Track Sick Days in QuickBooks Online: Easy & Fast

Are you a business owner or an HR manager struggling to keep track of employee sick days? Managing employee absences can be challenging, especially with remote work on the rise. But what if you could streamline this process using QuickBooks Online? This intuitive accounting software offers more than just financial management, including a simple way to track sick days. Let's dive into how you can effectively manage employee absences using QuickBooks Online.

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Before we start, ensure that you have the Plus, Advanced, or Essential HR Payroll plan. These plans include the Time Tracking feature, which allows you to monitor employee hours and absences. Now, let's explore the different ways to track sick days in QuickBooks Online.

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Manually Tracking Sick Days

QuickBooks Online simplifies manual tracking by allowing you to input sick days directly into the system. Here's how:

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1. Go to the 'Workers' tab, then select the employee for whom you want to input sick days.

2. Click on the 'Time' tab. Here, you can see the total hours worked, the hours entered, and the hours remaining. To add sick days:

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3. Click on 'Add Time'.

4. Select 'Time Off' in the 'Time Detail' field, then choose 'Sick' from the dropdown menu.

5. Enter the date and hours for the sick day. Click 'Save'.

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Using Time Off Requests

For a more efficient process, employees can submit time off requests, which managers can then approve or deny. Here's how:

1. Employees go to the 'Time' tab and click on 'Request Time Off'.

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2. They select 'Sick' from the 'Time Off Type' dropdown menu, enter the start and end date, then click 'Save Request'.

3. Managers receive a notification and can review, approve, or deny the request in their 'To Do' list. Once approved, the sick day will be added to the employee's time off balance.

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Integrating With Time Tracking Apps

For companies using time tracking apps, such as TSheets or Clocks software, tracking sick days in QuickBooks Online is even easier. Here's how:

1. Link your time tracking app to your QuickBooks Online account.

2. Employees clock in using the connected app.

3. When an employee takes a sick day, they select 'Sick' as their activity type in the app.

4. The sick day is automatically synced to QuickBooks Online, and there's no need for further input from either the employee or their manager.

Monitoring Sick Day Balances

QuickBooks Online allows managers to keep an eye on employee sick day balances, ensuring that neither the company nor the employee is overstepping limits.

1. Go to the 'Reports' tab and select 'Payroll Summary Report'.

2. Filter the report by employee and by payroll frequency (weekly, bi-weekly, etc.).

3. Under 'Time Activities', you'll see the sick days used and remaining, including any rollover (if applicable).

Encouraging Open Communication

To foster a culture of transparency and trust, encourage employees to communicate openly about their sick days. This can help prevent potential issues and keeps everyone on the same page. Use QuickBooks Online's messaging feature to send reminders or ask for updates.

1. Go to the 'Workers' tab and select the employee you want to message.

2. Click on the 'Message' button on the right-hand side of the page. Type your message and click 'Send'.

By utilizing these features in QuickBooks Online, you can simplify sick day tracking, improve communication, and ensure that your business stays on top of employee absences. But remember, every business is unique, so find the combination of features that works best for you. Happy tracking!