please note that if the paycheck has not been processed through Direct Deposit (DD), you have the option to edit it to include the employee's accrued vacation pay hours.

 

Here's how to edit a paycheque:

 

  1. Navigate to Payroll and then Employees.
  2. Select the Paycheque list and then filter by the dates you want to edit.
  3. On the paycheque, select the dropdown arrow under the Action column and select Edit.
  4. Make the required changes and select Save.

 

 

For detailed information, refer to this article: How to edit paycheques in QuickBooks Online Payroll.

 

However, if the paycheck has already been processed through DD or if you're unable to edit it, you'll need to contact our Live Payroll Support team to get tailored assistance for the necessary corrections.

 

Regarding the upcoming payroll check for the employee which includes vacation from May 12-20, please note that while QBO Payroll simplifies payroll processing, you'll have to manually calculate the vacation hours (e.g., 8 hours/day * 9 days = 72 hours total) and input this under the Vacation Pay column.

 

Here's how:

 

  1. Navigate to Payroll and then click Employees.
  2. Select Run Payroll and click the Salary for that specific employee.
  3. Enter the 72 hours in the Vacation Pay column.
  4. Click the Salary amount and choose Edit employee hours for this pay period.
  5. Then, click Preview Payroll and then review the details to ensure everything is correct.

 

 

I'll add this resource to learn how to run, print, and customize payroll reports in QuickBooks Online: Run payroll reports. (Although it's a US article, the process is also applicable in the Canada region.)

 

Feel free to click the Reply button below if you have further concerns regarding your salaried employee payroll. The Community is always available to back you up.

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