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Vacation and Sick Leave in LivePayroll

John Logue Updated by John Logue

In LivePayroll, two separate categories of Paid Time Off (PTO) can be accrued: Vacation and Sick Leave.

Creating Policies for Employers

The user must first create and save Vacation and/or Sick Leave policies for the employer. With the desired employer highlighted in the Client List, click the Edit Client button to open the Edit Employer Payer Information screen, then select the Vacation/Sick Leave tab:

To add a policy, click the appropriate Add button:

The program includes default settings which can be edited:

The default settings for Vacation Policy Setup are typical for a policy in which employees earn 2 weeks of vacation a year. Change the settings if you wish, then click OK to save the policy:

Multiple policies can be added and edited as needed. In the below example, vacation policies have been created for 2 weeks/year and 3 week/year. Policies can be edited or deleted by use of the Edit and Delete buttons.

One or more Sick Leave Policies can be added, and policies can be edited and deleted, just as with vacation policies. The default settings conform to California's "Healthy Workplace, Healthy Family Act of 2014." Policies conforming to sick leave laws for New York City and San Francisco are described in the program Help file.

When you have finished setting up your vacation and sick leave policies for this employer, click the Save button to save them.

Assigning Policies to Employees

Once you have created PTO policies for an employer, the next step is to assign the policies to employees. This is done from the Rates tab of the Add/Edit Payroll Data screen.

On the Vacation/Sick Leave Employee Setup screen, select the appropriate Category (Vacation or Sick Leave)...

...then select the Current Policy:

Click Save to save the selected policy for this employee:

One policy from each category can be assigned to each employee.

Different policies can be assigned to different employees. For instance, this employee accrues 2 weeks of vacation per year, whereas another employee might accrue 3 weeks/year:

Accrual and usage tracking will begin with the next paycheck, so do not assign a policy to an employee until they are eligible for PTO accrual.

If the employee has previously accrued a PTO balance, enter the hours accrued in the Balance Accrued field:

The Balance to Use field is used if the policy has an annual usage limit. Otherwise, this field should be left blank.

After assigning policies to employees or changing balance amounts, be sure to Save changes.

The Preview Report button can be used to view a PTO report for this employee (or all employees, if All Employees is selected from the Employee dropdown menu). The Recalculate button is used to recalculate balances if an amount is edited.

When you have finished assigning policies, click Close to exit the Vacation/Sick Leave Employee Setup.

Entering Vacation and Sick Leave Hours

Vacation and sick leave are entered into the payroll grid along with other payroll data:

The first time you enter PTO hours, the program will prompt you to enter the number of hours worked after the accrual start date:

This prompt will not appear when subsequent paychecks are entered.

The employee's paycheck stub provides a record of vacation and sick leave:

For more information, please see the program's Help file.

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