At Finfex Solutions, we understand that payroll management is more than just paying salaries. It is a critical business function that directly impacts employee satisfaction, regulatory compliance, and organizational efficiency. A well-managed payroll system ensures that staff are compensated accurately and on time, statutory obligations are met, and sensitive employee information remains secure.

For many organizations, payroll can be complex, time-consuming, and prone to costly errors if not handled properly. At Finfex, we provide end-to-end payroll solutions tailored to businesses of all sizes from small startups and SMEs to corporates, NGOs, and donor-funded projects. Our goal is to help businesses streamline payroll processes, maintain compliance with KRA and labor laws, and foster employee trust and confidence.

Objectives of Our Payroll Services

• Accuracy: Eliminate salary calculation errors and ensure employees are paid correctly.
• Compliance: Guarantee statutory deductions (PAYE, NSSF, NHIF, HELB) are filed and remitted on time.
• Confidentiality: Protect sensitive payroll and employee data with strict confidentiality protocols.
• Employee Satisfaction: Deliver timely payments to maintain morale and trust.
• Operational Efficiency: Free up HR and finance teams to focus on strategic activities instead of routine payroll tasks.
• Risk Reduction: Minimize exposure to fines, disputes, and reputational damage from non-compliance.

Comprehensive Payroll Services We Offer

1. Salary & Wage Processing

• Computation of gross pay, overtime, allowances, bonuses, and commissions.
• Application of statutory and company-specific deductions.
• Secure preparation and issuance of digital or printed pay slips.
• Direct salary disbursement to employee bank or mobile accounts.

2. Statutory Compliance & Remittances

We ensure your business meets all legal and tax obligations, including:

• PAYE (Pay As You Earn): Accurate computation based on prevailing KRA tax bands and filing via iTax.
• NSSF: Calculation and remittance of statutory pension contributions.
• NHIF: Deduction and remittance of healthcare contributions based on employee income brackets.
• HELB: Administration of student loan repayments.
• Monthly Statutory Returns: Timely preparation and submission of compliance reports to relevant authorities.

3. Payroll Tax Management

• Preparation and filing of monthly and annual payroll taxes.
• End-of-year reconciliations and compliance reporting.
• Issuance of P9 forms to employees for personal tax return filing.
• Advisory and representation during KRA payroll audits or inquiries.

4. Employee Data & Records Management

• Maintaining up-to-date records of employee contracts, benefits, leave balances, and salary history.
• Secure storage of payroll data in compliance with Kenya’s Data Protection Act.
• Generating customized payroll reports for management decision-making.

5. End-of-Year & Exit Payroll Services

• Preparation of annual payroll reconciliations for PAYE, NHIF, and NSSF.
• Processing of final dues (gratuity, severance pay, or leave encashments) for exiting employees.
• Guidance on termination settlements in line with the Kenya Employment Act.
• Support with tax clearance certificates for employees.

6. Customized Payroll Solutions

• Flexible payroll services tailored to your industry and workforce size.
• Payroll processing for permanent staff, contract workers, and casual employees.
• Integration of payroll with HR and accounting systems for seamless operations.
• Scalable solutions that adapt as your business grows.

7. Payroll Advisory Services

• Advisory on structuring employee benefits in a tax-efficient way.
• Guidance on compliance with labor laws and collective bargaining agreements (CBAs).
• Strategic insights on payroll budgeting and cost control.
• Assistance in designing incentive schemes, bonuses, and staff welfare programs.

Our Payroll Management Process

At Finfex, we follow a systematic approach to guarantee accuracy, compliance, and confidentiality:

1. Data Collection
   • Securely gather employee details such as contracts, allowances, deductions, and attendance/leave records.
2. Payroll Processing
   • Compute gross and net pay using advanced payroll systems.
   • Apply statutory deductions and calculate employer contributions.
3. Validation & Approval
   • Run accuracy checks to eliminate errors.
   • Share draft payroll reports with management for approval.
4. Salary Disbursement
   • Process employee salaries through secure transfers.
   • Issue payslips confidentially to each staff member.
5. Statutory Filing & Remittances
   • File PAYE, NHIF, NSSF, and HELB contributions on time.
   • Provide compliance certificates and proof of remittance.
6. Reporting & Advisory
   • Deliver detailed payroll reports for management.
   • Provide advisory insights on compliance and efficiency improvements.

Why Choose Finfex Solutions for Payroll?

• Expertise in Kenyan Regulations: In-depth knowledge of tax laws, KRA requirements, and labor laws.
• Accuracy & Timeliness: Guaranteeing error-free salary processing and on-time payments.
• Confidentiality & Security: Protecting sensitive employee data with robust systems.
• Scalable & Flexible Solutions: Payroll tailored for SMEs, corporates, NGOs, and SACCOs.
• Cost & Time Savings: Reduces the cost of running an in-house payroll department.
• Value-Added Advisory: Beyond payroll, we offer insights into tax optimization, employee benefits, and compliance.

Industries We Serve

We provide payroll solutions across a wide range of industries, including:

• Small and Medium Enterprises (SMEs)
• Corporate Companies
• NGOs and Donor-Funded Projects
• SACCOs and Cooperative Societies
• Educational Institutions
• Healthcare and Hospitality
• Manufacturing and Retail
• Public Sector Organizations

The Finfex Advantage;

Partnering with Finfex Solutions Tax Consultancy means:

• No more payroll errors or penalties.
• Motivated employees through accurate and timely pay.
• Peace of mind knowing your business is 100% compliant.
• A trusted partner that values integrity, professionalism, confidentiality, and excellence.

With Finfex Solutions, payroll management becomes a seamless, compliant, and efficient process that supports business growth while ensuring employees remain motivated and satisfied.