The government has extended the payroll processing deadline for all public service entities from the 15th to the 18th of every month, aiming to enhance efficiency and ensure timely remittance of statutory deductions.

The move covers all Ministries, Departments, Agencies, County Governments, State Corporations, and Constitutional Commissions, with payrolls submitted past the new deadline set to be blocked.

In a circular issued by Chief of Staff and Head of Public Service Felix Koskei, the government said the change is intended to streamline payroll management and guarantee prompt remittance of statutory deductions including 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,” the circular reads. Koskei added 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 will 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,” the circular further states. Directors of Human Resource Management have been warned that they will be held personally accountable for any delays in payroll processing.

The directive is aimed at guaranteeing 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, and distributed to all Principal Secretaries, Accounting Officers, state corporations, county governments, and other constitutional offices for immediate implementation.

The move comes ahead of the government’s plan to roll out a new integrated payroll system across all ministries, agencies, and county assemblies.

Treasury Cabinet Secretary John Mbadi said the system will serve as the sole platform for paying public servants, eliminating ghost workers, duplicate payrolls, and the illegal practice of withholding part of employees’ salaries under the guise of statutory deductions or Sacco contributions.

“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 also criticized county governments for being the worst offenders in running parallel payrolls and warned that non-compliance excuses would not be tolerated.