Harvester Payroll Help Centre

On all reports you will see total records at the top. If you export your report to excel, you will see the total records at the top or bottom of the report. eg On the positive payslips you will see the total at the bottom on excel for the entire work force. Total records is at the top on the browser printouts. Adding new employees: For adding new employees, at the bottom of this Edit-Employees page is the add-icon you can click to add a new employee. Don't use edit an exiting employee to try and add a new employee unless you want to edit an exiting employee's details.

To order order the Offline-Input for the excel file by Employee Number instead of the usual "Surname" order please do the following: On Step 2, "Create offline Template file" page click on the image which is the second image right of the "Click to download" icon and which has the title: "Sort Employee No". Then export your report to Excel and in the Excel version the sorting Order will be adjusted. Note: Sort Order is always done first by Department and then by either Surname or Employee Number.

To order order a Summary report or Payslip report by Employee Number instead of the usual "Surname" order please do the following: On the report page e.g Summary Report click on the drop down box called "Options" and then look for the option "Order by Employee No". Then export your report to Excel and in the Excel version the sorting Order will be adjusted. Note: Sort Order is always done first by Department and then by either Surname or Employee Number.

Harvester can password protect PDF E-payslips that are sent to employees by email. HOW TO TURN PASSWORD PROTECTION ON Go to Settings and then Company Settings. Look for Password Protect E-Payslips. No - normal PDF This is the default setting. E-payslips are emailed as normal PDF files without an opening password. Yes - use employee NRC as password When this option is selected, emailed PDF payslips are password protected using the employee's NRC number, with the / characters removed. Example: If the NRC is 123456/78/9, the PDF password is 123456789. The email tells the employee to use their NRC without the / characters, but Harvester does not place the employee's actual NRC or actual password in the email message. IMPORTANT The employee must have an NRC saved under Edit Employee. If password protection is switched on and an employee has no NRC, Harvester will not send that employee an unprotected E-payslip. WHICH E-PAYSLIPS ARE PROTECTED? The setting applies to PDF payslips sent by email, including emailing a single payslip and the batch E-payslip sending options. For larger batches, use Email All Payslips Safely. Harvester sends these in smaller batches while the page remains open. WHATSAPP AND MANUALLY DOWNLOADED PDFS The Password Protect E-Payslips setting applies to emailed E-payslips. A PDF that you manually download from the Individual Payslip page for printing or for manual attachment to WhatsApp is a normal PDF and is not password protected by this email setting. When using WhatsApp, first download the PDF, then click Open WhatsApp & Attach PDF and manually attach the downloaded payslip before sending.

On the login page just below where you normally type your password is a link called, "Forgot-Password?". Use this link to reset your password if you have forgotten it or need to change it. Note that all you will need to have is: 1)Your "Company TPIN" and 2)Your usual email-login "user-name" to do this.

Type 'Tax' in the search box on the Online help and you will have many options to choose from.

Simply select the "PAYE Upload Return" option on the print page and then export the report to excel. To export to excel: On the Paye return page on the top left you simply click on the "export to excel" icon and this will generate the upload file. This file will then be downloaded to your standard download location on your computer. On some browsers you may open the export file directly (before downloading). In such cases, when you click "save" in excel or Google docs you can then specify where you want to save the download file. Harvester produces the actual upload file in Excel. The excel file for upload is simply generated when you click the Export to Excel icon (with the ZRA sign on it) on the top left of the ZRA return report. (the ZRA return report is found using the link called "PAYE Upload Return") You need to use the SAME upload file for ZRA whether you pay Skills Levy or not. The Skills levy is done server side (by ZRA) and is NOT supposed to be on the upload. For your own data or records, Skills Levy amounts can be seen on the "PAYE Data Totals" report. The new PAYE upload is in an open Excel (.xlsx) format and will have no Skills levy amounts in it and no totals. This is correct and is what is needed for your upload. However Harvester has already prepared it so that you do not need to use the normal manual process of using their(ZRA) monthly template to copy and paste all your employee data before uploading to the ZRA portal. It is ready for direct-upload to ZRA as soon as you export it from Harvester using the ZRA Online Return. If you would like to have an excel report of the Skills Levies that are due by you as an employer, then please use the Skills Development Levy report which will itemise each employee and give the total that is paid by your company upon submission of your normal PAYE upload. It is calculated on gross.

For detailed access to tax cards and history, there are detailed Paye reports that can be printed out. Go to print reports. Select the Paye-Detail Report. In the options drop down box, select the option ALL-Months and then click Search. Note: You may also export this report to Excel. Each December year end we advise to use the All-Months option and export the full year to excel the yearly summary at end of each year, especially if the Keep-History Module is not purchased. You are given the option for purchasing the Keep-History Module at the end of January each year. There is another option where the specific year can also be selected and that is to use the 'Tax-Reports' report which is found towards the bottom of the More-Reports page. In the options drop down box for 'Specific-Year', select the option for the year you would like to see all paye records for and then click Search.

To edit the actual "Accumulated Gross Taxable" or "Accumulated Paye Paid" for the current tax year: Be Careful as this should not normally be done as Harvester Calculates correctly according to Government Tax rules. NB This is only for changing a tax amount for HISTORIC months. For any current month entries then use normal payroll processing and NOT this advice below. 1)Click on Settings 2)Click on employee Settings (Left hand side of screen) 3)Click on Historic Accumulated values(Right hand side, with blue button that says Edit) 4)Click on the particular historic payment of a specific employee you would like to edit eg for pay period March 2016 5) Look for "Gross Taxable(Current)" and or "PAYE Paid(Current)" You may edit these values. If you edit the PAYE paid amount, then when harvester calculates the next tax payment due for this employee it will self adjust accordingly. i.e. Harvester will use this new HISTORIC entry change when it recalculates the current month's tax values. Note: Concerning the Edit Screen, "Current" means for the particular payment month you are editing. i.e. You have to change the actual value in a particular pay period. Then the Accumulated value changes accordingly. This is like an accounting system. If you converted from Harvester Offline and you want to edit the Accumulated Paye and Gross Totals, then at the top of the page, select "Historic Accumulated Totals uploaded from previous package" next to the Select-View option and press Search. You will then be able to edit the Accumulated Paye and Gross Totals that were converted from the Harvester Offline version which were the Accumulated Paye values at the time you converted to Harvester Online.

PAYE is calculated NOT on a monthly basis, but on Cumulative Amounts: See the Paye Detailed report on the main Reports page. This report can be exported to excel and it will give a yearly summary showing the accumulated figures that the tax is worked out on. You can always be sure Harvester is correct with tax. One can not simply put the gross for the current month into the ZRA tax calculator on their web site and see what the ZRA calculates unless you give them the whole year history since January. (If it's the first tax month ie January gross wages then the ZRA web site calculator is good to use) Hence it is called PAYE. Pay-As-You-Earn through the tax year. Harvester always works tax out correctly by the law and calculates it as PAYE should work. Harvester does not just look at the current month's gross. This benefits the employee and allows for legitimate tax credits etc to be applied. This following example is with a first tax bracket of K3000. (eg here is for year 2016 TAX BRACKET) Let's suggest an employee earns K2500 (gross taxable) Note that NO Napsa portion is allowed any more to reduce the Gross Taxable. In January he will pay NO tax, but if in February he earns K3500 he will still NOT pay tax because his cumulative-tax-bracket is only K6000.(K2500 + K3500) This is still not above the cumulative-tax-bracket. (2 Months BY K3000) If the employee earned K3500 gross taxable in January(month 1) and K3500 in February, then he will pay tax in both months because his cumulative-tax-bracket is K7000.(K3500 + K3500) So it is possible to pay NO tax even if an employee earns more than K3000 in the current month if the current month is not the first month in the tax year, which is January. eg: If I earn nothing in January, then in February I will need a gross income of above K6000 before I will pay tax. This means that even an amount of K5000 earned in the month of February will not attract tax. NB When an employee who is normally paying tax, starts on the online system, go to edit-employee and on the bottom of the screen look for: Taxable Income: Previous Employment - enter the gross cumulative taxable amount so far in the current tax year. Tax Deducted: Previous Employment - enter the gross cumulative actual tax paid so far in the current tax year. After saving then go and re submit to recalculate the employees payslip and then PAYE TAX will then reflect correctly.