[Kenya] Counties continue to pay billions through manual payrolls despite digital system

In Kenya, despite a directive requiring counties to move payroll processing to the Human Resources Information System (HRIS) by June 2025, several devolved units continue to use manual payrolls, The Eastleigh Voice reports.

Data showed that these counties had processed at least Sh8.3 billion in staff payments during the year ending June 30, 2026.

Nakuru, Wajir, Nairobi, Siaya and Mandera reportedly recorded some of the highest manual payroll payments, while Meru, Elgeyo Marakwet, Kitui, Busia, Lamu and other counties also used the system.

A report by Controller of Budget (CoB) Margaret Nyakang’o revealed that manual payments were commonly used for casual staff, security allowances, gratuities and employees who had not been onboarded into the HRIS.

Ms Nyakang’o highlighted the fact that manual payrolls could be abused, including through payments to non-existent workers.

“Manual payroll is prone to abuse and may result in the loss of public funds. The counties with the highest shares of manual payroll were Nakuru, Wajir, Nairobi, Siaya and Mandera,” Ms Nyakang’o said.

Nakuru reportedly processed Sh1.86 billion manually, equal to 21.8 per cent of its personnel emoluments. The money covered 18 staff who were not entered into the HRIS, 596 casual workers, security top-up allowances, gratuity remittances and pension contributions.

“The main reasons cited for manual payroll were delayed issuance of personal or payroll numbers, incomplete HRIS-Ke onboarding, temporary casual staff, gratuity and statutory payments, security top-up allowances, connectivity challenges, and missing staff documentation,” Ms Nyakang’o added.

Both Narok and Trans Nzoia reported no manual payroll payments during the period under review.

Source: The Eastleigh Voice

(Quotes via original reporting)

In Kenya, despite a directive requiring counties to move payroll processing to the Human Resources Information System (HRIS) by June 2025, several devolved units continue to use manual payrolls, The Eastleigh Voice reports.

Data showed that these counties had processed at least Sh8.3 billion in staff payments during the year ending June 30, 2026.

Nakuru, Wajir, Nairobi, Siaya and Mandera reportedly recorded some of the highest manual payroll payments, while Meru, Elgeyo Marakwet, Kitui, Busia, Lamu and other counties also used the system.

A report by Controller of Budget (CoB) Margaret Nyakang’o revealed that manual payments were commonly used for casual staff, security allowances, gratuities and employees who had not been onboarded into the HRIS.

Ms Nyakang’o highlighted the fact that manual payrolls could be abused, including through payments to non-existent workers.

“Manual payroll is prone to abuse and may result in the loss of public funds. The counties with the highest shares of manual payroll were Nakuru, Wajir, Nairobi, Siaya and Mandera,” Ms Nyakang’o said.

Nakuru reportedly processed Sh1.86 billion manually, equal to 21.8 per cent of its personnel emoluments. The money covered 18 staff who were not entered into the HRIS, 596 casual workers, security top-up allowances, gratuity remittances and pension contributions.

“The main reasons cited for manual payroll were delayed issuance of personal or payroll numbers, incomplete HRIS-Ke onboarding, temporary casual staff, gratuity and statutory payments, security top-up allowances, connectivity challenges, and missing staff documentation,” Ms Nyakang’o added.

Both Narok and Trans Nzoia reported no manual payroll payments during the period under review.

Source: The Eastleigh Voice

(Quotes via original reporting)