P9 Form in Kenya – Everything You Need to Know (2025 Guide)
Maina Susan is a content researcher at Bubi-Alexander, who simplifies Virtual CFO services for multinationals and NGOs with her finance expertise.
LinkedIn >>Table of Contents:
- What is a P9 Form in Kenya?
- What is a P9 Form Certificate?
- How is the P9 Form Related to PAYE?
- Where to Get a P9 Form in Kenya
- What Does a P9 Form Contain?
- Who Does the P9 Apply To?
- What is P9 Payroll?
- Who Issues the P9 Form in Kenya?
- What Should I Do If My P9 Form Has Errors?
- How to File Returns with More Than One P9 Form
- Why Payroll Outsourcing Solves All of This
- FAQs on P9 Forms in Kenya
- Final Word
- Disclaimer
- Simplify Your Payroll with Bubi Alexander.
What is a P9 Form in Kenya?
Think of the P9 form as your “salary report card” for the year.
It’s a tax document that shows your:
- Total pay
- Allowances and benefits
- PAYE deductions
- Tax reliefs
It’s the document you’ll use to file your annual income tax return with KRA.
Make payroll simple — skip the stress
Stop chasing HR for your P9 or worrying about PAYE deductions.
With Bubi Alexander’s payroll outsourcing, your P9 is ready on time — every time.
Book Your Free First Payroll Consultation TodayWhat is a P9 Form Certificate?
This is the official certificate issued by your employer.
It confirms your income, allowances, benefits, and PAYE deductions for the year. Without it, you can’t accurately file returns.
How is the P9 Form in Kenya Related to PAYE?
Every month, your employer deducts PAYE (Pay As You Earn) from your salary and sends it to KRA.
At year-end, the P9 form adds up all those deductions and shows the total PAYE remitted on your behalf.
Example: If you earn Ksh 100,000 monthly and your PAYE averages Ksh 25,000, then over 12 months your P9 will show Ksh 300,000 in PAYE deducted.
Step-by-Step: Where to Get a P9 Form in Kenya
Getting your P9 form is easier than you think, but it depends on whether you’re a civil servant or a private-sector employee.
Here’s a simple guide:
1. If You’re an Employee (Civil Servant):
If you work for the government, your P9 form is available on the GHRIS portal.
- Log in to the GHRIS portal.
- Navigate to the Payroll tab.
- Click on P9 Forms.
- Select the year you need.
- Click Generate then choose whether to download or email the P9 form to yourself.
2. If You’re an Employee (Private Sector):
If you work in a private company:
- Your HR or payroll department is responsible for issuing your P9.
- Typically, P9 forms are available around May–June each year.
- Ask your HR for a copy or check if your payroll system allows direct download
3. If You’re an Employer (Generating P9 Forms for Employees)
Employers must issue P9 forms to all employees annually.
Step-by-Step for Employers (via iTax)
- Log in to the KRA iTax portal.
- Go to Returns → View Filed Returns (PAYE).
- Generate the P9 details for each employee based on submitted returns.
- Prepare the P9 forms using KRA’s recommended template (Excel or PDF).
- Share with employees.
Important:
- If you outsource payroll, your payroll accountant or tax agent usually prepares and issues the P9s on your behalf.
- Without proper PAYE remittance, you can’t generate accurate P9 forms.
With Bubi Alexander’s payroll outsourcing, this process is automated. Employees can access their P9s instantly without HR running around at the last minute.
Never miss a P9 deadline again
Whether you’re an employee or an employer, our payroll systems ensure accurate P9 forms – automatically generated and delivered on time.
Get Expert Payroll Help NowWhat Does a P9 Form in Kenya Contain?
Your P9 form includes the following details:
a) Mandatory Section
| P9 Form Section | Details Included |
|---|---|
|
Employer’s Name |
Name of your employer
|
|
Employee’s Full Name
|
Main and other names
|
|
Employee’s KRA PIN
|
Your KRA identification number |
|
Basic Salary
|
Your monthly salary before deductions |
|
Total Gross Pay
|
Total income including salary + benefits |
|
Chargeable Pay
|
Taxable income after deductions
|
|
Tax Charged
|
Tax amount calculated before reliefs
|
|
Personal Relief |
Ksh 2,400/month (28,800/year) |
|
PAYE Tax
|
Tax payable after reliefs |
|
Total Chargeable Pay
|
Total taxable pay for the year (declared by employer) |
|
Total Tax Deducted |
Total PAYE deducted for the year (declared by employer) |
b) Optional Section
| P9 Form Section | Details Included |
|---|---|
|
Benefits (non-cash) |
Any perks or allowances provided (e.g., car, housing)
|
|
Value of Quarters |
If employer-provided housing applies
|
|
Affordable Housing Levy (AHL) |
Deduction for housing levy, if applicable
|
|
Social Health Insurance Fund (SHIF) |
Contributions to SHIF
|
|
Post-Retirement Medical Fund (PRMF) |
Contributions to PRMF
|
|
Owner-Occupied Interest |
Mortgage interest relief, if applicable
|
|
Insurance Relief |
15% of insurance premium, max Ksh 5,000/month or 60,000/year
|
In simple terms, the P9 tells KRA who paid you, how much you earned, what benefits you got, what deductions were made, and how much tax you paid.
Accurate payroll, zero errors
Stop worrying about mismatched PAYE or missing reliefs.
Our payroll outsourcing guarantees clean, compliant P9 forms every year.
Book Your Free Payroll Consultation TodayWho Does the P9 Apply To?
If you earn a salary in Kenya, the P9 applies to you. Employers are required by law to issue it annually.
What is P9 Payroll?
P9 Payroll is simply payroll that’s structured so the P9 form can be automatically generated at year-end.
Every salary, benefit, allowance, and PAYE deduction is tracked carefully throughout the year.
With Bubi Alexander & Co. payroll outsourcing, this process becomes completely seamless:
- Every payslip is recorded accurately.
- All PAYE deductions and reliefs are calculated and tracked.
- When June arrives, your P9 form is ready instantly, without any stress or last-minute scrambling.
In short, outsourcing payroll with Bubi Alexander. ensures your employees always get accurate P9 forms on time, and your company stays fully compliant with KRA regulations.
Who Issues the P9 Form in Kenya?
Your employer – not KRA, not the cyber café. It is your employer’s legal responsibility to generate and issue it.
What Should I Do If My P9 Form Has Errors?
Sometimes your P9 form may contain mistakes — maybe your salary totals don’t match, some reliefs are missing, or PAYE deductions look off. Here’s what to do:
- Check Your Payslips – Compare the P9 with your monthly payslips to see where the error is.
- Contact Your Employer First – The P9 is prepared by your employer, not KRA. Ask HR or payroll to amend and reissue it.
- Employer Amends via iTax – If the error came from PAYE reporting, the employer must correct it on iTax and then regenerate a new P9.
- Keep Evidence – Retain payslips, bank/M-PESA payment proof, and communication in case KRA asks for verification.
- Escalate to KRA – If your employer doesn’t fix the issue, raise a ticket on iTax Helpdesk or visit a KRA Huduma Centre with your documents.
Tip: Never edit the P9 form yourself. Always file your returns using a corrected version from your employer to avoid mismatches in KRA’s system.
Errors in your P9? We’ve got you covered
From PAYE mismatches to incorrect reliefs, our payroll experts fix it — and prevent it from happening again.
Talk to a Payroll Expert NowHow to File Returns with More Than One P9 Form
If you switch jobs mid-year or have multiple employers, you will indeed have more than one P9 form. You need to declare all employment income in a single tax return on iTax.
Steps:
- Log in to iTax with your KRA PIN and password.
- Navigate to Returns → File Returns → Income Tax – Resident Individual.
- Download the IT1 Individual Resident Return XLS form (Excel/ODS file).
- In Section F (Employment Income Details), enter the income, allowances, and PAYE deductions from each P9 form separately.
- Complete the rest of the return, including any reliefs or other income sources.
- Validate the form, then upload it back to iTax and submit.
- Download the Acknowledgment Receipt for your records.
Example:
- Jan–June: Employer A → P9 shows Ksh 600,000 gross and Ksh 150,000 PAYE.
- July–Dec: Employer B → P9 shows Ksh 400,000 gross and Ksh 100,000 PAYE.
- Your iTax return should include both incomes for the year and calculate total tax payable/refundable.
Tip: Filing multiple P9s is common. If you outsource payroll with Bubi Alexander & Co., we can prepare a combined report for you so filing is smooth and error-free.
Why Payroll Outsourcing Solves All of This
Every May and June, employees chase HR asking, “Where’s my P9?”. HR departments scramble. Employers risk penalties if PAYE records don’t add up.
With Bubi Alexander & Co. payroll outsourcing:
- Employees access their P9s on time.
- PAYE compliance is automatic.
- Employers focus on growth – not paperwork.
- Backend payroll is fully managed.
Explore our Payroll Outsourcing Services
We take care of the backend, you enjoy peace of mind.
Payroll doesn’t have to be stressful
Let Bubi Alexander handle your PAYE, P9s, and compliance.
We simplify payroll for SMEs, NGOs, and corporates across Kenya.
Book Your Free First Payroll Consultation TodayFAQs on P9 Form in Kenya
How do I get my P9 form from GHRIS?
- It’s simple! Just log in to the GHRIS portal, go to Payroll → P9, select the year you need, and download it. Easy as that.This only applies if you are a civil servant.
How do I generate a P9 from iTax?
- You don’t. Nope. iTax is only for filing your returns. Your P9 comes from your employer—not KRA.
Can I file KRA returns without a P9 form?
- Only if you’re filing nil returns because you didn’t earn a salary. If you did get paid, you must have a P9 to file correctly.
What’s the difference between a payslip and a P9?
- A payslip shows your salary breakdown for a single month. The P9 is your year-end summary, showing all your income, deductions, and reliefs.
Can I have more than one P9 Form in a year?
- Yes! You can have multiple P9 forms if you worked for more than one employer during the year.
Bottom line: If payroll is handled properly, your P9 form is never a headache.
At Bubi Alexander, we make sure payroll is smooth, compliant, and stress-free – so that when tax season comes, you’re already ready.
Final Word
At the end of the day, the P9 form is your key to filing accurate tax returns in Kenya.
It summarizes your salary, allowances, PAYE deductions, and reliefs for the year – making it the single most important document for employees during tax season.
Whether you’re in the public or private sector, always make sure your employer issues you a correct and timely P9 form.
Stay compliant. Stay stress-free.
With Bubi Alexander, payroll runs smoothly — so when tax season comes, you’re already ready.
Simplify Payroll Today – Book Your Free ConsultationDisclaimer
This guide is for general informational purposes only.
It does not constitute tax, legal, or financial advice. Always confirm specific requirements with KRA, your employer, or a licensed tax professional, as rules and processes may change.
Need Expert Help?
Don’t get stuck chasing HR or worrying about PAYE mismatches. At Bubi Alexander., we make payroll outsourcing seamless — ensuring your staff get their P9 forms on time and your business stays 100% compliant with KRA.
Contact us today to simplify payroll, reduce errors, and free up your time to focus on growing your business.
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