HR & payroll
Kenya payroll software with PAYE, NSSF, SHIF, Housing Levy and employee self-service
VisionONE HR and payroll software for Kenya calculates PAYE, NSSF (Tiers I and II), SHIF and the Affordable Housing Levy in each pay run, and gives staff an employee self-service portal and mobile app for payslips and leave. Payroll is connected to HR records, finance journals and bank payment files in the same VisionONE ERP, with implementation and support from our Nairobi team at ASP Building, Embakasi Road. VisionONE payroll software does not file returns with KRA automatically. It produces payroll reports for your team to review and file, or you can use our separate Payroll Services.
VisionONE Payroll manages Kenyan statutory deductions—PAYE, NSSF, SHIF and the Affordable Housing Levy—with automatic calculation, deduction summaries and ready export files for monthly filing. Employees can view payslips, request leave and download P9 forms via the mobile app and web portal. Implementation and support are delivered locally in Nairobi.
Payroll is one part of ERP software for Kenya, connected to HR, finance and reporting. Estimate PAYE, SHIF, NSSF and the Housing Levy with the Kenya payroll calculator.
Employee records
Keep staff details, contracts, pay settings and supporting records together. Review changes with the people responsible for HR and payroll.
Payroll processing
Bring approved earnings, overtime, allowances, loans and deductions into the pay run. Review the register before authorising the outputs.
Kenyan statutory review
Automated calculation engines for progressive PAYE, NSSF Act 2013 Tiers I & II, the 2.75% Social Health Insurance Fund (SHIF, replacing NHIF), 1.5% Affordable Housing Levy, and NITA levy. Calculates PAYE, NSSF, SHIF and Housing Levy deductions and produces payroll reports. Confirm the current outputs in your demo.
Payslips & tax records
Give employees a clear record of their earnings, deductions and net pay. Review payslip delivery and the annual P9 reporting your team needs.
Leave & attendance
Connect approved leave, attendance and staff changes with payroll inputs. Keep the supporting records and cut-off decisions available for review.
Bank files & journals
Reconcile approved net pay to the bank output and payroll liabilities to finance. Keep employer costs and remittances separate from employee deductions.
HR, payroll and finance connected in VisionONE ERP
Discuss your payroll workflowOn this page
Part of VisionONE ERP
From approved inputs to payroll review
From the staff change
to reviewed payroll outputs.
Follow a fictional three-employee run through input review, gross-to-net reconciliation, approval and payslip, bank and finance outputs.
Stage 1 of 4 · Inputs
Start with the people and approved inputs.
PAY-DEMO-006 contains three fictional employees. Approved gross earnings are KES 40,000 for Employee A, KES 50,000 for Employee B and KES 30,000 for Employee C: KES 120,000 in total. Review employee changes, leave, overtime and pay inputs against the agreed cut-off.
Illustrative record
- Illustrative pay run
- PAY-DEMO-006
- Employees
- 3 fictional records
- Approved gross earnings
- KES 120,000
- Input status
- Reviewed example
Stage 2 of 4 · Review
Read each employee’s result before approval.
For arithmetic only, invented total employee deductions are KES 10,000, KES 12,000 and KES 8,000 respectively. They total KES 30,000, leaving net pay of KES 30,000, KES 38,000 and KES 22,000. Net pay totals KES 90,000. These are not statutory calculations or rates.
Illustrative record
- Gross earnings
- KES 120,000
- Invented deductions
- KES 30,000
- Net pay total
- KES 90,000
- Statutory validation
- Not modelled
Stage 3 of 4 · Approve
Keep approval tied to the reviewed version.
An independent reviewer checks the fictional register and authorises its KES 90,000 net-pay total. Keep any returned or changed input with the pay-run version that was reviewed. The illustration assumes approval; it does not establish a particular VisionONE approval configuration.
Illustrative record
- Pay run
- PAY-DEMO-006
- Review basis
- Same three employees
- Approved net pay
- KES 90,000
- Illustrative outcome
- Authorised outputs
Stage 4 of 4 · Outputs
Reconcile the payslips, bank output and finance records.
The three illustrative payslips sum to KES 90,000 net pay, matching the example bank-output total. A simplified finance split shows KES 120,000 gross expense, KES 90,000 net-pay payable and KES 30,000 employee-deduction liabilities. Bank settlement, remittances and employer contributions are not modelled.
Illustrative record
- Payslip net-pay total
- KES 90,000
- Bank-output total
- KES 90,000
- Employee deduction liabilities
- KES 30,000
- Payment confirmation
- Not modelled
The deduction figures are invented totals solely for reconciliation. No PAYE, NSSF, SHIF or Housing Levy rate is applied. This is not a statutory calculation, product screenshot or real payslip; employer contributions and payment settlement are excluded.
Payslips, payroll records and finance
One approved pay run.
Its register, payslip and finance split.
Payroll software in Kenya should make the approved inputs and resulting pay explainable. Review employee-level records alongside the bank and journal outputs.
Check the people behind the payroll total.
The register uses three fictional employees and the same approved gross earnings throughout. Invented deductions total KES 30,000, giving KES 90,000 net pay. The register is a reconciliation illustration, not a compliant Kenyan payroll calculation.
- Illustrative net pay
- KES 90,000KES 120,000 gross less KES 30,000 deductions
| Employee | Gross | Net |
|---|---|---|
| Employee AInvented deductions: 10,000 | 40,000 | 30,000 |
| Employee BInvented deductions: 12,000 | 50,000 | 38,000 |
| Employee CInvented deductions: 8,000 | 30,000 | 22,000 |
| Total | 120,000 | 90,000 |
The deduction totals are deliberately not split into PAYE, NSSF, SHIF or Housing Levy. Use a qualified review and a current product register to validate actual statutory and other deductions.
Make the employee’s pay easy to explain.
Employee B’s illustrative gross earnings are KES 50,000. Invented aggregate deductions of KES 12,000 leave KES 38,000 net pay. The example omits identifying details and statutory line calculations; ask to review an approved anonymised product payslip.
- Employee B net pay
- KES 38,000KES 50,000 less KES 12,000
| Pay item | Amount KES |
|---|---|
| Gross earnings | 50,000 |
| Invented aggregate deductions | 12,000 |
| Net pay | 38,000 |
A real payslip should explain the actual earnings and individual deduction lines. P9 reporting is an annual tax record; this single-run illustration is not a P9 certificate or tax return.
Separate the expense, liabilities and payment status.
The simplified split debits KES 120,000 gross expense and credits KES 90,000 net-pay payable plus KES 30,000 employee-deduction liabilities. The net-pay bank output totals KES 90,000. Creating an output file does not confirm a bank payment or statutory remittance.
- Reviewed bank-output total
- KES 90,000Matches the illustrative payslip net-pay total
| Account | Debit | Credit |
|---|---|---|
| Gross expense | 120,000 | — |
| Net-pay payable | — | 90,000 |
| Employee deductions | — | 30,000 |
| Balanced totals | 120,000 | 120,000 |
This is not a complete payroll journal. Employer contributions, benefits and other employer costs need their own accounting review. Employee deduction liabilities remain separate until remittance is evidenced.
Ask to review an approved anonymised payslip and current P9 output. View KRA’s official P9 template for the referenced annual format; confirm the applicable version for your reporting year.
Kenyan statutory deductions and dated updates
Keep the payroll period
and statutory review together.
Review PAYE, NSSF, SHIF and Affordable Housing Levy requirements against official guidance and your employee circumstances. Keep the supporting documents, applicable settings and reporting outputs with the payroll review.
- Identify the payroll period and the effective date of each relevant rule or output change.
- Review the supported employee treatment, deductions and employer costs with authorised payroll reviewers.
- Test the updated calculation and return format before using it in an authorised live run.
Official-reference review: 12 October 2026.
This date records the sources checked for this page, not a certification of a software release. Confirm the current statutory-update process, installed version and effective payroll period with your implementation and payroll teams.
Check applicable deductions, reliefs, supporting evidence and return guidance.
Read official guidanceReview the official Year 4 (2026) contribution notice and the period covered by your settings.
Read official guidanceReview employer deduction and remittance responsibilities separately from staff net-pay payment.
Read official guidanceAuthority references guide the review; no statutory rate or permanent-compliance guarantee is published here. Recheck applicable guidance when rules or reporting formats change.
Leave, attendance and employee records
Keep the staff record,
the approval and pay input together.
Give HR and payroll the same context for a staff change. Review employee records, leave and attendance alongside the pay run, with access matched to each person’s responsibility.
Keep employee changes with their evidence
Review joiners, leavers, contracts, bank details and pay-setting changes before the cut-off. Agree who can view, amend and approve sensitive records.
Approve leave and attendance inputs
Keep approved leave and attendance with the employee and payroll period. Review overtime, unpaid time or corrections under the agreed company policy.
Give staff access to their own records
Use the Employee Self-Service app to review payslip and leave access. Demonstrate employee and manager permissions, invitation and account-recovery responsibilities.
Payroll, bank files, journals and P9 reporting
Review the details
before the outputs are released.
Turn payroll requirements into specific source records and checks. Include a late change, unusual deduction, bank-file correction and annual-balance reconciliation in the demo.
Cut-off and approved pay inputs
Agree the period, cut-off, employee population and change approvals. Keep late inputs and off-cycle adjustments with a clear owner and source record.
Effective-dated statutory settings
Review PAYE, NSSF, SHIF and Housing Levy against applicable official guidance. Confirm the software update, effective period and regression checks for each change.
Gross-to-net reconciliation
Check employee-level earnings and deductions against the register. Review unusual or changed figures before authorising payslips and payment outputs.
Payslips and annual P9 records
Review payslip fields, delivery access and the supported P9 output. Reconcile annual tax information to the relevant monthly payroll history and approved adjustments.
Bank files and remittance evidence
Check the bank format, authorised net-pay total and beneficiary details. Keep employee payment confirmation separate from statutory filing and remittance records.
Payroll journals and sensitive access
Reconcile expense, net-pay payable, employee liabilities and employer costs to finance. Review company, role and record access, including changes and corrections.
Connected HR, payroll and finance
Staff access, financial records
and tax review in the same ERP.
Explore the related modules around employee requests, payroll journals and Kenyan tax records.
Prefer payroll processed for you? Explore managed payroll services as a separate service. Agree input, approval, filing, payment and remittance responsibilities in the service proposal.
Payroll software pricing and implementation
Your employees, pay rules
and rollout plan.
Agree the employee data, company rules, statutory-update responsibilities and outputs first. Use a parallel review to reconcile the setup before cutover.
Prepare employee and payroll records
Bring employee data, pay settings, approved inputs, year-to-date balances, bank formats and current reporting requirements. Identify the payroll owner and authorised reviewers.
Configure and run a parallel review
Confirm company rules, effective-dated statutory settings, access and outputs. Compare a permitted trial run with your approved payroll, including joiners, leavers and corrections.
Reconcile, train and agree the cutover
Reconcile payslips, bank files, payroll journals and annual balances. Agree statutory update responsibilities, user training, support and the live cutover plan.
Kenya payroll calculations
Which Kenyan payroll deductions does VisionONE calculate?
| Deduction | Body | Current figure shown on this page | What VisionONE does |
|---|---|---|---|
| PAYE | Kenya Revenue Authority (KRA) | Monthly bands of 10%, 25%, 30%, 32.5% and 35%, less personal relief of KES 2,400 a month | Calculates PAYE for each employee and shows it on the payslip and payroll reports |
| NSSF | National Social Security Fund | Year 4 rates from February 2026: 6% employee and 6% employer, Tier I up to KES 9,000 and Tier II from KES 9,000 to KES 108,000 | Calculates the Tier I and Tier II employee and employer contributions |
| SHIF | Social Health Authority | 2.75% of gross monthly salary, minimum KES 300 a month | Calculates the SHIF deduction from gross salary |
| Affordable Housing Levy | KRA | 1.5% employee and 1.5% employer | Calculates the employee and employer levy |
Rates are the figures published by KRA, the Social Health Authority and NSSF, as listed in the statutory section of this page. Confirm the effective dates for each payroll period.
Employee self-service portal and mobile app for Kenyan staff
With VisionONE employee self-service (ESS), staff use the mobile app or a web portal linked to HR and payroll. They can:
- View and download current and past payslips
- See the annual tax certificates included in your payroll setup
- Apply for leave and check their leave balance
- Update the personal details your HR team allows them to change
Managers approve leave and other requests from their phone, and approved changes flow into HR and payroll. The app is offered for Android and iOS, and staff without the app can use the web portal in a browser.
How a Kenyan pay run works in VisionONE
- HR updates employee records, contracts and pay settings.
- Approved earnings, overtime, allowances, loans and leave flow into the pay run.
- VisionONE calculates PAYE, NSSF, SHIF and the Housing Levy for each employee.
- The payroll owner reviews the payroll register and approves it.
- Payslips are published to employee self-service, and bank payment files and finance journals are produced.
- Your team reviews the payroll reports and files the returns, or agrees filing responsibilities with our separate Payroll Services team.
Estimate a salary with the Kenya payroll calculator.
How VisionONE helps control ghost employees
VisionONE links biometric Time & Attendance with Payroll so payroll teams can cross-check employee attendance and investigate unusual records before processing pay.
Use this review before you approve a pay run. A name with no matching attendance, duplicate records, or unusual hours can be investigated first. This helps your team look for possible ghost employees or ghost workers. It does not, by itself, prove fraud, and it does not replace a payroll audit. Confirm the Time & Attendance setup in your demo. These checks are also listed under internal controls in VisionONE.
Payroll software Kenya · statutory deductions
Kenyan statutory deductions
your payroll must apply.
Payroll software in Kenya has to apply four statutory items each month. These are the figures the official bodies publish; confirm the effective dates for each payroll period, which VisionONE keeps as effective-dated statutory settings.
PAYE (Kenya Revenue Authority)
Monthly bands for resident individuals: 10% on the first KES 24,000, 25% on the next KES 8,333, 30% on the next KES 467,667, 32.5% on the next KES 300,000 and 35% on income above KES 800,000, less personal relief of KES 2,400 a month (rates effective 1 July 2023). SHIF contributions and the Affordable Housing Levy are deductible when working out taxable employment income. KRA: PAYE
SHIF (Social Health Authority)
2.75% of gross monthly salary, with a minimum of KES 300 a month. Employers deduct it from gross salary and remit it to the Social Health Authority. SHA: premium rates
Affordable Housing Levy
The employee and the employer each pay 1.5% of the employee’s gross monthly salary. KRA: PAYE and housing levy
NSSF
Year 4 rates from February 2026: the employee and the employer each contribute 6%. Tier I covers earnings up to the KES 9,000 Lower Earnings Limit (up to KES 540 each) and Tier II covers earnings between KES 9,000 and the KES 108,000 Upper Earnings Limit (up to KES 5,940 each). Contributions are due by the 9th day of the following month. NSSF: Year 4 contribution rates
Sources checked: 3 November 2026.
Payroll and employee self-service in one ERP
VisionONE connects HR records, approved pay inputs and Kenyan statutory review for PAYE, NSSF, SHIF and the Affordable Housing Levy. It calculates those deductions and produces payroll reports, payslips and finance journals.
Staff can review their own payslips and leave through VisionONE's Employee Self-Service app or the web employee self-service. If you prefer payroll processed for you, VisionONE also offers a separate Payroll Services option. Confirm invitations, permissions, delivery options and service responsibilities in your demo or proposal. For salary planning, see Estimate PAYE, SHIF, NSSF and Housing Levy, or explore the wider platform under Part of Kenya ERP.
Questions, answered
Before your
HR and payroll demo.
Bring one approved pay run, an anonymised payslip and the bank and reporting formats you use today. Include the staff change your team handles most often.
How does VisionONE help control ghost employees?
VisionONE links biometric Time & Attendance with Payroll so payroll teams can cross-check employee attendance and investigate unusual records before processing pay. This helps your team review possible ghost employees before the pay run is approved.
Does VisionONE include WIBA insurance?
No. VisionONE does not sell Work Injury Benefits Act (WIBA) insurance. That cover is arranged with a licensed insurer.
Does VisionONE apply the official Kenya minimum wage automatically?
Confirm the minimum-wage checks included in your payroll setup during the demo.
Which payroll software in Kenya handles PAYE, NSSF, SHIF, Housing Levy and an employee self-service portal?
VisionONE HR and payroll does. It calculates PAYE, NSSF Tier I and II, SHIF and the Affordable Housing Levy in each pay run, and it includes an employee self-service mobile app and web portal for payslips, leave requests and approvals. Payroll is part of VisionONE ERP, so payroll journals post to finance in the same system. It does not file returns with KRA automatically.
Is there a mobile app for payslips and leave?
Yes. The VisionONE Employee Self-Service app is offered for Android and iOS. Staff view payslips, see the tax certificates included in your payroll setup, apply for leave and check balances, and managers approve requests from their phone. A web portal gives the same self-service access in a browser.
Can VisionONE run payroll for Kenya and India?
Yes. VisionONE describes statutory payroll for both countries: PAYE, NSSF, SHIF and the Housing Levy in Kenya, and PF, ESI, Professional Tax and salary TDS in India, with separate company rules for each entity.
Does VisionONE handle PAYE, NSSF, SHIF and the Housing Levy?
Yes. VisionONE calculates PAYE, NSSF, SHIF and Housing Levy deductions and produces payroll reports. Confirm the installed version, the effective payroll period and the statutory-update process for your business.
Do you file returns with KRA for us?
No. VisionONE payroll software does not file returns with KRA automatically. It calculates PAYE, NSSF, SHIF and Housing Levy deductions and produces payroll reports for your team to review. A separate Payroll Services option can process payroll on your behalf; agree filing, payment and remittance responsibilities in the service proposal.
How are PAYE, NSSF, SHIF and Housing Levy updates maintained?
Confirm VisionONE’s approved statutory-update process and the effective payroll period for each release. Ask who monitors official guidance, validates calculations, tests outputs and communicates changes. The source review on this page is dated 12 October 2026; it does not establish that a particular deployment has received every required update.
Can employees access payslips online?
Yes. Staff view and download their payslips and apply for leave through the VisionONE Employee Self-Service app on Android or iOS, or through the web portal. Confirm the users and delivery options included in your proposal.
Can we run payroll for several companies?
VisionONE describes payroll by company with country-specific rules. Review separate employee populations, pay calendars, permissions, statutory settings and journals for each entity. Confirm group reporting and the exact company and user licensing scope.
What determines payroll software pricing?
Share employee numbers, entities, users, pay cycles, self-service access, data migration, reporting and required integrations. Request software and implementation costs separately, with recurring charges, training, support and statutory-update responsibilities stated in the proposal.
Is managed payroll also available?
VisionONE offers a separate Payroll Services option for businesses that want payroll processed on their behalf. Review input deadlines, approvals, payslips, return preparation, payment and remittance responsibilities in the service agreement. This page describes software; managed-service fees and scope need their own proposal.
Can leave and attendance feed payroll?
The public HR & Payroll scope connects approved leave and attendance with payroll inputs. Demonstrate your overtime, unpaid-leave, absence and correction cases. Confirm any attendance-device import or external integration separately, along with approval and cut-off rules.
Can we review payslips and P9 reporting in a demo?
Ask for an approved anonymised payslip and the supported current P9 output. Compare individual deduction lines and annual fields with the relevant payroll history and official KRA format. The fictional breakdown here illustrates arithmetic and is not a validated product payslip or P9 certificate.
Does generating a bank file mean staff have been paid?
No. A bank output is a payment instruction for review and authorisation. Keep bank acceptance and settlement evidence with the payroll record. Statutory return submission and remittance also need their own confirmation; they are not proved by the bank file or payslip.
See it with your records
Bring one payroll run.
Follow the inputs, payslips and finance.
Review the employee records, approvals, gross-to-net results and output reconciliation. Confirm the Kenyan statutory setup and one exception within your proposed scope.
A focused demo around your payroll work, with no obligation.