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How to set up paid time off in QuickBooks Desktop Payroll - YouTube
Channel: QuickBooks
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hi this is jason from the quickbooks
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team
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with quickbooks desktop payroll you can
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track your employees paid time off on
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reports and your employees can track it
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on their pay stubs in quickbooks
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workforce
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let's learn how to set up and use paid
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time off in quickbooks and then take a
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look at how employees can track their
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paid time off in quickbooks workforce
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first select employees
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anytime you set up a new employee you
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can set up their vacation and sick time
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individually but to save time
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it's better to set up a default paid
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time-off policy and then customize it
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for each employee as you set them up
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let's do that first
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select edit
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preferences
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then select payroll in employees and
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switch to company preferences
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select the second vacation button
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then enter your standard paid time off
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policy here
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this will be the default for any new
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employee and you can customize it for an
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employee as you set them up later
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quickbooks divides paid time off into
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two sections sick and vacation they both
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work the same way and you don't have to
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use both of them so if your business
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keeps track of sick and vacation time
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separately
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fill out both sections but if your
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business tracks vacation and sick leave
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together as paid time off skip the sick
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time and just fill out vacation
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next you choose how employees accrue
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more sick in vacation hours
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if you select every hour on paycheck
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you'll enter the hours accrued per hour
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paid
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if you select every paycheck they'll
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receive a flat amount of hours each
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paycheck
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and last you use beginning of year if
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the employee accrues a set amount of
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time on a yearly basis
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note that the beginning of a year
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doesn't have to be january 1st you can
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choose any date as the beginning of the
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year such as the anniversary date of
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their hire you choose the beginning of
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your date whenever you set up a new
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employee or edit an existing one if your
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business limits the maximum amount of
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accrued hours select an option here
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you enter the actual number of maximum
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hours whenever you set up an employee
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also if your employees accrued time off
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resets each year check this box
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remember that you can select when the
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year begins for each employee as you set
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them up if you do reset hours each year
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you can still choose to carry over some
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hours from the previous year enter the
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number of hours that carry over year to
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year or leave it blank if no hours carry
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over fill out the other section of the
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window if you offer both sick and
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vacation time
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or leave it empty if you only offer one
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type of paid time off
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last you set your company's policy for
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whether or not employees accrue sick and
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vacation time for paid time off and
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overtime
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select ok and ok again
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now whenever you set up a new employee
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select the payroll info tab
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and then sick vacation quickbooks fills
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in your default settings for the
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employee
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but there are still some details for you
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to fill in for this specific employee
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enter the number of hours the employee
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has available now
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then enter the number of hours they've
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used so far this year
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you can skip how the employee accrues
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more hours unless you need to adjust it
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from your default
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select when the year begins for the
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employee
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and when you want them to start accruing
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sick or vacation time
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if you're setting up someone who already
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started accruing time enter when that
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started for them
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select ok when you're done
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then in the earnings section select the
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sick and vacation items that match how
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you pay the employee
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hourly or salary
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select ok
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if you ever need to adjust an employee's
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time off double-click their name
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select payroll info
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and then sick vacation
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make any adjustments and select ok
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let's see what it looks like when an
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employee uses sick or vacation time
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run payroll like normal
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if you or an employee entered their sick
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or vacation time on a timesheet
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quickbooks brings that time onto the
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paycheck
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if not you can still add it
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select their name
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and in the earnings section enter the
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sick or vacation item
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the paycheck lists how many hours they
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have available
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if an employee accrues time per hour
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worked or per paycheck you'll see the
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second vacation they accrued with this
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paycheck
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finish running payroll and if you print
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paychecks or pay stubs they can see
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their time spent there
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there are two ways to track how much
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paid time off an employee has in
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quickbooks you can select reports
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employees and payroll
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paid time off list
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and if you use quickbooks workforce
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employees can log into their workforce
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account to see their available sick and
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vacation hours
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now you're ready to set up use and
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monitor second vacation time in
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quickbooks desktop
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you
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