Establishing a foreign-owned education institution in Zambia requires navigating complex regulatory frameworks, securing proper licensing, and ensuring compliance with local labor and tax obligations. The process involves multiple regulatory bodies including the Higher Education Authority (HEA), Ministry of Education, PACRA, ZRA, and the Immigration Department. To operate successfully in Zambia’s growing education sector, foreign investors must meet specific investment thresholds, obtain permits, and implement compliant payroll and tax systems.
Regulatory Framework for Education Institutions
Higher Education Institutions
Registration with the Higher Education Authority (HEA)
Foreign investors seeking to establish universities or colleges in Zambia must register with the HEA under the Higher Education Act No. 4 of 2013. The application must include:
- A comprehensive operational plan
- Governance structures
- Programme curricula
- Staffing structures
- Infrastructure plans
- Financial documentation
Accreditation Standards
HEA assesses institutions based on core and non-core criteria, with a minimum 50% score required for registration. All programmes must undergo separate accreditation, focusing on curriculum structure, assessment methods, staffing, and quality assurance mechanisms.
Primary and Secondary Schools
Ministry of Education Registration
Foreign-owned private schools must be registered under the Education Act. Key requirements include:
- Certificate of incorporation (PACRA)
- Teacher qualifications approved by the Teaching Council of Zambia
- Compliance with national curriculum (including local language)
- Proof of infrastructure and safety standards
- Financial capacity proof
Technical and Vocational Institutions
If offering TEVET programmes, institutions must register with TEVETA. Requirements include:
- Strategic business plan
- Bank balance of at least K5 million
- Compliance with NAPSA and ZRA
- Submission of programme outlines and training capacity
Company Registration and Investment Requirements
Business Formation with PACRA
The standard steps for registering a foreign-owned company include:
- Name Reservation through PACRA’s online platform
- Preparation of Incorporation Documents (Form 2, Form 5, etc.)
- Submission to PACRA with registration fees
- ZRA Tax Registration
- Sector Licensing depending on education type
Minimum capital for registration is K5,000, and foreign companies must have at least two directors, with one resident in Zambia.
ZDA Investment Certificate
Foreign education investors are encouraged to apply for a Zambia Development Agency (ZDA) investment certificate, which:
- Offers customs and tax incentives
- Requires submission of a feasibility study and proof of funding
- Costs ZMW 2,133 for application and ZMW 12,783 upon approval
- Remains valid for 10 years
Immigration and Permit Requirements
Investor’s Permit
Foreign owners must obtain an investor’s permit if personally involved in operations. Requirements include:
- Proof of a minimum personal investment (USD 250,000 for new entities)
- Certificate of incorporation
- Proof of business premises
- Valid passport and police clearance
Employment Permits for Foreign Staff
Teachers and foreign staff must secure Employment Permits. Applications must include:
- Letter of employment
- Copies of qualifications
- CV and a succession plan
- Police clearance
Permits are valid up to 10 years and must be returned upon contract termination.
Study Permits for International Students
Foreign students must apply for study permits. Required documents include:
- Acceptance letter
- Proof of tuition and financial support
- Passport copy
Payroll and Labor Compliance
NAPSA Registration
Every foreign-owned education institution must register with the National Pension Scheme Authority. Contributions include:
- 5% from the employer
- 5% from the employee
- Monthly caps applied and updated annually
PAYE and Skills Development Levy
Employers must deduct and remit PAYE using the following 2025 brackets:
- First ZMW 61,200: 0%
- ZMW 61,201–85,200: 20%
- ZMW 85,201–110,400: 30%
- Above ZMW 110,400: 37%
Institutions with annual turnover above ZMW 800,000 must also pay 0.5% of payroll as the Skills Development Levy.
Employment Contracts and Labor Laws
Zambian labor law mandates:
- Written contracts
- Adherence to minimum wage and benefits
- Provision for leave days and sick pay
- Disciplinary and grievance handling procedures
Taxation Requirements
Corporate Income Tax
Foreign-owned education entities are taxed at a corporate rate of 30% on net profit. Note:
- Loss deductions are capped at 50% of profit
- Excess losses can be carried forward under the cap
VAT Registration
VAT registration is mandatory for institutions exceeding:
- ZMW 800,000 in 12 months, or
- ZMW 200,000 in any 3 months
Some educational services are VAT-exempt. Institutions must verify with ZRA whether their services qualify.
Turnover Tax (Optional)
Education businesses with gross turnover under ZMW 5 million may opt for turnover tax at lower rates. However, they are excluded if VAT registered.
Withholding Tax
Institutions must withhold tax on:
- Consultant or contractor fees (especially non-resident)
- Interest or dividend payouts
- Royalties or licensing fees
Ongoing Compliance Obligations
Corporate Reporting
All foreign-owned companies must:
- File annual returns with PACRA
- Submit audited financial statements
- File annual tax returns with ZRA
Sector-Specific Reporting
Education institutions must:
- Submit annual HEA or Ministry reports
- Update staff qualifications and student data
- Undergo facility audits and institutional evaluations
Tax Clearance Certificate (TCC)
To avoid a 15% Advance Income Tax on bank transfers above USD 2,000, education businesses must maintain a valid TCC from ZRA.
Implementation Timeline
| Phase | Duration | Key Actions |
| Phase 1: Pre-Investment | 3–6 months | Feasibility study, legal structuring, investor’s permit |
| Phase 2: Business Setup | 2–4 months | PACRA & ZRA registration, ZDA licensing |
| Phase 3: Licensing | 3–6 months | HEA or Ministry registration, programme accreditation |
| Phase 4: Operational Launch | 1–2 months | Payroll setup, employee registration, operations begin |
Conclusion
Zambia presents a high-potential market for foreign-owned education institutions—but success hinges on thorough preparation, regulatory compliance, and local integration. From securing PACRA and HEA licenses to managing payroll tax and securing immigration permits, the process demands strategic planning and legal precision.
Partnering with experienced local advisors like M&J can significantly reduce risks and help you achieve faster market entry. With the right structure, your education venture won’t just comply—it’ll thrive in Zambia’s rapidly expanding academic landscape.
