Harvester Payroll Help Centre

If you are not able to reach the Harvesteronline Web page Clear your browsing cache: There are 2 options that do the same. You may use both. 1) Press Control and F5. 2) Control Shift and Delete. This is safe and you wont loose anything! Please restart your browser completely and try again. If you still cant access the site then it is most probably a security issue with your computer. (If you try just access the site on your phone or another device that does not use your local business internet and not through your business network you will see the harvester site is up. Your router or office network may just need to be refreshed or restarted.) If you have restarted and are still blocked, please click on the link below and get your actual IP address and email the IP address to support@harvesteronline.net so that I can request to unblock it. Your public IP address will be given to you if you type or copy this into your browser: http://www.whatismyip.com It is perfectly safe!

First you need to specify under Company settings the Union Percentage of Basic-Pay or of Gross-Pay for your company. (NB use this standard option which appears on the main payment capture screen and not a Custom-Extra) If Union is to be set as a percent of gross and not basic then be sure to tick the check box for "Worked on Gross and not Basic". It is found next to the "union percent-amount" on the Company Settings page. Then you need to specify who is actually on the union so that the deduction will be made. Go to Edit-employees to edit employee's specific details. On the bottom right hand side is "Union Member?". Tick the checkbox if the employee is on a union. Note: To enter multiple employees at a time use the Table-Employee batch edit option and tick the Checkbox for all those employees who will need to have a Union. Remember that if a payment has already been made for the current month, you will need to re submit the payment for the union to take effect. Note: This is a standard option and so you do NOT need to add a custom Extra for Union deduction unless you would like to have two different unions in the Company. Union is paid by the employee and not by the employer. The deduction off the payslip will result in the Total Union amount for the month shown on the monthly summary report so that you know what to pay. If you choose the option for Union on Gross, then note that it is worked on Gross less any Gratuity or Terminal benefit payments etc.

The Login email-user-name you registered with will ALWAYS be linked to the company TPIN. 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 you want to have an additional user to access the same company then you can send an email request for an extra user login. (A Once off charge of 50 USD is needed for this module). Normally this is done for big databases where there are multiple payroll users accessing one company. 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 10 USD for this as it needs to be done securely and linked correctly with your company TPIN.

You need to send a mail to: support@harvesteronline.net requesting any extra users per company. We need to know the new user login email. You will be sent a password which may be changed later by the user after first successful login. Typically one should use the user's email for their logins. A login email must be a unique and valid email address. This means it can not be an existing harvester online user account login. NB This means that one email address can only be valid for one company and so the same email address can not be used to access another company. We also need to know which company the user must be linked to and which level of access: Level 1(Basic), Level 3(Accounts) or Level 5(Admin). Please see below for info on Access Levels: You are also able to change the user access-level yourself by clicking on users, under settings. Note1: For security, one unique email address is assigned to one company. Note2: There is a once off fee for an extra user per company of USD50 in Kwacha. The charge is because more users require more Audit Trails and Security Logs and therefore more cloud storage space. Note3: You may request for an additional login that is not a real email address. This is specially helpful if you are an agent and want to login into many payrolls. eg companyname1@gmail.com, companyname2@gmail.com, companyname3@gmail.com etc. Then you can know which email login is for which company. You can also keep the same password. You will still be required to pay the once-off user access fee for registering a second company. Harvester has Three different User Access Levels : Level 5 is "Admin": The user can do all payroll functions. Level 3 is "Accounts": The user can NOT do the following: 1) Level 3 can not access and change the employee details of employees who are marked as 'Management' pay-class. 2) Level 3 can not access most of the Settings features on the settings-Page. 3) The user is also blocked from printing and exporting payslips and other reports of any salaries related to those employees who are marked with the employee pay-class called 'Management'. However the Level 3 user is still able to view and export reports of any employees NOT marked as 'Management'. Level 1 is "Basic": The user has the same restrictions as a Level 3 "Accounts" user BUT in addition the Level 1 "Basic" user can NOT do the following: 1) Access and change the employee details of ANY employee (even those who are NOT marked as 'Management' pay-class). 2) Move the payroll to the next pay-month period. 3) View or export upload Reports like NAPSA or PAYE. You may specify the type of employee payment class on "Edit employees" so that employees can be sorted for payroll input capture according to their class as opposed to their department. This management class is important if you would like to ensure that Level 1 or Level 3 users of your payroll do not have access to these salaries. In the standard Harvester online package, there is a basic Audit Trail User Activities. Please Type "user" in help and search for help on "Audit Trail User Activities".

Harvester default is 2 days per employee per month irrespective of how many days they work. In reality many don't work a full month. With this setting, Harvester gives 0, 1 or 2 Days. Between 0 and 9 days gets 0 days leave accrued. Between 10 and 21 days gets 1 day leave accrued. 22 or more days gets 2 days leave accrued. Eg 5 days worked gets 0 leave days. Eg 15 days worked gets 1 leave day. Eg 23 days worked gets 2 leave day. To specify leave days according to days worked: Use Department Settings to set "Variable Leave Days" to those within a specific department. Go to Settings. Go to Department Settings. Tick the "Variable Leave Days" field and next to the red writing on the right of screen make sure "click to APPLY ALL" is ticked so that all already existing employees within the Department will be adjusted. Click on "Submit". NB This must be done BEFORE the current month Pay is processed in order for Variable Leave to be reflected immediately. Note that you may also use the Employee "Table-Edit" to do multiple batch edits of individual employees. Look for the checkbox for the column called "Variable Leave".

Why does Harvester not allow me to move my payroll back one month? There is only one scenario when this will happen. Normally you will be able to move your payroll back one month. If your payroll is in the last month before your renewal is due, please ask Admin by email to temporarily change the start month of the Company start date (for when you registered Harvester-online) to one month earlier. Admin will then be able to move you back one month and then Admin can change the month back to the original start date.

To get a report to use for Workers Compensation there are some helpful reports. Use the Gross Annual-Details Report (see below) if you want to find out the annual-housing value to deduct from the annual-gross. Gross Annual - Workers Compensation This report generates the upload CSV file for Accumulated Annual Gross of each employee to UPLOAD directly to NHIMA. On the normal Reports page look under "General-Reports" Section and then select the link for "Gross Annual - Workers Comp" Report. The Workers Compensation' report from Harvester now shows the "gross annual" accumulated amount for all employees (both Terminated and Employed in the current tax year). NHIMA only uses the "gross annual" column data (with respect to Totals) provided by the CSV Harvester upload. Each Employing company has a specific category from which Workers Compensation determine the exact percentage. Note: If you export the workers compensation report before you clear the December payroll, then it will pull any employee with a salary during the year, even the terminated employees. It will only add the months the employees worked and calculate the exact accumulated gross wage. Maximum Ceiling Note: Harvester will use the Maximum Ceiling figure (14400) for any particular worker where the Gross Annual Amount is more than the Maximum Ceiling. So the excel file will be ready for direct upload. You do not need to edit it to change it. Gross Annual - Details Report This report is found just below the link for the Workers compensation Report. It will export to excel the same information needed for Workers Compensation, but will also include accumulated totals for other helpful values like Basic Wage, Housing, Pay-rates, Gratuity, Terminal Benefits. If you select the Status drop-down search box and select only Terminated or Employed employees, then the export to Excel report will show accumulated totals according to your selection. Eg If you want to see only the totals for Terminated employees during the year. General Accumulated Totals Report On the "More-Reports" page look under "Accumulated Totals" Section and then select the link for "General Accumulated Totals" report. Before you export to Excel, choose the Current Year in the drop-down search box and press the Search button. If for example you select 2020 it will only accumulated January through to the current month you are processing the pay for. This will give you the actual Accumulated Gross for the period. Workers Compensation allows for the figure to be calculated on gross annual less any Housing-Allowance figure. When you export to excel you will easily be able to subtract the Housing-Allowance column from the Gross column.

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.