How to File Your NSSF Reports Online

How to File Your NSSF Reports Online

By Korir Isaac / Posted on Jun 6, 2022 | 3:51 p.m.

KEY POINTS

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

KEY POINTS TO REMEMBER

Late payment of mandatory NSSF dues results in a penalty at the rate of 5% of the total dues for each month or part of a month remitted late.

The deadline for employers to submit their declarations to the National Social Security Fund (CNSS) is 9e day of every month, and for someone who doesn’t know the exact procedure, it can get quite difficult.

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

According to the law on the National Social Security Fund (CNSS), late payment of compulsory contributions entails a penalty at the rate of 5% of the total contributions for each month or part of a month paid late.

It is therefore in your company’s interest to keep proper and up-to-date records of income and employee details to facilitate the filing of returns before the deadline.

Luckily for you, this article simplifies the process of filing your returns online. However, to follow this procedure, you must register with the NSSF e-service to be able to connect.

To note: These steps apply to both new NSSF tariffs and old NSSF tariffs. See the new NSSF Rate Calculator

Here is the process:

1. Getting Started: Creating a Payroll Excel Sheet

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

Model guidelines

  • No formula in cells
  • No special characters, e.g. /, “, – etc.
  • Nothing should appear after the last record, for example, Totals, Compliant By
  • Columns A to F must be in text format, the rest in general format (gross and voluntary remuneration)
  • No blank line
  • No hidden rows or columns
  • The file must have only one sheet
  • The payroll number is optional
  • Include leading zeros and trailing “X” where applicable for NSSF number
  • NSSF number must be a minimum of 9 characters and a maximum of 10 characters

It should be noted that the format does not have NSSF contribution amounts. It works with the gross salaries of the employees. It also includes NSSF membership number, KRA PIN and voluntary amounts.

2. Log in to the NSSF e-Service Portal

Navigate to the NSSF e-Service Portal. Log in with your details by entering your username and password.

NSSF

If you do not have this information, contact NSSF for assistance.

3. Create a pay period

After a successful connection, click Payroll Converter in the left menu of the portal. On the pay period, select ‘Create a pay period.’

Enter the pay month, pay type and contribution type.

The images below illustrate the process:

CNSS payroll

pay period

NSSF payroll

4. Payroll Submission

After completing the third step, you will have the new payroll you just created on your list of ‘Payroll submissions.’

Check the last pay – usually at the top – in this case the item with the pay period you just created and click on the ‘File download’ link.

NSSF File Download

A new page will open where you can upload the payroll excel sheet you created in the first step. Click on ‘Picking out‘ and search for the correct payroll from your computer.

Then click ‘To download.’ It will be uploaded to NSSF server as shown below

Downloading the NSSF File

5. Process payroll data

After successfully uploading your file, click the ‘Return’ button to return to the ‘Payroll submissions‘ section.

In the list of your payroll submissions, you will notice that your item has been updated with a ‘Process payroll data‘ link. Click on the link to start the processing of payroll data by the CNSS server.

Payroll-ready process data

Data processing will use your employees’ gross wages to determine their NSSF contributions due from both employee and employer.

A new file named SF24 will be produced.

Again, new links will be updated on your latest post on the submission list. The most crucial link to check and the one to click on is the one that reads ‘Show errors produced.’

This link will tell you if there are any errors on your payroll. You will probably have no errors if you respect the format of the payroll file.

However, if there are any errors, you will go back to your Excel sheet, correct the errors and start over. But first you have to delete pay period before creating a new one with the same name.

If there are no errors, click ‘Download SF24 product‘.

6. SF24 Submission

In the menu items on the left of the online service page, click ‘SF24 shares.’

Your latest SF24 submission will be the first on the list of submissions with the status ‘ SUBMISSION CONTROL‘.

Click on ‘Check submission.’ Once complete, click on the new link that appears “Submission Review Progress Updates”.

Check submission

This way you will be notified when your SF24 submission is complete.

7. Payment order

Once complete, you should be able to complete your payment order.

Payment order

  1. Select ‘Payment order’ in the left menu
  2. Enter a payment description, for example, “June 2022”.
  3. Enter a payment method of your choice.
  4. Enter the bank you will use to make the payment (PS: This is not your company bank but the NSSF bank accounts to which you will pay dues.).
  5. Then drag all unpaid SF24’sUnpaid‘ section at the ‘SF24 selected for payment‘ section.
  6. A total sum of your contributions will be displayed at the bottom of the forms.

Click it ‘To safeguard’ icon located on the horizontal bar at the top of the forms.

The NSSF server will then generate a unique payment number (UPN) used as a payment reference.

Payment order

You can make your payments via:

  • Checks
  • Bank checks
  • Real Time Gross Settlement (RTGS)
  • Electronic Funds Transfers (EFT).
  • Cash subject to a maximum of 5,000 shillings or
  • Via NSSF M-PESA PayBill No.333300 with UPN as account number

8. Print and pay

Picking out ‘Payment orders‘ in the left menu.

Click on the ‘Look for’ at the top of the forms and find the payment order you just made.

After locating it, select the payment order and click on the ‘To print.’ This print icon is on the horizontal bar at the top of the forms.

Print the order for payment processing.

Once your payment has been processed, you can confirm it in the “Payment Receipts” link in the left menu.

That’s it! You have finished.

About Korir Isaac

A creative, tenacious and passionate journalist with impeccable ethics and a flair for anticipated and spontaneous news. He might not say it, but he sure can make quite a fuss.

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