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Warning "Vacation pay hours exceed employee vacation available" on the Build Check File Report when employee has sufficient vacation hours in Human Resources

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This article provides resolutions to solve the Vacation pay hours exceed employee vacation available warning that occurs on the Build Check File Report in Payroll even though there are sufficient vacation hours in Human Resources in Microsoft Dynamics GP.

Applies to:   Microsoft Dynamics GP
Original KB number:   961460

Symptoms

When you build checks in Payroll in Microsoft Dynamics GP, the following warning is displayed on the Build Check File Report even though the employee has sufficient vacation hours in the Employee Attendance Maintenance window:

Vacation pay hours exceed vacation available

This problem occurs if the following conditions are true:

  • The checkbox is marked in Payroll for Warn When Vacation Available Falls Below Zero or Warn When Sick Time Available Falls Below Zero.
  • The Accrue type is set to Human Resources.

Resolution

To resolve the error, the warning checkboxes on the Payroll side need to be cleared. Even though accruals are done in Human Resources, the warning flags on the Payroll side are still being read and cause the error. To resolve this issue, follow one of the options below:

Option 1 - Perform the reconcile procedure for Reset Payroll Vacation and Sick Time Information

  1. Follow the appropriate step:

    • In Microsoft Dynamics GP 10.0 and later versions, on the Microsoft Dynamics GP menu, point to Tools, and then point to Utilities.
    • In Microsoft Dynamics GP 9.0, on the Tools menu, point to Utilities.

  2. Point to Human Resources, and then select Reconcile.

  3. Select the Reset Payroll Vacation and Sick Time Information check box.

  4. Select Process.

  5. When you are prompted, print the HR_Reconcile_Report.

  6. Select OK. This reconcile process will set the vacation and sick balances on the Payroll side to 0.00 and also clear out the flags in Payroll for the system to warn when the balance goes below the available balance.

Option 2 - Manually clear the Warn When Vacation Available Falls Below Zero check box in Payroll for each employee

  1. Follow the appropriate step:

    • In Microsoft Dynamics GP 10.0 and later versions, on the Microsoft Dynamics GP menu, point to Tools, and then point to Setup.
    • In Microsoft Dynamics GP 9.0, on the Tools menu, point to Setup.

  2. Point to Human Resources, point to Attendance, and then select Setup.

  3. In the Attendance Setup window, in the Accrual Information area, select Payroll, and then select OK.

  4. On the Cards menu, point to Payroll, and then select Employee.

  5. In the Employee Maintenance window, type the employee ID in the Employee ID field, and then select Vac/Sick.

  6. In the Employee Vacation-Sick Time Maintenance window, clear the Warn When Vacation Available Falls Below Zero check box.

  7. Select OK, and then select Save.