How to File Your NSSF Returns Online

The deadline for employers to file their National Social Security Fund (NSSF) returns is the 9^th day of each month, and for someone who doesn’t know the exact procedure, it can become quite challenging.

Nevertheless, every employer with one or more employees must promptly register with NSSF as a contributing employer and promptly deduct and remit contributions on time.

According to the National Social Security Fund (NSSF) Act, late payments of mandatory contributions shall attract a penalty at the rate of 5 percent of the total contributions for each month or part of the month remitted late

It is, therefore, in the best interest of your business to maintain proper and up-to-date records of employees’ earnings and particulars for easy filing of returns before the deadline.

Lucky for you, this post simplifies the procedure for filing your returns online. However, to follow this procedure, you must register with the NSSF e-service to be able to log in.

Note: These steps apply to both new NSSF and old NSSF rates. See NSSF new rates Calculator

Here’s the process:

1.      Getting Started: Create a Payroll Excel Sheet

Create a payroll of your employees using Microsoft Excel and ensure that the file is correctly formatted according to the NSSF template.

Template Guidelines

• No formulas in the cells
• No Special Characters, e.g. /, “, – etc.
• Nothing should appear after the last record, e.g., Totals, Complied by
• Columns A to F should be in text format, the rest, general format (Gross Pay and Voluntary)
• No blank rows
• No hidden rows or columns
• File must have one sheet only
• Payroll Number is optional
• Include leading zeros and trailing ‘X’ where applicable for NSSF number
• NSSF number should be a minimum of 9 characters and a maximum of 10 characters

Worth noting is that the format doesn’t have NSSF contribution amounts. It works with the employees’ Gross Salaries. It also includes NSSF Membership Number, KRA PIN, and voluntary amounts.

2.      Log in to the NSSF e-Service Portal

Navigate to the https://eservice.nssfkenya.co.ke/launch/. The link will pop up with the eService Main Menu.

Fig: Main Menu

Click on ‘Submission and Payments.’  A login screen will pop up

Fig: Login Screen

Log in with your details by entering your username and password.

After successful login, the system will prompt with the SF24 Management screen. The Home Page is located on the left

Fig: SF24 Management Screen

Begin by clicking on ‘Payroll Converter.’ The system will display Payroll Submission Screen:

Fig: Payroll Converter

3.      Create a Payroll Period

Click on ‘Create Payroll Period’ to create a Payroll Period. Proceed:-

• Enter the Payroll period, i.e., 99/9999
• From the ‘Payroll Type,’ select ‘Regular Employees’
• On ‘Contribution Type,’ select the contribution type to be paid. Use the guidelines below