Imagine you’re an intern, hustling daily, and finally, the company offers you a permanent job. Pole sana, but then the HR manager asks about your internship fee. This is the confusing “Offered a Job While on Internship, Should You Still Pay?” dilemma.
We break down the legal and common-sense angles for you. Knowing your rights in this situation is crucial, as it can save you money and avoid unnecessary stress in your career journey.
the Law and Your Contract
First things first, there is no single law in Kenya that says you must pay for an internship. The confusion often starts with the contract you signed. Many people think if a company offers you a job, they automatically waive the fee, but that’s not always true. You must check what you agreed to at the beginning.
The Role of Your Signed Agreement
That paper you signed when you started is your bible here. Some organizations, especially in fields like media or engineering, have clear clauses about fees. For instance, a TV station in Nairobi might have a policy stating that an internship fee is payable unless a permanent employment contract is issued before a certain date. Your offer letter might not override that initial agreement.
When Payment Might Still Be Required
If your internship was part of a formal program from your university or college, the institution might require the fee to be settled for them to release your completion documents. This is common. Also, if the fee covers specific administrative or training costs that were incurred, the company could legally ask you to clear that balance, job offer or not.
Practical Steps to Take Before You Pay
Don’t just accept the invoice. You need to navigate this carefully to protect yourself and your new job. Start by gathering all your documents and having a calm, professional conversation.
- Review All Documents: Get out your original internship agreement, the new job offer letter, and any communication about fees. Look for clauses on payment, termination, and conversion to employment.
- Initiate a Formal Discussion: Request a meeting with HR or your new manager. Frame it as seeking clarification. You can say, “I’m excited about the job offer and want to ensure all my obligations from the internship are settled correctly.”
- Know Your Recourse: If the demand feels unfair, you can consult the Labour Office in your county or seek advice from the Federation of Kenyan Employers. For students, involve your university’s placement office—they often have agreements with host organizations.
Remember, some companies use the fee as a retention tool. They might agree to deduct it in small installments from your new salary, say KES 5,000 per month, which can be a win-win. Always get any new agreement in writing, even just an email confirmation, to avoid future “kubembeleza”.
Common Pitfalls to Avoid in This Situation
Assuming the Job Offer Cancels Everything
Many interns think the offer letter automatically voids the old contract. Si kweli. The two are separate agreements. You must explicitly ask for the fee to be waived and get it in writing on the new offer or a separate memo.
Paying Quietly to Avoid “Friction”
You might be tempted to just pay to seem cooperative and not rock the boat with your new employer. This is a mistake. It sets a precedent and you lose Use. Always negotiate from a point of seeking , not confrontation.
Not Involving Your Learning Institution
If your internship was through your college or university, failing to loop in your placement coordinator is a big error. They often have a direct relationship with the company and can advocate for you, sometimes getting the fee waived entirely as a goodwill gesture.
Ignoring the Power of a Polite Counter-Offer
When asked to pay, just saying “I can’t” isn’t effective. Instead, propose a practical alternative. For example, “Given my new role, could the fee be deducted over three months from my salary?” This shows responsibility and often leads to a better outcome.
the Kenyan Workplace Culture and Costs
In Kenya, the concept of an “internship fee” can vary wildly. In some professional sectors like law or architecture, fees can range from KES 15,000 to over 50,000 for the entire period. However, many reputable companies, especially large ones in Nairobi’s Upper Hill or Westlands, have phased this out. The cultural norm of “kujitolea” (volunteering) is strong, but it shouldn’t be exploited.
Timing is everything. Many internships align with academic calendars, ending in November or April. If you get a job offer right at the end, some organizations might be more lenient on the fee as a form of “graduation gift.” Use this to your advantage in negotiations. Also, remember that a written agreement is respected. If you negotiate a payment plan, have it stamped or signed, even if it’s just by your direct supervisor. This small step carries significant weight in Kenyan professional settings and prevents future “nilikusahau” (I forgot) scenarios.
A key tip: Check if the company is registered with the Federation of Kenyan Employers (FKE). Member organizations often have clearer, more formalized human resource policies regarding internships and transitions to employment, which can work in your favour.
The Bottom Line
The most important thing is that a job offer does not automatically cancel a prior financial agreement. Your power lies in the details of your contract and your willingness to have a professional, documented conversation. Don’t assume; clarify.
Before you pay anything, gather all your documents and write down your key questions. Then, share this article with a friend or classmate who might be facing the same dilemma—talking it through makes the process less stressful for everyone.
Frequently Asked Questions About Offered a Job While on Internship, Should You Still Pay? in Kenya
What if I refuse to pay the fee after getting the job offer?
The company could legally withhold your internship completion certificate or reference letter, which you might need later. They could also, in rare cases, rescind the job offer if the fee was a clear condition.
Always try to negotiate first. A flat refusal without discussion can burn bridges in Kenya’s tight-knit professional circles.
Can the company deduct the internship fee directly from my new salary?
Yes, but only with your written consent. This is a common and practical solution many Kenyan employers agree to. It spreads the cost for you and guarantees payment for them.
Ensure the deduction agreement states the exact monthly amount, for example, KES 3,000, and the total period. Get a copy for your records.
Who should I talk to first if I’m asked to pay: HR or my new manager?
Start with your new direct manager. Explain the situation politely. They often have more influence and may advocate for you internally to have the fee waived as an investment in your new role.
If the manager refers you to HR, then proceed there with the same collaborative approach. Going over someone’s head immediately can create tension.
Is there a government office in Kenya that handles such internship disputes?
Yes, you can seek advice from the County Labour Office. They mediate employment-related disputes. For students, the Ministry of Education’s department handling industrial attachment can also be a resource.
Note that this process is not instant; it requires filing a complaint and can take several weeks for a hearing. It’s often a last resort.
What if the internship fee was paid to my university, not the company?
In this case, the company has likely already received their portion. You must contact your university’s finance or placement office directly to see if a refund is possible now that you are employed.
Universities like UoN or KU often have strict refund policies, so act quickly, preferably before your official internship period ends.
