If you are a public school teacher in Kenya, GHRIS is one of the most important online tools available to you — yet most teachers barely scratch the surface of what it can do. From downloading your monthly payslip and accessing your P9 form for KRA tax returns, to applying for leave and tracking transfer requests, this guide covers everything a TSC teacher needs to know about the GHRIS portal.

This is the most complete GHRIS guide written specifically for teachers under the Teachers Service Commission (TSC). Whether you are newly deployed, mid-career, or approaching retirement, bookmark this page — you will come back to it.

1. GHRIS and TSC — How They Work Together

Many teachers are confused about the relationship between GHRIS and the TSC Online portal. They are two different systems that serve different purposes — understanding the difference will save you a lot of frustration.

Feature	GHRIS (ghris.go.ke)	TSC Online (tsc.go.ke)
Monthly Payslips	✅ Yes — download here	❌ Not available
P9 Form (KRA Tax)	✅ Yes — download here	❌ Not available
Leave Application	✅ Yes — apply here	Some leave types
Transfer Applications	View status only	✅ Yes — apply here
Promotion & Career Records	View history	✅ Full management
Salary Verification for Loans	✅ Third-party access	❌ Not available
Bank & Personal Details	✅ Update here	Limited

2. Which TSC Teachers Can Access GHRIS?

GHRIS is available to all teachers who are paid through the TSC unified payroll. This includes:

• ✅ Permanent & Pensionable (P&P) teachers — both primary and secondary school
• ✅ Intern teachers — deployed under the TSC internship programme
• ✅ Board of Management (BOM) teachers — only if their salaries are processed through the TSC payroll
• ✅ Technical and Vocational teachers — TVET instructors under TSC
• ✅ Special Needs Education (SNE) teachers — in government special schools

3. How to Register on GHRIS as a TSC Teacher

If you have never logged into GHRIS before, you need to create an account first. Here is how:

Step 1 — Get Your Unified Payroll Number (UPN)

Your UPN is your GHRIS username. For TSC teachers, this is found on:

• Your TSC appointment letter
• Your previous paper payslips
• Your TSC Online account profile
• Your school's BOM secretary or TSC sub-county office

Step 2 — Go to the GHRIS Registration Page

Open your browser and go to www.ghris.go.ke. Click "New User? Register Here" or look for the registration/sign-up link on the homepage.

Step 3 — Fill in Your Details

Enter the following information as prompted:

• Your UPN
• Your ID Number (National ID)
• Your Date of Birth
• A valid email address (you will receive a confirmation link)
• A phone number (for OTP verification and password resets)

Step 4 — Set Your Password and Activate

Create a strong password, then check your email for an activation link. Click the link to activate your account. You can now log in at any time using your UPN and password.

4. How to Download Your TSC Payslip on GHRIS

Your monthly payslip is the most commonly accessed document on GHRIS. Here is the full process:

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Step 1 — Log In to GHRIS

Go to www.ghris.go.ke and log in with your UPN and password.

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Step 2 — Navigate to Payslip

From your dashboard, go to: My Records → Payslip (or look for "Pay Advice" in the menu).

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Step 3 — Select the Month

Choose the month and year from the dropdown list. You can access payslips going back at least 12 months.

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Step 4 — Download as PDF

Click "View Payslip" or "Download". Save the PDF to your phone or computer for your records.

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Understanding Your TSC Payslip Deductions

TSC teacher payslips can be confusing because of the many deductions. Here is a quick reference for the most common ones:

Deduction	What It Is	Who Receives It
PAYE	Income tax deducted at source based on your salary band	Kenya Revenue Authority (KRA)
SHIF / NHIF	Social Health Insurance Fund contribution for medical cover	Social Health Authority (SHA)
NSSF	National Social Security Fund pension contribution	NSSF
Housing Levy	Affordable housing contribution (1.5% of gross salary)	National Housing Corporation
TSC SACCO	Monthly savings or loan repayment to your SACCO	Your SACCO (e.g. Mwalimu SACCO)
Bank Loan	Loan repayment deducted at source by TSC on behalf of your bank	Your bank
PSSS	Public Service Superannuation Scheme — government pension scheme	Retirement pension fund

5. How to Get Your P9 Form for KRA Tax Returns

Your P9 form is your annual tax summary — you need it to file your KRA income tax returns every year before 30th June. As a TSC teacher, your P9 is generated automatically by the government payroll and uploaded to GHRIS.

How to Download Your P9 Form

1. Log in at www.ghris.go.ke
2. Go to My Records → P9 Form (or Payroll → P9 Tax Deduction Card)
3. Select the tax year you need (e.g. 2024 for returns due June 2025)
4. Click "Download" and save the PDF

For a complete step-by-step guide on using your P9 to file on KRA iTax, read our dedicated article: How to Get Your P9 Form on GHRIS for KRA Tax Returns.

6. How to Apply for Leave on GHRIS

TSC teachers are entitled to several categories of leave, and GHRIS allows you to apply for and track most of them online — eliminating the need to queue at your sub-county office for routine leave applications.

Types of Leave Available to TSC Teachers

• 📅 Annual Leave — 30 working days per year for P&P teachers
• 🤒 Sick Leave — Up to 90 days on full pay, 90 days on half pay per year
• 🤱 Maternity Leave — 3 months on full pay for female teachers
• 👨‍👧 Paternity Leave — 14 days on full pay for male teachers
• 📚 Study Leave — Granted for approved further education (with or without pay depending on terms)
• 🏥 Special Leave — For compassionate or exceptional circumstances, approved by TSC

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Step-by-Step: Applying for Leave on GHRIS

Step 1 — Log in to GHRIS

Visit www.ghris.go.ke and log in with your UPN and password.

Step 2 — Go to Leave Management

On your dashboard, navigate to: My Records → Leave or look for "Leave Management" or "Apply for Leave" in the menu.

Step 3 — Select Leave Type

Choose the category of leave you are applying for from the dropdown. Ensure you select the correct type — applying for the wrong leave type can cause payroll issues.

Step 4 — Enter Leave Dates

Enter your start date and end date. The system will calculate the number of working days automatically. Confirm that the total days match your entitlement and do not exceed your remaining leave balance.

Step 5 — Submit for Approval

Click "Submit". Your leave application will go to your headteacher or line manager for approval. You will receive a notification once it is approved or rejected.

Step 6 — Track Your Leave Status

Return to the Leave section on GHRIS at any time to check the status of your application: Pending, Approved, or Rejected. If rejected, contact your headteacher for the reason before reapplying.

7. Understanding Teacher Transfers and GHRIS

Teacher transfers are one of the most searched topics among TSC teachers — and one of the most misunderstood in terms of which portal to use.

The TSC Transfer Process — How GHRIS Fits In

Stage	Portal Used	What Happens
1. Application	TSC Online	Teacher submits transfer request with preferred county/school
2. Service Verification	GHRIS (backend)	TSC verifies years of service, payroll history, and posting records
3. Approval / Rejection	TSC Online	TSC processes based on staffing ratios, teacher-to-pupil numbers, and policy
4. Payroll Update	GHRIS	Salary is updated to reflect new station, any location allowances adjusted
5. New Payslip	GHRIS	Teacher downloads updated payslip from GHRIS reflecting new station

After a Transfer — What to Check on GHRIS

Once your transfer is processed and you report to your new station, log in to GHRIS and verify the following within the first two months:

• ✅ Your new school name and county appear correctly in your profile
• ✅ Your hardship or remote area allowance has been updated if applicable
• ✅ Your house allowance reflects the correct zone for your new station
• ✅ Any bank or SACCO deductions are still correctly captured

If any of these are wrong in your first payslip after transfer, report it immediately to your headteacher and TSC sub-county director — salary errors can be difficult to reverse retroactively.

8. Updating Your Personal Details on GHRIS

Keeping your GHRIS profile up to date is critical. Outdated information can cause salary payment failures, wrong tax calculations, or complications with loan processing.

What You Can Update on GHRIS

• 🏦 Bank Account Details — Update if you change your bank or account number. Failure to update means your salary goes to a closed account.
• 📞 Phone Number — Used for password resets and OTP verification. Always keep this current.
• 📧 Email Address — Keep a valid, accessible email linked to your account.
• 👪 Next of Kin — Essential for pension and death-in-service benefits.
• 🏠 Postal & Physical Address — Update after relocating to a new county or station.
• 📋 National ID or Passport Number — Contact HR if this needs correction; not directly editable by the user.

9. Using GHRIS for Bank and SACCO Loan Applications

As a TSC teacher, you are likely a member of Mwalimu National SACCO or another financial institution, and you may apply for salary advance loans, asset financing, or mortgages. GHRIS plays an important role in this process.

How Banks and SACCOs Use GHRIS

Financial institutions in Kenya can access the GHRIS third-party verification portal to confirm your employment status, payroll number, and net salary — directly from the government payroll system. This is faster and more reliable than submitting physical payslips, which can be altered.

What You Need to Do

• ✅ Download 3–6 months of payslips from GHRIS to attach to your loan application
• ✅ Provide your UPN to the lender so they can verify directly on GHRIS
• ✅ Ensure your bank details on GHRIS are correct — some lenders require the salary bank account to match the loan disbursement account
• ✅ Check your net pay is above the lender's minimum — after all existing deductions, you need a qualifying net pay

10. Common GHRIS Problems for TSC Teachers & Fixes

Problem	Cause	Fix
Cannot find my UPN	New teacher or misplaced appointment letter	Contact your school's BOM secretary, headteacher, or TSC sub-county office
Registration fails	Payroll record not yet created	Wait 1–2 months if newly deployed. Confirm with TSC sub-county that your payroll is active
Payslip shows wrong school name	Transfer not yet updated in GHRIS	Report to TSC sub-county director. It may take 1–2 pay cycles after a transfer to reflect correctly
Missing salary for a month	Payroll suspension or bank account error	Check your bank details on GHRIS first. If correct, contact TSC payroll office immediately with your UPN
Leave application stuck on "Pending"	Headteacher not approved in the system	Follow up with your headteacher directly to approve the leave on their GHRIS account
Hardship allowance missing after transfer	Payroll not updated with new posting zone	Report to TSC sub-county with your transfer letter as evidence. Request backdated payment if applicable
P9 not available for my tax year	Data not yet uploaded (too early in the year)	P9 forms are usually available from February. Check back regularly or request from your TSC payroll office
Portal keeps logging me out	Session timeout on slow connections	Download your payslip immediately after navigating to it. Use a stable Wi-Fi connection for best results

GHRIS Helpdesk Contacts:

• 📞 Phone: 020 2252299
• 📧 Email: hrmis@publicservice.go.ke
• 🌐 Portal: www.ghris.go.ke

11. Frequently Asked Questions

Is GHRIS the same as TSC Online?

No. They are two separate portals. GHRIS (ghris.go.ke) handles payroll-related matters — payslips, P9 forms, leave, and bank details. TSC Online (tsc.go.ke) handles career matters — transfer applications, promotions, and deployment records. As a TSC teacher you need both, and they are linked at the backend through your UPN.

Can intern teachers access GHRIS?

Yes, TSC intern teachers are on the government payroll and can access GHRIS using their UPN. If your internship is your first government posting, allow 1–2 months for your payroll record to be created before attempting to register on GHRIS.

How many months of payslips can I access on GHRIS?

GHRIS typically stores at least 12 months of payslips in your account history. For older records, contact your TSC sub-county director or the GHRIS helpdesk.

My headteacher doesn't have GHRIS access — how do I get leave approved?

If your headteacher's GHRIS account is not set up or active, they need to register on GHRIS to approve leave applications. In the meantime, follow the manual process by submitting a written leave application and getting written approval from your headteacher, which can be scanned and kept for your records. Report the issue to your TSC sub-county office.

Can I check my service record and years of experience on GHRIS?

Yes. Your GHRIS profile shows your service history, including your posting dates, station transfers, and years of experience. This information is used by TSC when processing promotions and transfers. If any posting is missing or incorrect, report it to your TSC sub-county director immediately with supporting documents such as your posting letters.

I was on unpaid leave — will my P9 show the correct income?

Yes. Your P9 form reflects only the income you actually received and the PAYE deducted on that income. If you were on unpaid leave for part of the year, your annual gross pay on the P9 will be lower than a full year's salary — this is correct and expected. File your KRA returns using the P9 figures as they are.

Can I use my GHRIS payslip to apply for a mortgage?

Yes. GHRIS payslips are accepted by all Kenyan commercial banks, SACCOs, and mortgage companies as official proof of income for TSC teachers. Most mortgage lenders will ask for 3–6 months of consecutive payslips, which you can download directly from GHRIS. Some lenders may also verify your salary directly using your UPN through GHRIS's third-party verification feature.

How do I know if my SACCO loan deduction is correct on my payslip?

Your SACCO deduction on your payslip should match the repayment schedule in your loan agreement with your SACCO. If the deduction is different — higher or lower than expected — contact your SACCO directly, as they are responsible for submitting the correct deduction amount to TSC payroll.

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This guide is for informational purposes. For official TSC policies on leave, transfers, and promotions, refer to the TSC website. Access GHRIS only through the official portal at www.ghris.go.ke. GHRIS helpdesk: 020 2252299 | hrmis@publicservice.go.ke.