Online Help Support and FAQs
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| Key Word | Topic | Description |
|---|---|---|
| Getting Started | Getting Started General Help | The online is designed for you to use with self help tips etc. 1) Use Company Settings to setup your company specific info. 2) Use Edit or Add Employees to add and enter employee details. 3) Use Payroll Entry by Individual to enter day and hours and extras etc. 4) Use Print or Export Reports to print reports. It is good to use the Export to excel option on each report for neat printing of payslips and for offline records. Once pay is processed, all reports like the PAYE online return and NAPSA are automatically generated. |
| Print Payslips or Reports | How do I print payslips and tips on printing? | Use Print or Export Reports to print reports. Click on the export-to-excel button on the top of most reports(especially the payslips) as they fit better than printing straight from the web browser. If you would like to print straight from your browser, then make sure you press the 'Print-Preview' icon to get the report in a printable format. Then use your browser's print command (usually found in the main Browser Menu) to print. It is helpful is to export payslips to Excel. Each different browser has its own default settings and so sometimes there are variations in the font size if you print directly from the browser. However when you export reports to excel, the default Font settings are standard. Some browsers allow you to adjust the settings for Font-Size. Always make sure your printer's Page-Setting is setup to "A4" and not American "Letter" size. |
| Export to Excel | How do I Export Reports to Excel? | Use Print or Export Reports to print reports. Click on the specific payslip report you want to export to excel. Click on the export-to-excel button on the top of the report as they fit better than printing straight from the web browser. Note: other common reports like payroll summary reports can also be exported to excel. |
| Tax Calculation | Tax is calculated in a Cumulative way | 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. |
| Tax No PAYE but above Bracket | Why does an employee NOT pay tax when he is ABOVE the tax bracket? | 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. |
| Tax new employee | Why does a new employee not pay tax but he is earning above the tax bracket? | 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. |
| Tax new Employee Full Credit | How do I ensure that a new employee gets his full tax credit from previous months? | 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. |
| Tax Brackets | Do I need to change tax brackets on the online system at the end of the tax year? | 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. |
| NAPSA Ceiling | Do I need to change NAPSA brackets on the online system at the end of the tax year? | 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. |
| Backup off cloud | How do I backup of the cloud? | For peace of mind it is good to make a backup of your data off the cloud. Go to Settings. Click on the Backup off the Cloud icon. There are 2 backups you can do. 1) Backup Company Settings and employees. 2) Backup Payroll Data. With both options you will see your data in a table format. Above this is the actual Backup-to-Excel icon. Click this to ensure your data is downloaded and hence backed up. It will be in an excel format that you can store locally on your machine or in another Internet drive location of your choice. How do I know that the backup is successful or not? 1) Click on the Backup off the Cloud icon to take you to the backup page. 2) Click on Backup-employees link. 3) It will take you to the page that is similar to most of the report pages. Here you can then use the icon to export to Excel. After clicking on the export to excel icon, your backup will download and then you will see your download in your downloads folder. |