Harvester Payroll Help Centre

For paying out Leave monthly: Go to Settings. Go to Company Settings. Click on "pay out leave pay monthly" and next to the "APPLY ALL" make sure to click "Submit" so that all already existing employees will be paid out their leave each month.

Should you wish to pay a Kwacha value for leave on top of a Fixed salary, then please make sure that the PAY CLASS is NOT marked as FIXED on edit-employee. (In this case, make sure that the PAY CLASS is marked as DAILY under edit-employee) Please check that the Leave Days Per Month field on Edit-Employees is NOT set to 0 for an employee if you want to ensure that the employee cashes their leave when you enter days in the "leave days taken" field. It should normally be set to the default of 2. If it is 0 then no Leave payout will happen. In such a case only the Leave-Days-Taken will show on the payslip. Note that from mid 2019, Leave-Pay-Taken has to be based on the daily equivalent of the Gross-Pay and NOT the Basic-Pay of the particular month that the leave is cashed.

Note that from mid 2019, Leave-Pay-Taken has to be based on the daily equivalent of the Gross-Pay and NOT the Basic-Pay of the particular month that the leave is cashed. According to the in the new Employment Act (JULY-2019): The only extra that is NOT included for the Daily Rate equivalent for "cashing of Leave" is the Bonus or Gratuity or Terminal Benefit End-of-Contract payments. If you enter any value in the Bonus field then the leave Daily-Payout-Rate won't increase for leave pay out. All other extras are used to increase the basic daily pay rate when an employee cashes their leave. To work out how its calculated in a typical scenario after you have processed the payslip: Take the gross wage on the payslip and then subtract the Leave-Pay and then subtract the Bonus amount(if any) and divide the result by 26 to get the leave Daily-Payout-Rate. There may be a Collective agreement that you have that could supersede this National Employment Act which allows for leave to be paid using the normal Daily pay-rate. If you are sure your Collective agreement is ratified by an official Labour Officer and that it is still valid, then you may change Harvester to work out "cashed leave" for Daily-Paid employees on the Basic Daily pay-rate. Please go to Settings and then Company Settings and on the bottom right of the page tick the check-box for "Leave Rate on Basic". This will ensure that if an employee is not of the employee type Fixed but is of the type "Daily" and the employee wants to cash there leave then when you enter the "leave-days-taken" then it will multiple this by the Daily pay-rate and NOT the Gross-Equivalent Daily pay-rate. Don't forget to recalculate by resubmitting any payment again where Leave-days were taken in order that the system works out leave on basic Daily rate. Please check with your local Labour officer if your collective agreement will supersede the National Labour law. Some officers do not accept this.

Note that from mid 2019, Leave-Pay-Taken has to be based on the daily equivalent of the Gross-Pay and NOT the Basic-Pay of the particular month that the leave is cashed. However, there may be a Collective agreement that you have that could supersede this National Employment Act which allows for leave to be paid using the normal Daily pay-rate. According to the in the new Employment Act (JULY-2019): The only extra that is NOT included for the Daily Rate equivalent for "cashing of Leave" is the Bonus or Gratuity or Terminal Benefit End-of-Contract payments. If you enter any value in the Bonus field or a value in Terminal Benefit or Gratuity payout, then the leave Daily-Payout-Rate won't increase for leave pay out. All other extras are used to increase the basic daily pay rate when an employee cashes their leave. To work out how its calculated in a typical scenario after you have processed the payslip: Take the gross wage on the payslip and then subtract the Leave-Pay and then subtract the Bonus amount and subtract the Terminal Benefit or Gratuity payout(if any) and divide the result by the "default work days" set for your company to get the leave Daily-Payout-Rate. Normally this is set to 26 standard days per month. eg $grossdayRate = ((grossWage - Bonus - gratuityPaid - termBenPaid) /workdays-default). If you are sure your Collective agreement is ratified by an official Labour Officer and that it is still valid, then you may change Harvester to work out "cashed leave" for Daily-Paid employees on the Basic Daily pay-rate. Please go to Settings and then Company Settings and on the bottom right of the page tick the check-box for "Leave Rate on Basic". This will ensure that if an employee is not of the employee type Fixed but is of the type "Daily" and the employee wants to cash their leave then when you enter the "leave-days-taken" then it will multiple this by the Daily pay-rate and NOT the Gross-Equivalent Daily pay-rate. Don't forget to recalculate by re-submitting any payment again where Leave-days were taken in order that the system works out leave on basic Daily rate. Please check with your local Labour officer if your collective agreement will supersede the National Labour law. Some officers do not accept this. NB note concerning the time an employee is cashing most of his/her leave: Even if leave is set to be based on "gross", in certain circumstances it will revert back to being worked out on "basic". An employee may be cashing most of his/her leave and may have a small basic amount and therefore a smaller gross-wage. Note that the Gross for leave calculation purposes does NOT include the "Kwacha leave payout" itself. ie Take the gross wage on the payslip less the Leave-Pay and subtract the Terminal Benefit or Gratuity payout(if any) and divide the result by "workdays-default" to get the leave Daily-Payout-Rate. So the "gross-wage less the leave payout" is divided by the default days in the month(eg 26) to get the actual gross-pay-rate for leave purposes. If this rate is less than the normal-day-rate then the day rate used for cashing leave will NOT be the gross-day-rate but the normal-day-rate. ie the gross-day-rate (in this case the lesser of the two rates) will NOT be used. The Harvester program will correctly calculate the leave based on the normal daily rate. The law states that the Leave-pay that is cashed is based on the "gross daily-rate-equivalent" but this gross MUST NOT be based on the gross including the leave-pay-taken but rather gross less leave pay taken. (The gross-day-rate is worked out on gross less the leave-pay-taken divided by the standard days in the month.)

To view the actual "Outstanding Leave Value" Go to the Second Print Options Page (More Reports) and view the leave that is accumulated for any or all of your employees. There are two main options: 1) Use the "Leave Accumulated" Report from the Leave Section of the "More Reports" page. This will show all accumulated Totals in a single report that you can export to Excel for all years to date. 2) Use the "Leave" Report. This will show all the historic leave values for each month for each employee. Its a big report, so if you would just like the summary, use the first "Leave Accumulated" Report option. Note: You may select to summarize a single year's Leave values in one report. In the search box you may select: "View Leave for only a Specific Year?" Here you may enter just the year to see just the leave for a whole year period that you would like to view or print. Remember all accumulated leave totals are shown(by default)on payslips for all the outstanding cumulative leave days for each employee. This default setting can be changed for export to excel on payslips reports using the "Other Options" search box. Note: You can also go to the Settings page to view leave totals. 1)Click on Settings 2)Click on employee Settings (Left hand side of screen) 3)Click on View-Accumulated-Values (Right hand side, look for the man carrying the boxes)

How do I print out the Leavers certificate when an employee leaves ? On the second print page on the top right is the leavers certificate option. There are two parts. Part one and two. One for employee and one for employer.

ADDING AND MANAGING AN EMPLOYEE LOAN Go to Settings and select Employee Settings. On the Employee Settings page, open Edit Loans for Employees. You will first see a list of employees. Find the employee who requires the loan and click the employee’s Edit button. The selected employee’s loan page will then open. Under Add New Loan, enter: * The loan start date * The initial loan amount * The default loan repayment amount Then click Add New Loan. The default loan repayment amount is optional. When entered, it will automatically appear as the suggested loan repayment the next time you process the employee’s pay. You can still change this amount on the normal payment capture screen. You can also change the default repayment amount later by returning to the employee’s loan page. EXISTING LOANS BEFORE STARTING HARVESTER If an employee had already started repaying a loan before you began using Harvester, enter only the employee’s current outstanding loan balance. This allows Harvester to calculate the remaining balance accurately from the current payroll month onwards. You do not need to enter the original historic loan amount or previous repayments. ADD THE LOAN BEFORE PROCESSING PAY A newly added or edited loan will be reflected the next time the employee’s pay is processed. It is therefore best to: 1. Add or update the loan. 2. Process the employee’s payment for the current month. When using Offline Input, add the loan before preparing the payroll for offline input. If you already processed the employee’s current payment before adding the loan, open Edit Payments and submit the payment again so that the loan details are included. MULTIPLE LOANS Harvester allows you to add more than one loan issue for the same employee. Each new loan amount is added to the employee’s total loans issued. Harvester calculates the overall outstanding balance as: Total loans issued minus total repayments The employee’s loan page displays each loan issued, all recorded repayments and the total outstanding balance. LOAN PERIOD AND INTEREST Harvester does not currently calculate the repayment amount from a loan period or interest rate. The repayment amount should be entered as the amount you normally want deducted from the employee’s pay. You can change this amount during payroll processing whenever necessary.

On the "More Reports page" use the "Loan Balances" Report to see current Accumulated Totals which may easily be exported to Excel. To edit the actual "Outstanding Loan Value" you need to edit a particular historic month "Loan Repayment" value. This will adjust the calculated accumulated value eg Outstanding Loan Value. 1)Click on Settings 2)Click on employee Settings (Left hand side of screen) 3)Click on "Loans for Employees" 4)Click on a particular loan payment for a specific employee you would like to edit. Note: Positive "Initial Loan" vales are the initial loans given to an employee. The negative amounts are for the loan repayments that have been captures so far. You will be able to manually edit the "Loan Repayment Amount" value or the "Initial Amount" which will affect the Accumulated, Outstanding Loan value. You may want to manually remove or reset ALL loans or loan repayment amounts for a PARTICULAR employee. Simply look for any loan entries for that employee and Delete them one by one. You may also check what the current outstanding balance is on a current payslip that you would like to "reset" and then instead of deleting, simply edit any repayment amount that will make the outstanding balance come to Zero.

Locked out of harvesteronline: Sometimes your IP address may be black listed due to suspicious activity. Click on this link or type in your browser (on your computer where you access harvester from) to obtain your IP address: https://www.whatismyip.com If blacklisted then your address has been labeled and marked as a possible spam or "bad address". Let your Wifi service provider know. They should make sure you get off the black list once they have sorted what they neeed to do. When you know your IP address on the actual computer you use to access harvester you can also confirm yourself if you are blacklisted by the World Wide Web authorities by clicking on this link below and entering your IP address given from the link "whatsmyip" above. To check for blacklisted address: https://mxtoolbox.com/SuperTool.aspx?action=blacklist%3a41.223.119.41&run=toolpage Let me know if you are blocked and what your actual IP address is and I can tell our harvester hosts to quickly unblock you so you can work now while your internet provider sorts out your blacklisting. You can also show them the report confirming this from the link above.

Once registered you will have your own login account(your email)and password. Click on the register Icon to Register your company with Harvester. In order to keep all email correspondence coming to one email address for multiple companies, you can go to Settings (after you have registered a second Company) and then Company-Settings and change the Correspondence email to be the same email address for multiple companies. This means that once you have registered an additional company and change the email address for correspondence as described above, you will then receive all email renewal invoices etc on the same email address as the initial company registered. What you need to remember is the user login links with only one company TPIN and you keep that login to access the particular company. ie One login name can not access all payrolls. If your Login email address is no longer used then make sure the company correspondence-email is changed under Settings as described above so that it will always go to the correct address. In this case the login email is only used as a login and so it does not need to be changed. If you do want this login to change, then you need to request Admin under support@harvesteronline.net for this to be done. There is normally a small charge of 15 USD for this as it needs to be done securely and linked correctly with your company TPIN.