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KenyaTax

Payroll

Payroll calendar and deadlines planner

List your pay day and the statutory due days once, and get every month's pay date and filing deadlines for the year.

Payroll calendar and deadlines planner template

Late payroll filings cost money and trust. Type the year, your pay day and the day each payment is due, and the planner writes out the pay date and the deadline for PAYE, NSSF, SHIF and the Housing Levy for each month, with the number of days from today so you can see what is coming.

Payroll officers, small employers and accountants who need a simple calendar of what to pay and when, and anyone covering payroll for a colleague.

What is included

  • Pay date and four statutory deadlines for every month
  • Due days kept in cells you can change
  • Days left from today to each deadline
  • Next deadline flagged
  • Simple layout you can print

Screenshots

  • Payroll calendar of Payroll calendar and deadlines planner

How to use it

  1. Type the year, the pay day and today's date at the top.
  2. Check the due day for each payment against the current rules.
  3. Read the pay date and each deadline for every month.
  4. Print the sheet and pin it where the payroll team can see it.

Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.

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What the payroll calendar and deadlines planner does

Late payroll filings cost money and trust. Type the year, your pay day and the day each payment is due, and the planner writes out the pay date and the deadline for PAYE, NSSF, SHIF and the Housing Levy for each month, with the number of days from today so you can see what is coming.

Who it is for

Payroll officers, small employers and accountants who need a simple calendar of what to pay and when, and anyone covering payroll for a colleague.

How to use the workbook

  1. Type the year, the pay day and today's date at the top.
  2. Check the due day for each payment against the current rules.
  3. Read the pay date and each deadline for every month.
  4. Print the sheet and pin it where the payroll team can see it.
  5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

  • Pay date and four statutory deadlines for every month
  • Due days kept in cells you can change
  • Days left from today to each deadline
  • Next deadline flagged
  • Simple layout you can print

The workbook has these sheets: Instructions, Calendar. The main table has the columns Month; Pay date; PAYE due; NSSF due; SHIF due; Housing Levy due; Days to PAYE deadline. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

  • Check the due days against KRA, NSSF and SHA guidance each year.
  • Pay a day early so a weekend or holiday does not make you late.
  • Keep proof of each payment with the month's payroll file.
  • Late payment attracts penalty and interest.

Why keep this record

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. Free calculators that go with it: Paye calculator, Kra penalty calculator. See more payroll templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

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