Configure your organisation's statutory profile

Set up the employer’s statutory facts before preparing a pay run. Record its registration details, obligation decisions and payroll defaults from authorised evidence, then check readiness for the intended service-period end.

What this is

The profile combines three kinds of information:

• Employer facts and registrations: tax office, nature of business, representative details, and the ZIMRA, NSSA, ZIMDEF, VAT and PAYE identifiers relevant to the organisation.
• Calculation decisions and defaults: obligation applicability, NSSA industrial classification when APWCS applies, default remuneration currency, recommended PAYE method, and FDS refund permission.
• Output details and evidence: identifiers, exemption references and effective dates needed by particular statutory outputs.

The active statutory pack supplies dated APWCS and SDF rates. The organisation records its own decisions and classification; these rates are not entered as arbitrary values.

When to use it

Use this after creating an organisation, before its first pay run, when an authorised employer fact changes, or when Setup Action Center identifies a statutory field. Payroll readiness and output readiness can differ; see Understand payroll and statutory readiness.

Before you begin

• Confirm the selected organisation and intended service-period end or output period.
• Gather the authoritative registration records and effective dates.
• Confirm which obligations apply; do not infer applicability from a prior organisation or employee.

Product navigation

Open My Organisation, select Edit statutory profile, and use the Statutory profile section. The readiness card is Statutory obligations and defaults.

Steps

1. Open the statutory profile

   Select Edit statutory profile and confirm the organisation identity shown by the form.

2. Set payroll defaults

   Confirm Default remuneration currency (USD or ZWG) and Default tax method (Non-FDS, FDS averaging, or FDS forecasting when supported). The tax method is a recommendation for eligible employees; employee tax-year facts and a locked method still govern their own calculation.

3. Review the refund permission

   Review Allow FDS PAYE refunds through payroll, which is off by default. It authorises the organisation side of an FDS PAYE refund only when FDS averaging finds an overpayment; it does not create or guarantee a refund. The employee-level permission must also be enabled before payroll can process one.

4. Record employer facts and identifiers

   Complete Nature of business, representative details and ZIMRA tax office / client office. Enter the issued ZIMRA, NSSA, ZIMDEF, VAT and PAYE identifiers relevant to this employer. Some identifiers are required for a named output even when payroll calculation is ready; follow the field’s readiness action.

5. Record applicability decisions

   Record the required decisions for ZIMDEF applicability, APWCS applicability, and SDF applicability from the employer’s evidence. If APWCS Applies, follow Select the NSSA industrial classification and check the pack-supplied rate. If SDF Applies, check its pack rate and provide the registration number when required for output. If SDF is Exempt, provide the exemption reference and effective-from date. The active pack supplies SDF quarterly due dates.

6. Save and check payroll readiness

   Save the profile, then review My Organisation → Setup Action Center for the intended payroll date. Check whether the organisation is Ready for payroll, Blocked for payroll, or Verification unavailable. Inspect any named calculation action.

7. Review output-specific attention

   Inspect the Statutory obligations and defaults readiness card, including Needs attention, Recorded, Not recorded, and Evidence and effective dates. Follow any separate output action for the intended period before generating that output.

What to check

The facts belong to the selected organisation, decisions match its evidence and effective dates, and the selected pack covers the payroll date. Recheck the run’s preparation and preview after changing calculation facts. Ready for payroll does not by itself mean every statutory output is ready.

Important boundaries

Paydae stores and prepares configured statutory data; it does not issue identifiers, decide the organisation’s legal obligations, or replace official review/submission. Keep registration evidence and effective dates under the organisation’s control and do not claim filing approval from a Ready status.

The default tax method does not make every employee eligible for FDS. FDS forecasting estimates annual taxable income from income to date and known regular pay expected for the remaining months. The employee’s tax-year facts and method lock are evaluated separately.

For an employee, a blank NSSA POBS treatment means Automatic (recommended). Available employee or organisation evidence determines coverage; ambiguous or missing evidence pauses calculation with guidance. Once payroll establishes a PAYE method for a tax year, a conflicting change is rejected or paused with a human explanation. The organisation default never silently changes an employee’s method.

The organisation refund permission and the employee-level FDS refund permission are both off by default and both are required before an FDS-averaging overpayment can be processed. If preview or the payroll wizard pauses, use its two actions to review each permission. Enabling them authorises processing only; it does not create or guarantee a refund.

Common problems

Related guides

Related guideCreate your organisationRelated guideSelect the NSSA industrial classificationRelated guideUnderstand payroll and statutory readinessRelated guideOrganisation readiness blockersRelated guideGenerate statutory outputs