Harvester Payroll Help Centre

Most of the employee settings may be done from the main Settings page. From the home page simply click on the Settings Icon. This will take you to the Settings page where you will have a range of settings that you may customise. You may want to edit further employee settings like the following examples: Edit Loans for employees. Edit Historic Accumulated Values. Edit Job Positions. In this case, on the Settings page, click on the Employee-Settings icon which will give you further options like those described above.

From the home page simply click on the Settings Icon. This will take you to the Settings page where you will have a range of settings that you may customise.

Sort Order is always done first by Department and then by either Surname or Employee Number. However for data capture it is done by Department and then Surname. The default is by Department and then by Surname. If you are adding employees it is a good idea to add them before you print off time book sheets if you want the order to be the same. For offline input using the monthly template, you can make a template to sort your employees by Department and then employee Number. In this way your data-input, sort-order can be changed in terms of the input-order when you process payroll-input using the offline excel template. Some of the reports can also be changed in terms of sort order: The order of the time-book sheet reports can easily be changed by selecting the top left "Order by" drop down box and sorting by employee number before you export the time sheet to excel. Other reports can also be sorted by employee number: eg 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 that if you export to Excel the "Full Summary" Report then Harvester will print all extras in one excel row per employee. The other option you have is the "Summary" report: To print or view a summary Report including custom extras: Make sure you are on home page. Click on Print Reports Icon. Click on the "Summary Detail" Report. The forth line of the report will include all the custom extras you have added (up to 3 custom extra additions and up to 5 custom extra deductions). To see the actual custom extras, you MUST export this to excel to see all your payroll detail summaries in one report.(The web version does not include the custom extras). NB Note: To print or view a report for a specific Custom Extra showing details and Totals: Use the separate Employee "Extra Additions" or "Extra Deductions" icon to print specific custom extras. These two reports are found on the second Print Reports page called "More Reports". Select one of these and then in the search box you may specify which particular extra or deduction you would like to print or view. Click search and your specific report will be shown with details and Totals. you may use the separate Employee "Extra Additions" or "Deductions" icon to print specific custom extras. This is found on the second Print Reports page called "More Reports". Select one of these and then in the search box you may specify which particular extra or deduction you would like to print or view. Click search and your specific report will be shown.

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

eg of Cumulative tax showing reason why PAYE is NOT calculated on a monthly basis, but on Cumulative Amounts: PAYE is calculated NOT on a monthly basis, but on Cumulative Amounts: This example is with a first tax bracket of K4500. (eg here is for year 2022 TAX BRACKET) If an employee earned K3500 in January he will pay NO tax, but if in February he earns K5000 he will still NOT pay tax because his cumulative-tax-bracket is only K8500.(K3500 + K5000) This is still not above the cumulative-tax-bracket after two months which is 9000. (2 Months BY K4500) If the employee earned K3500 gross taxable in January(month 1) and K6000 in February, then he will pay tax in February because his cumulative-tax-bracket is K9500.(K3500 + K6000). Note here that the tax will only be on the K500 amount over the 2 month tax threshold of K9000. So it is possible to pay NO tax even if an employee earns more than K4500 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 K9000 before I will pay tax. This means that even an amount of K9000 earned in the month of February will not attract tax if I did not earn anything in January and only joined the company in February. Please make use of the employee tax cards or the employee detailed paye report to see the history. Tax is accumulative! It is also possible for someone to pay tax even if they are below the monthly threshold if they were quite far above it in the previous month.

When an employee 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 employee's payslip and then PAYE TAX will then reflect correctly.

If you have just started Harvester and you are not starting in month one(ie January) and you would like the Accumulative Tax history to reflect correctly at year-end, then please do the following for each employee on the Edit Employee page. (note these days with the required, monthly paye submission to ZRA and no Annual paye submission requirements to ZRA, it is not as essential for the Annual return) On this page look towards the bottom left for two fields called: 1) Taxable Income: Previous Employment and 2) Tax Deducted: Previous Employment Enter the Accumulated Totals for both the Gross tax and the tax paid(if any) in the respective fields above. This is also good practice if a new employee joins your company somewhere during the tax year but not in January(month One). Note: PAYE is calculated NOT on a monthly basis, but on Cumulative Amounts: This example is with a first tax bracket of K3000. If an employee earned K2500 (gross taxable after allowed napsa deduction) 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.

For permanent and seasonal workers, tax is is normal and it is cumulative. However if an employee starts mid way through the tax year then you need to enter the previous-tax-emoluments and deductions in order for harvester not to assume Month 1(January) for the start month. When Harvester assumes Month 1 for tax this means that no tax credit is given for the previous months prior to the employee joining your company. If the employee did not earn any salary in Zambia in the current tax year, before they joined the company, then just enter the nominal number 1 in the Previous-Employment Taxable Income on the Edit employee details screen. This will then signal Harvester to give the full cumulative tax credit for all the months prior to the employee starting.

PAYE is calculated NOT on a monthly basis, but on Cumulative Amounts: This example is with a first tax bracket of K4500. (eg here is for year 2022 TAX BRACKET) If an employee earned K3500 in January he will pay NO tax, but if in February he earns K5000 he will still NOT pay tax because his cumulative-tax-bracket is only K8500.(K3500 + K5000) This is still not above the cumulative-tax-bracket after two months which is 9000. (2 Months BY K4500) If the employee earned K3500 gross taxable in January(month 1) and K6000 in February, then he will pay tax in February because his cumulative-tax-bracket is K9500.(K3500 + K6000). Note here that the tax will only be on the K500 amount over the 2 month tax threshold of K9000. So it is possible to pay NO tax even if an employee earns more than K4500 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 K9000 before I will pay tax. This means that even an amount of K9000 earned in the month of February will not attract tax if I did not earn anything in January and only joined the company in February. Please make use of the employee tax cards or the employee detailed paye report to see the history. Tax is accumulative! NB When an employee 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.