Why are vacation and sick hours shown as less than the accrued amount?

With QuickBooks, you can set up two types of paid time off (PTO):

QuickBooks accrues sick and vacation leave on the day an employee works, not on the day of the paycheck itself. For example, if an employee works on June 4th and gets paid on June 6th, the employee will accrue sick or vacation time on June 4th, even though the paycheck was created on June 6th.

Sick and vacation leave might not appear to accrue for the following reasons:

ClosedIs it the beginning of the calendar year and you haven't created any paychecks?

Vacation and sick pay are calculated only when you create paychecks. So the hours available may appear inaccurate at the beginning of each year before you create any paychecks. This is true even if you defined the policy so that vacation pay is earned all at once at the beginning of the year. Create the first paycheck and the accrual will be accurate.

ClosedIs it the middle of the calendar year and you've just set up a vacation or sick pay policy where the hours are accrued at the beginning of a year?

Those hours won't be accrued until next January 1.

If you have tried running payroll and the problem still isn't resolved, you can change the employee's PTO balance directly by editing the current balance field.

To modify the hours in the employee's current balance for sick or vacation pay:

  1. In the left navigation bar, click Employees.
  2. Click the employee's name, and then click Edit employee.
  3. Under How do you want to pay this employee?, click the pencil icon to edit the pay types.

    4. If you use PTO (paid time off) instead of sick or vacation, use the vacation item. You can rename this item to PTO in your payroll item list.

  4. Update the Current balance for sick and vacation pay.
  5. Click Done.

See also

 


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