Government extends public service payroll deadline to 18th of every month
All Ministries, Departments, Agencies, County Governments, State Corporations and Constitutional Commissions have been warned against late submissions, with payrolls filed past the new date set to be blocked.
The government has extended the payroll processing deadline for all public service entities from the 15th to the 18th of every month, in a move aimed at enhancing efficiency and ensuring timely remittance of statutory deductions.
All Ministries, Departments, Agencies, County Governments, State Corporations and Constitutional Commissions have been warned against late submissions, with payrolls filed past the new date set to be blocked.
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In a circular issued by the Chief of Staff and Head of Public Service, Felix Koskei, the government directed that the new schedule take effect immediately.
Koskei said the adjustment was intended to streamline payroll management and guarantee the timely remittance of statutory deductions such as Pay As You Earn (PAYE), National Social Security Fund (NSSF), Higher Education Loans Board (HELB), National Industrial Training Authority (NITA), pensions, and contributions to the Social Health Authority (SHA).
“The revised schedule will facilitate the timely submission of exchequer requisitions to the National Treasury by the 20th of every month and ensure that all statutory deductions remain up to date,” reads the circular.
He further announced that the Human Resource Information System (HRIS) and the Integrated Financial Management System (IFMIS) will be reconfigured to block any submissions past the deadline, noting that late payrolls would not be processed.
“You are therefore required to bring the contents of this circular to the attention of all relevant officers and to ensure its full and immediate implementation,” reads the circular.
Directors of Human Resource Management have been cautioned that they will be held personally responsible for any delays in payroll processing.
According to the government, the directive is meant to guarantee uninterrupted access to healthcare services, pension benefits, and other financial obligations owed to public officers.
The circular has been copied to Treasury Principal Secretary Chris Kiptoo and Public Service and Human Resource Capital Development Principal Secretary Jane Imbunya. It has also been distributed to all Principal Secretaries, Accounting Officers, state corporations, county governments, and other constitutional offices for immediate implementation.
The move comes as the government plans to roll out a new integrated payroll system across all ministries, agencies, and county assemblies, to eliminate ghost workers and end duplicate payrolls.
Treasury Cabinet Secretary John Mbadi said the system will be the sole platform for paying public servants and will help address long-standing payroll irregularities, particularly within county governments.
“It will cure the problem of ghost workers in our system. It will also eliminate multiple payrolls and end the illegal practice of withholding part of employees’ salaries under the guise of statutory deductions or Sacco contributions. This amounts to borrowing from employees without consent,” Mbadi said.
He accused county governments of being the worst offenders in running parallel payrolls and warned that excuses for non-compliance would not be tolerated.
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