Missing employee statutory data
Resolve employee statutory readiness blockers without inventing registration or tax values.
What this means7 sections
Resolve the employee field or evidence named by a statutory-readiness message, then validate the same organisation and output period again.
What this means
The Employees screen provides a Statutory readiness filter with Missing ZIMRA TIN, Missing NSSA number, Missing national ID, Missing date of birth, Missing position, and NSSA works warning. These issues are separate from the row’s payroll setup badge, so a row may be payroll Ready while still requiring statutory data.
Common causes
- A required identity or employment value such as national ID, date of birth, position, or employment dates is missing.
- Zimbabwe statutory details lacks the resolved tax-year PAYE method, ZIMRA TIN, NSSA number/coverage evidence, tax table/directive, or supported prior-employment reporting evidence. Annual PAYE facts or confirmation may also need review in the separate Annual PAYE decision flow. A blank NSSA POBS treatment means Automatic (recommended); it is not, by itself, a missing choice.
- NSSA is marked covered without a number, or excluded/exempt without its reason/reference.
- NSSA coverage evidence from the employee or organisation is missing or ambiguous, so payroll cannot resolve coverage.
- An intended FDS method needs annual facts or confirmation, or employee dates/status make that method unavailable.
- The employee belongs to another organisation, or readiness was checked before the last save.
How to fix it
- Find the affected employee
Open Employees and select the relevant Statutory readiness filter. Locate the employee and verify the organisation and employee code.
- Inspect the named sections
Use the row action Edit employee and review Personal & Identity, Employment & Organisation, Compliance, and Zimbabwe statutory details.
- Enter the authoritative value
Enter the authoritative value named by the message. In Zimbabwe statutory details, choose a PAYE calculation method and read the reason if an FDS option is unavailable.
- Review the annual PAYE decision if needed
If annual facts or confirmation are needed, use the employee row action Review annual PAYE decision. This separate flow asks about prior employment, concurrent employment, part-time work alongside another full-time job, and pension income when an FDS method needs those facts. Choose Non-FDS if the facts are uncertain.
- Resolve NSSA coverage evidence
For NSSA, leave NSSA POBS treatment blank for Automatic (recommended) unless evidence supports an explicit treatment. If employee or organisation coverage evidence is missing or ambiguous, calculation pauses and the message gives the next action. Supply the number, exclusion reason, or exemption reference required by the chosen treatment.
- Complete other conditional fields
Complete conditional pension, medical-credit, tax-directive, and prior-employment reporting fields only when supported by evidence.
- Save and recheck readiness
Select Save changes for employee-form edits, or save and confirm the annual PAYE decision when that flow requires it. Return to Employees and check that the row no longer matches the resolved Statutory readiness filter.
- Validate the affected output
Reopen Documents > Statutory Outputs or the affected Compliance action and validate the same period again.
If an FDS preview or payroll wizard reports an overpayment but pauses, use the displayed actions to review both refund permissions:
- The organisation setting Allow FDS PAYE refunds through payroll.
- The employee-level FDS refund permission.
Both are off by default and both are required. Enabling them authorises processing only; it does not create or guarantee a refund. Recalculate after both permissions are reviewed and authorised.
What to check
The exact missing field is populated from an authoritative source, supporting evidence/effective dates are retained under the organisation’s process, and the readiness message changes after the save. Record remaining warnings separately from blockers.
Important boundaries
Paydae identifies and prepares statutory data; it does not issue identifiers, decide legal coverage, or submit returns. Do not invent a TIN, NSSA number, exemption, prior-employment value, or tax treatment to make the filter clear.
Prior-employer remuneration/PAYE is Non-FDS reporting evidence and cannot be entered as an FDS opening balance. FDS forecasting uses actual taxable income to date plus known regular taxable pay expected for the remaining months. It excludes one-off bonuses, overtime, leave payments, and fluctuating commission from future pay.
A tax-year method lock remains in force. A conflicting change fails closed with a human explanation rather than switching silently.
How to prevent it
Use the statutory-readiness filters before payroll close, validate imports with the backend readiness check, and review employee changes after a statutory pack or organisation default changes.
Still stuck
Capture the employee code, filter/message text, organisation, period, and non-sensitive validation reason. Escalate a product error with that evidence while keeping the employee record, IDs, and documents local and access-controlled.