How do I pay out the Gratuity or Terminal Benefit at end of Contract?

It is advisable to use the "Gratuity Paid" or the "Terminal Benefit Paid" field on the main Payment-Capture-Screen. Note that these amounts will be included automatically in extra Napsa deductions. However you will notice that there will be no extra PAYE charged as a Termination or "End of Contract" payment is tax-free. If you are using the offline upload file then please make use of the column called "Terminal Ben Paid" or "Gratuity Paid" to enter ALL the values of what you need to pay each employee. If you want to know what the accumulated values are then please go to the "More Reports page" and use the report called "Gratuity or Terminal Benefit Totals" to see current Accumulated Totals which may easily be exported to Excel and then pasted in the offline upload file to save time. The gratuity or terminal benefit or leave values for the current month and the accumulated values will be included as long as you have entered a wage or an amount of days for the current month. Once an employee is paid for the current month you will then be able to see the accumulated values that include the current month. This means that if you would like to pay out the accumulated gratuity or leave (inclusive of the current month) and not in the following month, then simply edit the current months payment and enter the accumulated value in the "gratuity taken" field. You may also print out the Leaver's Certificate and the Tax Leavers certificate for your records. However it seems of late these do not seem to be requested by Labour Officers or the ZRA. However Harvester does prepare these documents for you. Note: if you have not set up gratuities or terminal benefits yet for your employees(ie there are no accumulated totals yet) and you want to pay any accumulated values due to date, then you need to manually enter one, grand-total, "Gratuity" or "Terminal Benefit", Kwacha amount for the whole period for each employee in the "gratuity paid" field or the "terminal benefit paid" field on the payment capture screen, towards the bottom of the screen under the section "End of Contracts". Be sure to enter the employee gratuity percentage once so that for each month, gratuity will be auto calculated so that for the next gratuity payment time, all you have to do is to pay what is due according to the Accumulated Gratuity amount.(no manual totaling of what is due will then be needed) This "gratuity paid" or "terminal benefit paid" entry will NOT be taxed and will be added to the payslip so there is a record of the payment. The accumulated amount will be automatically reduced by the amount you submit as a payment. Note: Once you have paid gratuities or terminal benefits, you may actually just clear or reset every employee's gratuity amount to 0 with just one click. Please type "clear" in help and look for help on "Reset or Clear all Terminal Benefits or Gratuities". Gratuities will start accumulating again after you have cleared all gratuities. If you want to include the "current pay-month" for accumulated gratuities, then finish processing the current pay so that the value of the accumulated gratuities includes the "current pay-month". Then you will see the amount that you can enter into the gratuity-taken-field for each employee while you are still in the "current pay-month". Then clear all accumulated gratuities after you move the payroll to the next month, but before you start capturing the "next pay-month". If you are using the offline upload from excel and you also want to include the "current pay-month" for accumulated gratuities, then you can redo the upload with the new accumulated gratuity amounts copied into the gratuity taken field. Note: When selecting a specific year for annual reports for gratuities, it will only show the gratuities accumulated for the specific year selected. If you choose all years then this will be total accumulated gratuities for all years to-date.