GHRIS Online Payslip: Step-by-Step Guide for 2025

People employed by the Kenyan government have often had to navigate cumbersome human resource processes. Since the labor force has grown significantly, the need for efficiency in accessing government services became crucial. Thus, the Government of Kenya developed GHRIS (Government Human Resource Information System), an online platform that offers convenience and efficiency to the employees when accessing their services. This revolutionary system allows government employees, as well as third-party entities like insurance companies, to view, download and print their payslips right from their homes or workplaces. Additionally, GHRIS can integrate with other systems such as IFMIS, enhancing its functionality. The main aim of GHRIS is to cater to the need for an efficient human resource system specifically designed for the public sector, thereby addressing any disparities in service delivery.

Understanding GHRIS Payslip and Its Purpose

The Government Human Resource Information System (GHRIS) is a Human Resource Information System (HRIS) developed by the Government of Kenya. The main objective of GHRIS is to provide a One-Stop-Shop HRIS for the management of all Human Resource (HR) aspects in Government. It is aimed at providing a centralized, web-based, self-service information system for HR managers and individual employees, covering everything "from entry to post-exit." GHRIS serves various entities, including:

• Ministries and State Departments
• Uniformed Services
• State Corporations and Semi-Autonomous Government Agencies (SAGAs)
• Counties (both Executive and Assembly)
• Constitutional Commissions and Independent Offices
• Third-Party Organisations (e.g., Banks, SACCOS, Micro-Finance Institutions, Insurance Companies, Pensions Schemes)

With over 5,000 active online users, GHRIS is designed to enhance efficiency and provide easy access to important HR services.

What is GHRIS Payslip?

A GHRIS payslip is a detailed document that outlines your earnings, deductions, and net pay for a specific period. It is vital for government employees as it serves as proof of income for various financial transactions, such as loan applications and tax filings. With the GHRIS payslip, employees can easily track their financial records.

Accessing GHRIS Payslip: Step-by-Step Process

Remember, your User ID is the unique number assigned to you by your employer, while the password is the one you created during registration. Once you click ‘Log In' and your details are verified as correct, the portal will open, granting you access to your account. You can then navigate to the 'My Records' tab and select 'My Payslip' to view your payslips.

1. Easy Guide to GHRIS Payslip Login

• Open your web browser and go to the official GHRIS website: www.ghris.go.ke.

• On the homepage, find the login section where you can enter your credentials.

• User ID: Input your unique User ID provided by your HR department.
• Password: Enter your password.

• After entering your details, click the ‘Login’ button to access your personal dashboard.

Requirements for GHRIS Registration

Before you begin the GHRIS registration process, ensure you have the following details at hand:

• Personal Number
• National ID Number
• KRA PIN Number
• Mobile Number

2. GHRIS Register a New Account

• Navigate to the GHRIS website: www.ghris.go.ke.

• Find the registration link, usually marked as "New Employee?" or "Register Here" on the login page.

• Complete the form with the following information:
  • National ID Card/Passport Number: Enter your ID number.
  • KRA PIN: Provide your Tax PIN.
  • First Name: Type your first name.
  • Surname: Enter your surname.
  • Temporary Password: Use the default password provided.
  • Create your Password: Create a new password (follow any specified password requirements).
  • Confirm your Password: Re-enter the new password for confirmation.

• After filling out the form, click the button to submit your registration. You may receive a confirmation message or email.

3. GHRIS Reset Your Password

• Go to the GHRIS website: www.ghris.go.ke.

• On the login page, find the "Forgot your Password?" link.

• Complete the password reset form with the required information:
  • Personal Number: Enter your unique personal number.
  • National ID Card Number: Type your ID number.
  • KRA PIN: Provide your Tax PIN.
  • Surname: Enter your surname.
  • First Name: Input your first name.
  • Other Names: Enter any additional names if applicable.
  • Date of Birth: Specify your date of birth in the format (e.g., 20-03-1980).
  • Gender: Select your gender.
  • Date of First Appointment: Provide the date you first started your appointment (e.g., 26-07-1988).
  • Terms of Service: Select your terms of service (e.g., ESP-consolidated Pay).
  • Mobile Number: Enter your mobile number.
  • Personal Email: Input your email address.
  • Create your Password: Type a new password (following any specified requirements).
  • Confirm your Password: Re-enter the new password for confirmation.

• After filling out the form, click the button to submit your password reset request. You should receive a confirmation message, and you can now use your new password to log in.

GHRIS Support and Contact Information

If you have any inquiries or feedback, you can contact the GHRIS helpdesk via:

• Email: ghrishelp@psyg.go.ke
• GHRIS Social Media Pages: Visit their Facebook Page for updates, news, and more.

For any other assistance, be sure to reach out to GHRIS helpdesk or refer to the Downloads and Helpdesk Contacts sections on their website.

Accessing and Downloading Your GHRIS Payslip

After successful registration on the GHRIS MSPS website portal, civil servants can access and download their GHRIS website payslip with ease. With a secured login, employees can view their current and past payslips and save or print out copies as needed. This provides a convenient way for employees to manage and maintain records of their income.

Downloading and Saving Your Payslip

Upon choosing the 'My Payslip' option, a list of available payslips (present and past) will appear on the left side of the screen. To download your current or a specific payslip, select the desired month and year, then click 'View Payslip'. The payslip will be displayed on the screen, and you can opt to save or print a copy of the payslip by selecting the 'Print Payslip' option, which will open up a new page with your payslip ready for printing or saving.

Updating Your Profile on the GHRIS Portal

Employee information on the GHRIS portal isn't static. You have the flexibility to update or edit your profile details as needed. This includes both personal information and employment-related information. Ensuring your profile is up-to-date aids in maintaining an accurate record of your employment history.

Personal Information Update

Updating personal details, like your contact information, is straightforward. Once logged in, navigate to 'My Profile', and select 'Personal Details'. In this section, you can edit the necessary fields such as your mobile number or email address. After making the necessary changes, be sure to save the employee registration form updated details for them to take effect.

Employment-Related Information Update

To update your employment details, navigate to the 'Work Details' tab under 'My Profile'. Here, you can view and update information like your official job title, place of work or employment term. After editing these details, remember to save changes to maintain an accurate and up-to-date employment record.

Benefits of Using GHRIS for Online Payslips

GHRIS offers numerous benefits to its users beyond simply downloading payslips. Notably, it saves time and brings convenience to users, aids easy record keeping, and offers support for payroll compliance. The fact that the platform is accessible 24/7 makes it a valuable tool for managing your employment details efficiently.

Time-Saving and Convenience

GHRIS eliminates the need for physical documents, queues, and travel that were previously needed for employees to access their private information and manual files related to pay details. With just a click of a button, you can download and print your GHRIS online payslip using your GHRIS password at your convenience on your printer. No matter where in the world you are, or what time it is, your official records are only as far away as the nearest internet connection.

Easy Record Keeping

GHRIS maintains a record of all received payslips, allowing employees to access and print historical payslips whenever necessary. This helps in maintaining proper financial records and makes the verification of income easier when required. It is especially useful during situations like loan application or tax filing where past payslips might be required.

Support for Payroll Compliance

Proper payroll management is essential for each organization, especially when looking at compliance with taxation laws. Through the GHRIS portal, the government ensures that individual income records are maintained, this facilitating ease in tax computation and deductions. Thus, by using GHRIS, employees are inadvertently aiding in maintaining compliance with Kenyan tax laws.

Important Features of GHRIS Payslip

The GHRIS payslip is comprehensive, providing important details of an employee’s earnings and deductions. The key features include Employee Identification and Personal Information, Earnings and Deductions Breakdown, and Year-to-Date Totals. Each feature is designed to give a clear snapshot of the employee's financial status for every month.

Employee Details and Personal Information

Every GHRIS payslip includes detailed personal information about the employee. This helps verify the authenticity of the document and prevents fraudulent activities. These details include:

• Employee's Full Name: Your official name as per government records.
• Personal Number: This is the unique identification number allocated to you at the time of employment.
• National ID Number: Your Kenyan national ID number tries to ensure added security for your payslip.

Other details found on the payslip include contact details and employment terms among other things. It's these details that distinguish your payslip from others and validate it during official transactions.

Earnings and Deductions Breakdown

A comprehensive breakdown of an employee's earnings and deductions forms an important part of the GHRIS payslip. The earnings section covers all sources of income including basic salary, allowances, and bonuses where applicable. The deductions part lists all the statutory and non-statutory deductions made from the gross pay. Here's a simplified example:

Year-to-Date Totals

The Year-to-Date (YTD) totals reflect the cumulative earnings and deductions of an employee from the beginning of the year up to the current payslip month. This feature makes it easy for employees to track their salary progress over the year and plan accordingly. It's also useful for filling annual tax returns. The YTD totals also provide a reference point for any adjustments in salary or taxes.

Conclusion

In conclusion, the introduction of GHRIS by the Kenyan Government is a testament to the power of technology in revolutionizing how services are delivered. The system serves both the government and its employees by centralizing the HR functions, and making individual employee details easily accessible. The benefits offered by GHRIS are undeniable: from anywhere, anytime access, to easy record-keeping, to adherence to payroll compliance. If you're a government employee and haven't yet registered on GHRIS, consider doing it today. Remember that the platform is not only a resource for accessing your payslip but also a tool through which you can take charge of multiple aspects of your employment.

Frequently Asked Questions

How do I view my payslip?

To view your payslip, log into your GHRIS account, navigate to the 'My Records' tab and select 'My Payslip'. Choose your preferred month and year, then click 'View Payslip'. Your payslip will be displayed on the screen.

How do I get old payslips?

On the same 'My Payslip' page, you can view all past payslips listed on the left side of the screen. Simply select the year and month of the desired payslip, click 'View Payslip' and it will be displayed.