It’s that time of the year again. The June 30th deadline is looming like Nairobi traffic on a Monday morning, and your KRA iTax dashboard is staring back at you. You know you need to file, but the thought of scrambling for papers is stressing you out. Relax, we’ve got you.
This is your straightforward, no-nonsense checklist of every document you must have ready before you even log in to file your tax returns in Kenya. Let’s get you sorted, so you can beat the deadline and avoid those penalties.
Your Core Identity and Registration Documents
Before anything else, KRA needs to know it’s really you. These are your foundational papers. Without them, you can’t even start the process. Make sure they are current and the details match everywhere.
KRA PIN Certificate
This is your tax identity. You need your Personal Identification Number (PIN) to access the iTax system. If you’ve lost your certificate, you can download a copy directly from iTax. Just log in, go to the ‘Registrations’ tab, and select ‘View PIN Certificate’.
National ID or Passport
Your official identification details must be up-to-date on the KRA system. If you got a new ID after registering for your PIN, you need to update your records at a KRA office, like the one at Times Tower, to avoid verification hitches. This is a common snag for many people.
Income and Employment Proof
This is where you declare what you earned. The documents you need here depend entirely on how you make your money. Don’t mix up the categories.
For Salaried Employees (P.A.Y.E)
Your employer gives you this crucial form. It summarizes your annual salary, the tax already deducted (P.A.Y.E), and other benefits. Check that the figures match your December payslip. If they don’t, follow up with your HR immediately—don’t wait until June.
- P9 Form (or its equivalent from your employer)
- Your final December payslip for the year
- Details of any bonuses or allowances not on the P9
For Business Owners and the Self-Employed
You need to paint a clear picture of your business finances. This means having your records in order. A simple Excel sheet or a basic accounting book from a shop in Nairobi’s River Road can work, but consistency is key.
- Bank statements for all business accounts for the full year
- Sales invoices and receipts issued to clients
- Audited financial statements (if your turnover is above KES 5 million)
- Records of business expenses (rent, supplies, utilities)
Deductions and Reliefs: Your Tax Saving Toolkit
This is how you legally reduce your tax bill. Kenya offers several reliefs, but you must prove your claim. Don’t leave free money on the table because you missed a receipt.
Proof of Mortgage or Rent Expense
If you pay rent, you can claim a relief. Your landlord must be compliant. You need a stamped rent agreement and receipts. The catch? Your landlord must have a KRA PIN and be declaring that rental income. Many agreements in estates like Kitengela or Ruaka miss this, making your claim invalid.
NHIF and NSSF Contribution Certificates
Your monthly NHIF and NSSF contributions are deductible. Log into your NHIF and NSSF portals (like NSSF’s eService) and download your annual statement of contributions. The figures on iTax must match these exactly.
Life Insurance and Pension Proof
Premiums paid for an approved life insurance policy or to a registered pension scheme (like CPF or a company scheme) are deductible. Get a certificate from your insurer or pension provider showing the total premiums paid in that year.
The Nairobi Hustle: Special Documents for Gig and Multiple Incomes
Welcome to the side-hustle economy. If you’re a content creator, a consultant with gigs, a boda boda rider who also rents out a room, or anyone with more than one income stream, KRA wants to know. This is the reality for many in Nairobi, Mombasa, and other towns.
For each additional source of income, gather the relevant documents. Did you do a one-off consultancy? Have the contract and payment receipt. Do you earn from YouTube or affiliate marketing? Have your M-Pesa statements or platform payout summaries ready. Renting out a property on Airbnb? Keep a log of all income and related expenses like cleaning fees. Treat each hustle like a mini-business.
Navigating the iTax Portal: A Kenyan Reality Check
Let’s be real. Filing day often comes with the “System is experiencing high traffic” message. Here’s how to beat the rush and the glitches, based on what seasoned filers know.
First, do not wait until June 28th. The portal slows down worse than Mombasa Road during rush hour. Aim to file by mid-June. Have all your documents scanned (PDF or JPEG) and saved in a dedicated folder on your phone or laptop. You’ll need to upload some. If you get a persistent error, try using a different browser or switch from Wi-Fi to your mobile data—sometimes it’s a network issue. For complex issues, a visit to a KRA Huduma Centre might be faster than endless calls.
Remember, after the long rains around April, internet connectivity in some areas can be spotty. Don’t rely on last-minute filing from a remote location with poor signal. File when you have strong, stable connectivity.
Final Checklist and Your Call to Action
Gather these documents in one place—a physical file or a digital folder. Tick them off as you collect them. This proactive step saves you the last-minute panic of searching for a rent receipt from 11 months ago.
- Primary Docs: KRA PIN, National ID/Passport.
- Income Proof: P9 Form (Employees) OR Bank Statements/Invoices (Business).
- Deduction Proof: Rent Receipts (with Landlord PIN), NHIF/NSSF Statements, Insurance/Pension Certificates.
- Side-Hustle Proof: Contracts, M-Pesa statements, payment records.
- Digital Prep: Scanned copies, stable internet, and patience.
Filing your tax returns in Kenya is a mandatory civic duty, but it doesn’t have to be a nightmare. The key is preparation. With all these documents ready, logging into iTax becomes a simple data-entry exercise, not a scavenger hunt. You’ll file accurately, claim your rightful reliefs, and sleep peacefully knowing you’ve beaten the deadline.