Applying for leave used to mean printing forms, chasing signatures, and making trips to your sub-county office — sometimes just to be told the form was wrong. GHRIS has changed all of that. Today, every government employee in Kenya can apply for leave, track its approval status, and maintain a full leave history entirely online — from a phone or computer, at any time of day.

This is the most complete guide to leave management on GHRIS. Whether you are applying for annual leave, sick leave, maternity leave, or any other category, this guide walks you through the entire process — including how the approval chain works, what to do when your application stalls, and how to avoid the mistakes that get leave applications rejected.

LEAVE AT A GLANCE — KEY FACTS FOR GOVERNMENT EMPLOYEES

30 daysAnnual leave entitlement (P&P staff)

3 monthsMaternity leave on full pay

14 daysPaternity leave entitlement

AWOLRisk of going absent without approval

TABLE OF CONTENTS

Types of Leave Available to Government Employees
Leave Entitlements — How Many Days Are You Owed?
What You Need Before Applying for Leave on GHRIS
Step-by-Step: How to Apply for Leave on GHRIS
How the Leave Approval Chain Works
How to Track Your Leave Application Status
How to Cancel or Modify a Leave Application
How to Check Your Remaining Leave Balance
Special Situations — Emergency, Sick & Maternity Leave
For Headteachers & Managers: Approving Leave on GHRIS
Common Leave Application Problems & Fixes
Frequently Asked Questions

1. Types of Leave Available to Government Employees

The Government of Kenya grants several categories of leave to public servants, each governed by the Public Service Commission (PSC) Human Resource Policies and Procedures Manual and, for teachers, the TSC Code of Regulations. Understanding which category applies to your situation before you apply prevents errors and rejection.

Leave Type	What It Is	Pay Status
📅 Annual Leave	Your yearly rest entitlement — taken at a time agreed with your supervisor	Full Pay
🤒 Sick Leave	Leave due to illness or injury, supported by a medical certificate from a recognised facility	Full pay (first 90 days) Half pay (next 90 days)
🤱 Maternity Leave	Leave for female employees upon childbirth or adoption of an infant	Full Pay
👨‍👧 Paternity Leave	Leave for male employees upon birth or adoption of a child	Full Pay
📚 Study Leave	Leave granted to pursue further education at an approved institution, subject to employer approval	Depends on terms of approval — may be full, half, or no pay
🕊️ Compassionate Leave	Leave granted for the death or critical illness of a close family member	Full Pay
⚖️ Special Leave	Leave granted for exceptional circumstances not covered by other categories — approved case by case	Determined by the approving authority
⛪ Religious Leave	Leave for religious observances or pilgrimages, subject to operational requirements	Full Pay
🏛️ Unpaid Leave	Leave beyond paid entitlements, or leave taken without pay at the employee's request	No Pay

⚠️ TEACHERS — NOTE ON SCHOOL HOLIDAYS

TSC teachers do not earn or apply for annual leave in the same way as other civil servants. School holidays (April, August, and December breaks) serve as the equivalent of annual leave. GHRIS leave applications for teachers mainly apply to sick leave, maternity leave, paternity leave, study leave, and compassionate leave — which are taken outside of or in addition to school holidays.

2. Leave Entitlements — How Many Days Are You Owed?

Leave entitlements in Kenya's public service are set by the PSC HR Manual and vary by employee category and years of service. Here is the official breakdown:

Leave Category	Entitlement	Notes
Annual Leave	30 working days per year	For P&P civil servants. Accrues from date of appointment. Must be applied for and approved — not automatic.
Sick Leave (Full Pay)	Up to 90 days per year	Requires a valid medical certificate from a government hospital or approved clinic. Resets every calendar year.
Sick Leave (Half Pay)	Additional 90 days per year	Only available after full-pay sick leave is exhausted. Half your normal salary is paid for this period.
Maternity Leave	3 months (approximately 90 days)	On full pay. Can be taken before or after delivery. No limit on the number of times it can be taken during a career.
Paternity Leave	14 calendar days	On full pay. Must be taken within 3 months of the child's birth or adoption.
Compassionate Leave	Up to 7 working days per instance	For death or critical illness of an immediate family member (spouse, child, parent, or sibling).
Study Leave (With Pay)	Duration of approved course	Subject to employer approval and public interest. A bond is usually required. Not guaranteed as a right.

💡 LEAVE ACCRUAL — HOW IT WORKS

Annual leave accrues progressively throughout the year. If you joined the service mid-year, your entitlement for that year is prorated. For example, if you were confirmed in July, you are entitled to approximately 15 working days of annual leave for that calendar year, not the full 30.

Unused annual leave does not automatically carry forward indefinitely — check with your HR department about your employer's specific carry-over policy, as this varies across ministries and counties.

3. What You Need Before Applying for Leave on GHRIS

A few minutes of preparation before you start your leave application prevents the most common reasons applications get rejected or stall in the approval queue.

📋 PRE-APPLICATION CHECKLIST

✔ Your GHRIS login credentials — UPN and password, ready to go

✔ The correct leave type identified — annual, sick, maternity, etc. (see Section 1)

✔ Your exact start and end dates — confirmed and agreed informally with your supervisor first

✔ Your remaining leave balance — check this before applying to ensure you have enough days (see Section 8)

✔ Supporting documents ready to upload (if required) — medical certificate for sick leave, birth notification for maternity/paternity leave

✔ Your supervisor's awareness — always inform your headteacher, supervisor, or line manager before submitting the online application, not after

⚠️ TALK TO YOUR SUPERVISOR FIRST — ALWAYS

Submitting a leave application on GHRIS without first informing your supervisor creates friction in the approval process. Your headteacher or line manager needs to plan for your absence — covering duties, scheduling, and operational continuity. A surprise leave application sent through GHRIS, especially for a long period, is likely to be rejected or delayed. Agree on the dates verbally first, then formalise through GHRIS.

4. Step-by-Step: How to Apply for Leave on GHRIS

Once you are prepared, the online application takes less than 5 minutes. Follow each step exactly.

Step 1 — Log In to GHRIS

Go to www.ghris.go.ke and log in using your UPN and password. If you have login trouble, see our full guide: GHRIS Password Reset & Login Problems — How to Fix Them.

Step 2 — Navigate to Leave Management

From your employee dashboard, look for leave-related options in the navigation menu. Depending on your account type, the path will be one of the following:

My Records → Leave → Apply for Leave

Or look for a menu item labelled "Leave Management", "Apply for Leave", or simply "Leave." Click it to open the leave application form.

Step 3 — Select Your Leave Type

In the leave application form, the first field asks you to select your leave category from a dropdown menu. Choose the correct type — Annual Leave, Sick Leave, Maternity Leave, etc.

⚠️ Select the right category from the start. Choosing the wrong leave type — for example, using Annual Leave when you are actually applying for Sick Leave — can cause payroll errors. If your sick leave is processed as annual leave, it eats into your annual leave balance incorrectly. Correcting this after approval requires HR intervention.

Step 4 — Enter Your Leave Dates

Enter your start date and end date using the date picker or by typing in the format shown. The system will automatically calculate the number of working days your leave covers, excluding weekends and public holidays.

Review the calculated number of days carefully before proceeding. Confirm it matches what you agreed with your supervisor.

Step 5 — Enter Your Leave Address (If Required)

Some leave forms ask for your contact address during leave — where you will be and a phone number to reach you if needed. Fill this in accurately, especially for long leaves.

Step 6 — Upload Supporting Documents (If Required)

Certain leave types require documentary evidence:

🤒 Sick Leave: Upload a scanned or photographed copy of your medical certificate from a recognised hospital or clinic
🤱 Maternity Leave: Upload a copy of the birth notification, hospital discharge summary, or ante-natal card
👨‍👧 Paternity Leave: Upload a copy of the birth certificate or birth notification
🕊️ Compassionate Leave: Upload a death certificate or hospital admission letter for the family member
📚 Study Leave: Upload your admission letter from the institution and course approval from your employer

✅ Document format tips: Upload documents as PDF or JPG files. Keep file sizes below 2MB each. If scanning with your phone, use a free scanning app like Adobe Scan or Microsoft Lens for clean, readable documents.

Step 7 — Add Remarks (Optional but Recommended)

Most leave forms include a remarks or comments field. Use it to give your supervisor brief context — especially helpful for sick leave, compassionate leave, or emergency situations. Example: "Admitted at Kenyatta National Hospital from 10/06/2025. Medical certificate attached."

Step 8 — Review and Submit

Before clicking submit, review the entire application one final time:

✅ Leave type is correct
✅ Start and end dates are right
✅ Number of days calculated matches expectation
✅ Supporting documents attached (where required)
✅ Remarks added (if relevant)

Click "Submit". Your application will be sent to your supervisor or line manager for approval. You will receive a confirmation notification on GHRIS and, in some cases, via email.

5. How the Leave Approval Chain Works

Understanding who approves your leave — and in what order — is critical for knowing why your application might be taking time, and who to follow up with.

Employee Type	1st Approver	2nd Approver (if required)
TSC Teachers (Primary & Secondary)	Headteacher / Principal	TSC Sub-County Director (for longer or special leave)
Ministry / State Dept Staff	Immediate Supervisor / Head of Section	HR Officer or Head of Department
County Government Staff	Head of Section / Department Head	County Chief Officer (for extended leave)
Uniformed Services (Police, Prisons)	Commanding Officer / OCS	Senior officer depending on leave duration

💡 HOW APPROVAL WORKS ON GHRIS

Once you submit your leave application, it appears in your supervisor's GHRIS pending approvals queue. They must log into GHRIS with their own credentials and click "Approve" or "Reject" on your request.

This means your supervisor also needs an active, working GHRIS account. If their account is not set up, your application will sit in a pending state indefinitely. This is one of the most common reasons leave applications stall — see Section 11 for how to handle it.

6. How to Track Your Leave Application Status

After submitting your application, you do not need to wait in the dark. GHRIS lets you check the status of your application at any time.

Step 1 — Log In and Go to Leave Management

Log into GHRIS and navigate to My Records → Leave (the same path you used to apply).

Step 2 — Find Your Application in the Leave History

Look for a section called "Leave History", "My Leave Applications", or "Leave Requests." You will see a list of all your submitted applications with their current status.

Understanding Leave Status Labels

Status Label	What It Means	What to Do
Pending	Application submitted and waiting for your supervisor to action it	Follow up with your supervisor directly if pending for more than 2–3 working days
Approved	Leave has been granted — you are authorised to be absent for the stated period	Download or screenshot the approval as your leave record. No further action needed.
Rejected	Leave has been declined by your supervisor	Check the remarks field for the reason. Discuss with your supervisor and reapply with revised dates or additional documentation if appropriate.
Cancelled	The application was withdrawn — either by you or administratively	If cancelled in error, submit a fresh application immediately

7. How to Cancel or Modify a Leave Application

Plans change. If you need to cancel a leave you have already applied for — or shorten/extend it — here is how to handle each situation.

Cancelling a Pending Application (Not Yet Approved)

Go to My Records → Leave → Leave History, find the application, and look for a "Cancel" or "Withdraw" option. Click it. The application will be removed from the approval queue and your leave balance restored.

Cancelling an Already-Approved Leave

This is more complex. Once leave is approved and you have begun taking it, cancellation requires your supervisor to reverse the approval on GHRIS. Contact your headteacher or line manager and request them to action the reversal from their end. Do not simply return to work without formally cancelling approved leave in the system — it may still show as leave taken on your record.

Extending an Approved Leave

If you need more days than originally approved — for example, your sick leave extends beyond the original dates — submit a new leave application for the additional days. Attach updated medical certificates if applicable. Do not assume your supervisor knows about the extension unless you have informed them and they have approved the new application.

⚠️ DO NOT EXTEND LEAVE WITHOUT APPROVAL

Remaining absent after your approved leave end date — even by one day — without a new approved leave application is classified as AWOL (Absence Without Official Leave). This triggers salary deductions and disciplinary proceedings. Always apply for an extension before your current leave expires.

8. How to Check Your Remaining Leave Balance

Before applying for any leave, it is important to confirm how many days you have remaining in your leave account. GHRIS maintains a live leave balance for each employee.

How to View Your Leave Balance

Log in to www.ghris.go.ke
Navigate to My Records → Leave
Look for a section labelled "Leave Balance", "Leave Entitlement", or "Leave Summary"
You will see a breakdown by leave type showing: Total Entitlement | Days Taken | Days Remaining

💡 WHAT TO DO IF YOUR BALANCE LOOKS WRONG

If your leave balance shows fewer days than you expect — for example, days missing that you have not actually taken — this could indicate a data entry error, a duplicate leave record, or a leave application that was submitted in error.

Compare your GHRIS leave history against your own records. If you find a leave application in your history that you did not submit or did not actually take, report it to your HR department immediately for investigation and correction.

9. Special Situations — Emergency, Sick & Maternity Leave

Some leave situations do not fit the standard "apply in advance" model. Here is how to handle the most common special cases.

🚨 Emergency Leave — When You Cannot Apply in Advance

If a genuine emergency forces you to be absent before you can apply on GHRIS — a sudden hospitalisation, a family death, or an accident — follow this process:

Inform your supervisor immediately — call or message them the same day you are absent, explaining the reason
Apply on GHRIS as soon as possible — this can be done from a phone while hospitalised if necessary. Apply with the correct leave type and backdated start date
Attach supporting documents — medical certificate, death certificate, or other evidence
Ensure approval is received before returning to work, so your record shows approved leave, not AWOL

🤒 Sick Leave — Medical Certificate Requirements

Sick leave in the Kenya public service requires a valid medical certificate. Here are the rules:

For absences of 1–2 days: A self-certification or notification to your supervisor may be accepted, depending on your employer's policy
For absences of 3 days or more: A medical certificate from a registered health facility is mandatory — private clinics, government hospitals, and mission hospitals are all acceptable
The certificate must state the diagnosis (or that you are unfit for duty), the recommended rest period, and the doctor's signature, stamp, and registration number
Chemist or pharmacy receipts alone are not sufficient — you need a proper medical certificate

⚠️ SICK LEAVE LIMITS — PLAN CAREFULLY

You are entitled to 90 days of sick leave on full pay per year. After that, you move to half-pay sick leave for a further 90 days. Beyond 180 days in a single year, you may be placed on unpaid leave or referred to a medical board. Track your sick leave days carefully — especially if managing a chronic condition that requires frequent medical appointments.

🤱 Maternity Leave — Before and After Delivery

Maternity leave can be taken in two ways:

Before delivery: You may begin maternity leave from the expected delivery date minus up to 4–6 weeks, with your supervisor's agreement
After delivery: Many employees take a shorter pre-delivery period and use the bulk of the 3 months post-delivery

On GHRIS, apply for maternity leave as soon as you have a confirmed expected delivery date. Upload your ante-natal clinic card or hospital letter as supporting documentation. After delivery, update the application with the actual birth date and upload the birth notification or hospital discharge summary.

👨‍👧 Paternity Leave — 14 Days, Use Them Properly

Paternity leave must be applied for within 3 months of the child's birth. It does not have to be taken immediately — you can plan it to coincide with when your support is most needed. Apply on GHRIS with a copy of the birth certificate or birth notification as supporting documentation.

10. For Headteachers & Managers: Approving Leave on GHRIS

If you are a headteacher, supervisor, or departmental head, you are responsible for approving or rejecting leave applications submitted by staff under your management. Here is how to do it on GHRIS.

Step-by-Step: Approving Leave on GHRIS

Log in to GHRIS with your own UPN and password
Navigate to Manager Self Service or Leave Approvals — look for a "Pending Approvals" section on your dashboard
You will see a list of all pending leave applications from your staff
Click on the individual application to review the details — leave type, dates, days requested, remarks, and any uploaded documents
Click "Approve" to grant the leave or "Reject" to decline it
If rejecting, always add a clear reason in the remarks field — this helps the employee understand what to correct and prevents disputes

⚠️ FOR HEADTEACHERS — YOUR GHRIS ACCOUNT MUST BE ACTIVE

If your GHRIS account is not registered or is inactive, you will be unable to approve leave applications, and your staff's applications will remain perpetually "Pending" — which creates serious HR compliance problems.

If you have not yet registered on GHRIS or have lost access, read our guide: GHRIS Registration: How to Create Your Account for the First Time. Prioritise doing this — your staff's leave records depend on it.

11. Common Leave Application Problems & Fixes

Problem	Cause	Fix
Application stuck on "Pending" for weeks	Supervisor's GHRIS account is inactive or they haven't logged in	Follow up directly with your supervisor. Ask them to log into GHRIS and approve the application. If they cannot access GHRIS, they need to register first.
"Insufficient leave balance" error	You have used up this year's entitlement for that leave type	Check your leave balance (Section 8). Consider applying for a different leave type or requesting special leave through HR.
Leave type not available in the dropdown	Your employment category may not qualify for that leave type, or it's not yet configured for your account	Contact your HR department to confirm your eligibility and have the leave type enabled on your GHRIS profile.
Application rejected without explanation	Supervisor rejected without adding remarks, or operational reasons	Speak directly with your supervisor to understand the reason. Do not resubmit without understanding why it was rejected first.
Wrong number of days calculated	Weekend or public holiday counting error, or wrong date entered	Cancel the application and resubmit with corrected dates. GHRIS calculates working days only — weekends and public holidays are excluded.
Cannot upload supporting documents	File size too large or unsupported format	Compress the file to under 2MB and ensure it is a PDF or JPG. Use a free scanning app to photograph and compress documents on your phone.
Leave showing as AWOL despite approval	Payroll update lag or leave dates extend beyond the approved period	Download and keep your approved leave record from GHRIS as proof. Report to HR and GHRIS helpdesk for correction.
Salary deducted during approved leave	Leave type recorded incorrectly or payroll system lag	Show your approved leave record to HR and request payroll correction. Keep records of all GHRIS leave approvals as evidence.

12. Frequently Asked Questions

Can I apply for leave on GHRIS from my phone?

Yes. GHRIS is fully accessible via mobile browser. Open Chrome or Safari on your phone, go to www.ghris.go.ke, log in, and navigate to the Leave section just as you would on a computer. For uploading supporting documents, use your phone's camera to photograph the document and upload it directly.

What happens to my salary during approved annual leave?

Annual leave is on full pay. Your salary continues to be paid normally during your approved annual leave period — all deductions (PAYE, SHIF, NSSF, etc.) also continue as normal. There is no separate "leave allowance" for civil servants in Kenya unless specifically provided for in your employment terms.

Can I apply for leave for days that have already passed?

Yes — GHRIS allows backdated leave applications. This is commonly needed for emergency sick leave. Enter the actual dates when you were absent, attach supporting documents, and submit. Your supervisor will then approve the backdated leave, which replaces any AWOL record with a legitimate leave record on your file.

How long does my supervisor have to approve or reject a leave application?

There is no hard deadline enforced by GHRIS — the system will not auto-approve. However, under government HR policy, supervisors are expected to respond to leave applications within a reasonable time, typically 5 working days. If your application has been pending longer, follow up directly with your supervisor or escalate to HR.

Can I take my annual leave in parts rather than all at once?

Yes. You can split your annual leave into multiple shorter periods throughout the year, subject to your supervisor's approval and operational requirements. Submit a separate GHRIS leave application for each period. Many employees take two or three shorter annual leave breaks instead of one 30-day block.

My leave was approved but I want to return to work early — what do I do?

If you decide to return to work before your approved leave end date, inform your supervisor first. They can reverse or shorten the leave approval on GHRIS from their end. The unused days will be restored to your leave balance. Do not simply return to work without formally updating the leave record — it creates confusion in your payroll record.

Does unused annual leave carry forward to the next year?

Government leave policy generally allows a limited amount of unused annual leave to carry forward — typically with employer approval. However, leave cannot accumulate indefinitely. The exact carry-forward limit varies by ministry and county. Check with your HR department for your specific employer's policy. In some cases, unused leave beyond the carry-forward limit is forfeited, not paid out.

Can my supervisor deny my maternity or sick leave?

No. Maternity leave and sick leave (with a valid medical certificate) are statutory entitlements under Kenyan law — they cannot be denied by a supervisor. If your maternity or sick leave application is rejected on GHRIS, escalate immediately to your HR department and, if necessary, to the Public Service Commission. Do not accept an unlawful rejection.

RELATED GUIDES FOR GOVERNMENT EMPLOYEES

More GHRIS Help

This guide is for informational purposes. Leave entitlements and policies in the Kenya public service are governed by the PSC HR Policies and Procedures Manual, the TSC Code of Regulations, and applicable county government policies. Always verify current entitlements with your HR department. Access GHRIS only at www.ghris.go.ke. GHRIS helpdesk: 020 2252299 | hrmis@publicservice.go.ke.