How to Download a GHRIS Payslip

Updated 18 October 2026

National government civil servants in Kenya access their payslips, P9 forms and personal records through the Government Human Resource Information System, known as GHRIS. Being able to download your payslip quickly matters when applying for a loan, joining a SACCO, renting a house or checking deductions. This guide explains how to log in, download payslips and P9 forms, reset a forgotten password and read the main items on your payslip.

Who Uses GHRIS

GHRIS serves officers in national government ministries, state departments and many agencies that use the government payroll. Teachers use the TSC portal instead, and county government staff use their county’s payroll system.

How to Download Your Payslip

1. Open the official GHRIS self service portal, linked from government websites.
2. Log in with your personal or payroll number and your password.
3. Go to the payslip section.
4. Choose the month and year.
5. View, download or print the payslip.

First Time Login and Password Reset

First time users register with details such as their payroll number, ID number and the contact details held on the payroll. If you forget your password, use the official reset option, which sends instructions to your registered email or phone. If your contact details are out of date, ask your ministry’s human resource office to update them, since resets go to the details on record.

Downloading Your P9 Form

GHRIS also provides the annual P9 form needed for filing income tax returns, due by 30 April each year from 2027 under the Finance Act 2026 (30 June until 2026). Look for the tax or P9 section, select the year and download it. Use it when you file your KRA return.

How Often to Check

Download your payslip as soon as it is available each month and save it with a clear name, such as the month and year. A complete set of payslips makes it much easier to apply for loans, rent a house, prove income for a visa or settle any dispute about pay. It also helps you notice changes after promotions, salary reviews or new statutory rates, so you can confirm that the new amounts have been applied correctly from the right date.

Reading Your Payslip

Section	What it includes
Earnings	Basic salary and allowances such as house and commuter allowance
Statutory deductions	PAYE, NSSF, SHIF and the housing levy
Voluntary deductions	SACCO savings, loans, insurance and union dues
Net pay	The amount paid to your bank

Checking Your Deductions

Review your payslip every month. Watch for loans that should have ended, duplicate SACCO deductions or new deductions you did not authorise. Raise issues with your human resource or payroll office promptly, with copies of the payslips involved. Also confirm that NSSF and SHIF deductions are actually reaching those bodies by checking your statements. Our NSSF statement guide explains how.

When You Change Ministry or Retire

If you are transferred to another ministry, your payroll record moves with you, but check that your GHRIS access still works and that deductions have carried over correctly. Before retirement, download all the payslips and P9 forms you may need for pension processing, tax and any outstanding loans, since access arrangements can change after you leave the payroll. Keep copies of your last payslips, appointment letters and promotion letters together, as the pensions office and lenders often ask for them. Retiring officers should also confirm that their NSSF and pension records match their service history.

Common Problems

Account locked. Wait and try again, or use the password reset.

Payslip not available yet. Payslips appear once the month’s payroll is processed.

Details wrong. Contact your human resource office to correct records.

Using Your Payslip for Loans

Banks and SACCOs usually ask for the last three to six payslips. Many government employees also access check-off loans, where repayments come straight from salary. Keep total deductions within the limits allowed so your take home pay stays reasonable.

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Protecting Your Account

Your GHRIS account holds personal and financial information, so treat the password like a bank PIN. Avoid logging in on shared computers, log out after use and never share your login with colleagues or cyber cafe attendants. If you suspect someone has accessed your account, change your password and inform your human resource office.

Frequently Asked Questions

What is GHRIS?

The government system where national government officers access payslips and HR records.

What do I need to log in?

Your payroll or personal number and password.

Can teachers use GHRIS?

No. Teachers use the TSC portal.

Can I get my P9 on GHRIS?

Yes, from the tax documents section.

Who do I contact if my payslip is wrong?

Your ministry or department’s human resource office.