Harvester Payroll Help Centre

On an Apple computer once you have the MTN file saved as an excel file (type MTN for more help if needed) then do the following: Make sure you have the file you want to export open in Numbers. (This is the standard Apple version of the Excel Microsoft Excel Application) 1) Choose the File and then select "Export To", then select the format you want (which will be CSV). Note: From the Export Your Spreadsheet window, you can choose a different format or set up any additional options. ... 2) Click Next. 3) Enter a name for your file and select a folder to save it to. 4) Click Export.

When you click the "export-to-excel" button on the "MTN-Upload-Partner" Report, Harvester will save the MTN report in the usual excel format. 1) Once you have downloaded (saved the export file), open the excel file. 2) Save the document in CSV (MS-DOS) by using the SAVE-AS menu function in excel. (In Excel when you click on SAVE-AS, you will notice the drop down "Save-As-Type" box where you can select the option type : CSV (MS-DOS) from the list of available "File Types") 3) Upload the file direct to the MTN Partner site. Once you have logged in to MTN(https://momofrommtn.co.zm) then: i) On the top right, using the "action" button, click "Batch upload" to upload your CSV "MTN-Upload-Partner" export file from Harvester. ii) In the external ID field type: 12345 and then record(copy) the "Batch ID Transaction No". On the left, using the "search" Batches button, enter the "Batch ID Transaction No". iii) Once your batch file reflects in a line under the search result, click on it so that it highlights in blue. Note: Do not click on the blue Batch Id on the left hand side of the line but rather click anywhere else on the line in order to highlight the upload file. The blue Batch Id number on the left is used to open the file so that you can click on "Approve". iv) On the right, click on the "Execute" or "Play" button. (The play button ">" will become active when ready) Note: Each employee payment record changes from pending as its done. The status will change from "Pending", to "Ongoing", to "Completed". Finally, download your report. Some tips for the Harvester export file used on the above MTN Partner web page: Note: Only employees with MTN numbers entered on the "Mobile No or Paycode" field AND the numbers begin with '260 AND who are NOT marked as CASH employees and who have a processed payment for the month will be entered into the MTN mobile Money Report. If you have already processed pay for the current month (or for an employee) and you make the changes described above to enable MTN mobile money, then you must resubmit the payment. After you resubmit a payment Harvester will remember your new settings and the employees on MTN will reflect on the report. For help with Apple computers and "Notepad" please type "apple" in help. If you see an error code on MTN with Status : "Creation failed" and Reason: "Row number##,,Internal error" then there may be a problem with the actual phone number of one of your employees. An "inactive cellphone number" will prevent the whole batch from completing without errors. Contact MTN and ask for them to help you identify which is the problematic "inactive" cellphone number and then delete the appropriate row in a program such as "Notepad".

If you need to import more than 7 different batches of employees after you have already used this feature Seven times, then you need to contact support@harvesteronline.net You are allowed 7 batch uploads on the standard version as this module requires lots of Cloud processing. After a small upgrade cost of $30 you will be allowed to do Seven further batch employee imports. To avoid an upgrade cost, especially for smaller amounts of new employee imports do the following: First add the employees using edit employees and then use the Quick-Table-Employee-Edit to put further details of the new employees in quickly using the single page edit for multiple employees. In this way you do not need to use the batch import. For the batch employee import, we recommend you use this module for importing 40 or more employees at a time. However you may use it to import any amount of employees.

No, you do NOT need to change NAPSA ceiling amounts or percentages on the online system at the end of the tax year. You do NOT need to change tax brackets either.

If you see an error on the Napsa upload saying "SSN number does not match the NRC" or "Napsa employee number does not match": This is an issue with a specific employee's NRC number that can only be linked to the correct SSN number (Social Security Number) that is issued by NAPSA to each employee registered with NAPSA. Only NAPSA issues the Social Security Number and for the upload to work each employee must have the correct NRC number linked with the correct Social Security Number. If not, the file will fail to upload. Check that the Social Security Number is correct on Harvester online. Ask NAPSA what the correct SSN number for each employee is if you don't know it. To edit the Social Security Number on Harvester online, go to Edit-employee and then look under Personal Details for the 'Social Security No' field to edit or enter it. Note: Napsa WILL reject any employee where the Social security number they have on record does not match the NRC number. Even if you think you may have the correct Social Security number for an employee that Napsa has given you, it might not match the digital online record that they have. The Social Security number can only be provided by NAPSA and only AFTER an employee is fully digitally registered with them.

If you see an error on the Napsa upload saying "EmployER number mismatch" This is normally an issue with a specific employee's SSN number (Social Security Number) that is issued by NAPSA to each employee registered with NAPSA. However this Number is linked with a specific EmployER number! Sometimes employees move from working for one company to another and if this has not been updated with NAPSA for the particular employee, then the file will fail to upload. Ask NAPSA to make sure the SSN number for the employee is linked with your NAPSA employER number. Also please make sure that you have registered your correct NAPSA employer number on the company settings page. The default is 33333 for all newly registered companies with Harvester Online and this needs to be edited to your employer number.

YES - NAPSA should normally be calculated on a gratuity or end-of-contract service payment where the employee is liable for NAPSA, subject to the normal annual NAPSA contribution ceiling. This question sometimes causes confusion because the PAYE treatment of gratuity and the NAPSA treatment are not the same thing. A payment being exempt from PAYE does NOT automatically make it exempt from NAPSA. WHAT DOES NAPSA SAY? NAPSA states that contributions are based on an employee's gross earnings. NAPSA explains that, for contribution purposes, earnings include benefits given by an employer in exchange for an employee's service. In its published guidance NAPSA specifically includes: - Basic salary - Bonuses - Commission - Severance pay - Overtime allowance - Leave allowance - Acting allowance - Commuted leave days - Other service-related earnings This is important when considering a gratuity or other payment made at the end of an employee's contract. GRATUITY UNDER THE EMPLOYMENT CODE ACT Section 73 of the Employment Code Act No. 3 of 2019 provides that an employer shall, at the end of a long-term contract, pay qualifying gratuity of not less than 25 percent of the employee's basic pay earned during the contract period. Where the contract is terminated in accordance with the Employment Code, the gratuity is prorated for the period of employment. Gratuity and severance pay are separate legal terms under the Employment Code and should not simply be treated as identical. However, gratuity is clearly an end-of-contract payment calculated from remuneration earned for the employee's service. For NAPSA purposes the important issue is whether the payment forms part of earnings or a benefit arising from the employee's service. NAPSA's own published guidance expressly confirms that severance pay is included in earnings for contribution purposes. THE NATIONAL PENSION SCHEME ACT 2026 The National Pension Scheme Act No. 72 of 2026 replaced the previous National Pension Scheme Act framework. The Act defines "earnings" broadly to include a wage, salary, allowance, bonus, commission, incentive and non-cash benefits that have a monetary value. Section 24 provides for employer and member pension contributions and states that the member's contribution is deducted from the member's earnings to which the contribution relates. NAPSA announced in August 2026 that Statutory Instrument No. 62 of 2026 brought the new pension reforms into effect. IMPORTANT - PAYE AND NAPSA ARE DIFFERENT Do not assume that because a gratuity or other payment has a particular PAYE treatment it is automatically exempt from NAPSA. NAPSA itself explains that PAYE exemptions do not automatically affect NAPSA deductions. NAPSA contributions are governed by the pension legislation and NAPSA rules relating to gross earnings. HOW HARVESTER TREATS THE PAYMENT Where an employee is subject to NAPSA, Harvester treats the gratuity/end-of-contract service payment as part of the earnings relevant for NAPSA contribution purposes, subject to the applicable NAPSA ceiling. If the employee has already reached the NAPSA contribution ceiling for that month, the normal ceiling will prevent additional NAPSA being charged above the statutory maximum. The employee and employer NAPSA portions remain subject to the normal NAPSA rules. OFFICIAL REFERENCES NAPSA guidance confirming that earnings include severance pay: https://www.napsa.co.zm/revision-in-contribution-ceiling-for-the-year-2025/ NAPSA earlier public notice explaining the same gross-earnings principle: https://www.napsa.co.zm/public-notice-revision-of-contribution-ceiling-and-pension-payments-for-2022/ National Pension Scheme Act No. 72 of 2026: https://zambialii.org/akn/zm/act/2026/72/eng@2026-06-12 NAPSA announcement on implementation of the 2026 Act: https://www.napsa.co.zm/news/details?id=dt91c3bb-5416-4a53-b521-73923e0ccf112 Employment Code Act No. 3 of 2019 - see section 73 on gratuity: https://www.parliament.gov.zm/sites/default/files/documents/acts/The%20Employment%20Code%20Act%20No.%203%20of%202019.pdf If there is uncertainty about the treatment of an unusual payment or employment arrangement, the employer should obtain confirmation directly from NAPSA.

Monthly NAPSA Contribution CSV Upload Click the report link NAPSA-Electronic Return. Click the "Export" Excel button - this will create a CSV (Comma delimited) file ready for direct upload to iCARE. Once you have downloaded the CSV file, do not re-save it before uploading to iCARE. Why? If you open the CSV in Excel and then save it again, Excel may: Reformat some date values. This will cause the iCARE upload to fail. You may open the CSV in Excel to view it, but if you do, do not save it again - just close Excel and upload the original downloaded file to iCARE. 1) Check your upload is in pure CSV format: If you right click your upload file and open with a text editor like notepad, then you should see all your data neatly in a row separated by commas. One row per employee. You will note and that each data field itself is just the data value and it is not enclosed in double quotes. Example: The Year will be 2025 and not "2025". If you see the double quotes then you have probably opened the downloaded file and saved it on your computer again which can change the format. Just download directly from Harvester and don't open it to save again. NB: Export from Harvester as normal: NB No re-saving or reformatting required. Simply download and upload without opening the CSV file. 2) Employees who have a second name. Employees who have a second name on their NRC. The second name now has to be stored in the first-name field by ensuring there is a space between the first and the second name within the same first-name field. The second name is not stored in the "other " name field. The other name field should remain blank on the upload. 3) If there is no birth day or month visible on the NRC: Add every employee's full birth date and use the 31st of December for the day and month.

How do I handle employees on work permits but without NRC numbers? On edit employees at top right hand side enter the passport number. The NAPSA return will then use the Passport Number instead of NRC number. Note: Harvester will still say that a NRC number is required to save the employee, even with a passport number entered. This is correct. You can not enter an employee without an NRC number. This is to stop ghost workers, duplicate employee entries or employees using the same NRC Number. Leave the default NRC Number even though it is officially non-real and auto generated. Only the passport number will be used for NAPSA returns so there is no need to worry about the NRC number. Harvester will ignore the auto generated NRC Number for online NAPSA submissions.

For those employees older than 55, its best to remove the tick box 'NAPSA?' on edit employees. It says 'Do not remove' but in the case of an employee over 55 it is perfectly legal. In this case no NAPSA will be deducted off the employee and the same for the Employer. I do know that the employer can voluntarily pay the employer's portion of an over 55 year old employee for NAPSA, but this is not compulsory.