Free Excel Template: Auto Calculate PAYE for Your Employees + PDF Compliance Checklist & 2024 Tax Calendar for Kenyan Businesses
Managing payroll as a Kenyan employer can be challenging, especially when trying to remain compliant with changing tax laws and deadlines. To simplify your process and reduce errors, we’ve created three essential tools you can download for free:
- Free Excel Template: Auto Calculate PAYE for Your Employees
- PAYE Compliance Checklist for Employers (PDF Download)
- 2024 Tax Calendar for Kenyan Businesses
This guide will walk you through how each tool works, why it’s important, and how to stay on top of your statutory obligations to the Kenya Revenue Authority (KRA). Whether you’re a small business owner, HR manager, or accountant, these resources are tailored for you.
PAYE in Kenya?
PAYE (Pay As You Earn) is a method used by the Kenya Revenue Authority to collect income tax from employees through their employers. As an employer, you’re legally required to:
- Deduct tax from employees’ salaries
- Submit monthly PAYE returns through iTax
- Remit payments by the 9th of each month
Failing to comply can lead to hefty penalties, interest, or even audits.
Related Post: How Bonuses, Overtime, and Benefits Affect PAYE Tax in Kenya
Current PAYE Tax Rates in Kenya (2024)
| Monthly Income (KES) | PAYE Rate (%) |
|---|---|
| 0 – 24,000 | 10% |
| 24,001 – 32,333 | 25% |
| 32,334 and above | 30% |
In addition to PAYE, deductions like NHIF and NSSF are mandatory.
Learn more about NSSF Deductions in Kenya
Free Excel Template: Auto Calculate PAYE for Your Employees
🎯 Why Use This Template?
Manually calculating PAYE every month increases the risk of human error, non-compliance, and time loss. Our Excel-based PAYE calculator:
- Instantly calculates PAYE, NHIF, NSSF
- Supports multiple employees
- Adheres to 2024 KRA rates and regulations
- Is printable for payslip documentation
How to Use the Excel PAYE Calculator (Step-by-Step)
- Open the Excel file using Microsoft Excel or Google Sheets
- Enter employee details – name, gross salary, benefits, bonuses
- Review auto-calculated deductions – PAYE, NHIF, NSSF
- Check the Net Pay column for final salary after deductions
- Export or print payslips monthly
Sample Excel Output:
| Employee Name | Gross Salary | PAYE | NHIF | NSSF | Net Salary |
|---|---|---|---|---|---|
| John Mwangi | 45,000 | 4,000 | 1,700 | 1,080 | 38,220 |
This template helps streamline your workflow and reduces the chances of compliance errors.
PAYE Compliance Checklist for Employers (PDF Download)
Why You Need a PAYE Compliance Checklist
A checklist keeps you ahead of deadlines, ensures legal compliance, and supports transparent payroll operations. Whether you’re a growing startup or a medium-sized enterprise, compliance is key to long-term success.
What the Checklist Includes:
- Monthly PAYE, NHIF, NSSF tasks
- Filing timelines (iTax)
- Document retention recommendations
- Employer legal responsibilities
Monthly Compliance Actions
| Task | Due Date | Platform |
|---|---|---|
| PAYE Return Filing | 9th of every month | KRA iTax |
| NHIF & NSSF Contributions | 9th of every month | NHIF/NSSF Portals |
| Payslip Generation | End of Month | Internal |
| Employee Data Recordkeeping | Ongoing | HR Systems |
For detailed P10 return filing instructions, check our guide:
KRA iTax P10 Filing Guide
2024 Tax Calendar for Kenyan Businesses (PDF)
Tax planning is essential for smooth business operations. Our downloadable 2024 Tax Calendar for Kenyan Businesses provides a full overview of due dates for PAYE, VAT, income tax, and more.
Key 2024 Tax Dates to Remember
| Date | Action | Tax Type |
|---|---|---|
| 9th Monthly | PAYE, NHIF, NSSF | Payroll Taxes |
| 20th Monthly | VAT Return | Indirect Taxes |
| 30th June | Annual Income Tax Return | Employer/Individual Tax |
| 31st December | Final Provisional Tax Payment (SMEs) | Corporate Tax |
Visual Chart: Monthly Tax Obligation Breakdown
Also explore: HELB Loan Repayment and Tax Impact
Comparison of the Three Free Tools for Employers
| Tool | Functionality | Best For | Format | Pros |
|---|---|---|---|---|
| Excel Template: Auto-Calculate PAYE | Automates PAYE/NHIF/NSSF deductions | HR, Payroll Officers | Excel | Easy-to-use, downloadable, customizable |
| PAYE Compliance Checklist | Lists all employer duties and timelines | Business Owners, Accountants | Keeps you audit-ready and compliant | |
| 2024 Tax Calendar | Provides tax deadlines for the full year | Entrepreneurs, Finance Teams | Avoids late filing, visual planning tool |
Benefits of Using These Free Tools
- Accuracy: Prevent under/over deduction
- Time-Saving: Reduces manual calculations
- Compliance: Avoid KRA fines and penalties
- Scalability: Suitable for businesses of all sizes
FAQs
Bonus
Want to know how much to pay your staff? Browse our detailed salary breakdowns for popular Kenyan professions:
- Female Nurse Salary in Kenya
- Pharmacist Salary in Kenya
- Dentist Salary in Kenya – 2025 Breakdown
- Doctor Salary in Kenya
- Receptionist Salary Kenya
- Electrical Engineer Salary in Kenya
- Mechanical Engineering Salary in Kenya
Final Thoughts
Handling payroll and tax responsibilities doesn’t have to be complicated. With the right tools, you can stay accurate, compliant, and stress-free.
By downloading and using our:
- Free Excel Template: Auto-Calculate PAYE for Your Employees
- PAYE Compliance Checklist for Employers (PDF)
- 2024 Tax Calendar for Kenyan Businesses (PDF)
…you’re equipping your business with essential, time-saving, and legally-compliant resources.
Be proactive. Stay informed. Download your free tools now and ensure a smooth tax season.