Your GHRIS profile is not a one-time form you fill in when you join the government and forget forever. It is a living record — and when your personal life changes, your GHRIS profile must change with it. A wrong bank account means your salary goes missing. An outdated next of kin means your pension benefits go to the wrong person. An uncorrected name spelling can block your loan application or cause mismatches on KRA records.

Most government employees do not realise how much rides on keeping GHRIS updated — until something goes wrong. This guide walks you through every personal detail you can update on GHRIS, exactly how to do it, and what happens if you do not.

1. Why Keeping Your GHRIS Details Updated Matters

GHRIS is not just a portal for viewing your payslip. It is the master record that the Government of Kenya uses to pay you, communicate with you, manage your benefits, and — eventually — pay your pension or death-in-service gratuity to your family. Every outdated detail on that record is a potential problem waiting to surface at the worst possible moment.

Here is what actually happens when specific details are wrong:

Outdated Detail	Real-World Consequence	How Long to Fix
Old bank account number	Salary paid to a closed or wrong account. Recovering funds can take weeks or months and requires bank intervention.	2–8 weeks to reverse
Wrong next of kin	Death-in-service gratuity, pension arrears, and NSSF benefits paid to an ex-spouse, estranged relative, or wrong person — legally very difficult to reverse.	May never be recoverable
Old phone number	Cannot receive OTP codes or password reset messages — locked out of your own GHRIS account permanently until HR intervenes.	Days to weeks via helpdesk
Wrong name spelling	Loan applications declined due to name mismatch between GHRIS payslip and national ID. KRA tax records may also flag discrepancies.	Weeks via HR escalation
Old email address	Cannot receive GHRIS notifications or password reset links. Account recovery requires helpdesk intervention.	Days via helpdesk call
Missing or no next of kin	In the event of death, benefits may go into prolonged dispute between family members or be held by government pending a court determination.	Months to years in probate

2. What You Can and Cannot Update Yourself on GHRIS

GHRIS operates a tiered update system. Some details you can change yourself through the self-service portal. Others are controlled by the payroll system and must be corrected by HR on your behalf. Knowing the difference saves you from wasting time trying to change something you cannot change directly.

Detail	Self-Service?	If Not, Who Does It?
Bank account details	✅ Yes	—
Next of kin	✅ Yes	—
Phone number	✅ Yes	—
Email address	✅ Yes	—
Postal and physical address	✅ Yes	—
Marital status	✅ Yes	Some changes may require HR confirmation with supporting documents
Dependant details	✅ Yes	—
Full name (legal name correction)	❌ No	HR department — must be corrected at payroll system level with supporting ID documents
National ID number	❌ No	HR department — requires original national ID and formal request
Date of birth	❌ No	HR department — requires birth certificate, national ID and written request
Salary grade / job group	❌ No	HR / payroll system only — updated after formal promotion or regrading process
Employment start date	❌ No	HR department — requires appointment letter and formal request

3. How to Access Your GHRIS Profile for Editing

All personal detail updates are done through the Employee Self Service (ESS) section of GHRIS. Here is how to get there:

1. Open your browser and go to www.ghris.go.ke
2. Log in with your UPN and password
3. From your dashboard, look for "My Profile", "Personal Details", or "Employee Self Service" in the navigation menu
4. Click to open your profile — you will see all your recorded personal details laid out in sections
5. Navigate to the specific section you need to update (bank details, next of kin, contact information, etc.)

4. How to Update Your Bank Account Details

This is the most urgent update you can make on GHRIS. Your salary is paid directly to the bank account recorded on your profile — an outdated or wrong account means your money goes somewhere you cannot access it.

When You MUST Update Your Bank Account

• You have changed banks — moved from Equity to KCB, Cooperative to Absa, etc.
• You have opened a new account at the same bank but with a different account number
• Your old account was closed or dormant due to inactivity
• You changed your mobile money salary account (e.g. M-Pesa paybill or account number changed)
• A bank merged or rebranded and your account number changed as a result

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Step-by-Step: How to Update Your Bank Account on GHRIS

Step 1 — Gather Your New Bank Details

Before starting, have the following information from your new bank account ready:

Step 2 — Navigate to Bank Details in GHRIS

From your profile, look for a section labelled "Bank Details", "Salary Account", or "Payment Information." Click it to view your currently recorded bank information.

Step 3 — Edit and Enter the New Details

Click "Edit" or "Update" and carefully enter your new bank details. Type every field manually — do not rely on auto-fill. Double-check the account number digit by digit against your bank card, cheque book, or bank statement.

Step 4 — Save and Confirm

Click "Save" or "Submit." Some versions of GHRIS will ask you to confirm the change with an OTP sent to your registered phone number. Enter the OTP to complete the update.

Step 5 — Verify the Update Appears Correctly

After saving, go back to your bank details section and confirm the new details are displayed correctly. Do not assume the save worked — always verify.

5. How to Add or Change Your Next of Kin

Your next of kin on GHRIS is the person who will receive your death-in-service gratuity, pension benefits, and any outstanding salary in the event of your death while in government employment. This is one of the most important fields on your entire profile — yet it is also one of the most commonly neglected.

When You Must Update Your Next of Kin

• You have recently married and want to nominate your spouse
• You have divorced and need to remove or change your ex-spouse
• A previously nominated next of kin has passed away
• You have children you want to add as beneficiaries
• You never added a next of kin when you first registered — this is more common than you think
• Your next of kin's phone number or address has changed

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Step-by-Step: How to Update Next of Kin on GHRIS

Step 1 — Navigate to Next of Kin Section

From your GHRIS profile, look for "Next of Kin", "Beneficiary Details", or "Emergency Contact" in the profile menu. Click to open the section.

Step 2 — Review Existing Next of Kin Records

You will see the current next of kin recorded on your profile. Check carefully:

• Is the name correct?
• Is the relationship accurate?
• Is the ID number and phone number still valid?
• Is this still the person you want to receive your benefits?

Step 3 — Edit or Add a Next of Kin

Click "Edit" to update an existing record or "Add New" to add a next of kin. Fill in all required fields:

Step 4 — Set the Benefit Percentage (If Multiple Beneficiaries)

If you are nominating more than one next of kin — for example, your spouse and children — you may be asked to specify what percentage of benefits each person should receive. The total must add up to 100%. Common splits include:

• Spouse: 50%, Children shared: 50%
• Spouse only: 100%
• Children equally: 100% divided by number of children

Step 5 — Save and Verify

Click "Save." Return to the next of kin section and confirm all details are saved correctly. Take a screenshot of the completed page for your personal records.

6. How to Update Your Phone Number and Email Address

Your phone number and email address on GHRIS are your account lifelines. They are used for OTP verification, password resets, and system notifications. If either is outdated, you risk being permanently locked out of your account.

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Updating Your Phone Number

Step 1 — Go to Profile / Account Settings

From your GHRIS dashboard, navigate to "My Profile" or "Account Settings." Look for your contact information section.

Step 2 — Click Edit Next to Your Phone Number

Click "Edit" or the pencil icon next to your current phone number. Enter your new number in the format 07XXXXXXXX or +2547XXXXXXXX as the field requires.

Step 3 — Verify with OTP

GHRIS will typically send an OTP to the new number to confirm you have access to it. Enter the OTP to complete the change. If it sends the OTP to your old number instead (which you may no longer have), contact the helpdesk on 020 2252299 for manual assistance.

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Updating Your Email Address

Step 1 — Navigate to Contact / Profile Settings

Find your current registered email in your GHRIS profile settings.

Step 2 — Enter Your New Email

Click "Edit" and type your new email address carefully. Double-check for typos — a mistyped email address means you will not receive the verification link.

Step 3 — Confirm via Verification Link

GHRIS will send a confirmation link to your new email address. Open that email and click the link to confirm the change. Until you click the link, your old email address remains active.

7. How to Correct a Name Spelling on GHRIS

Name errors on GHRIS are more common than most people realise — a misspelled first name, a missing middle name, or a surname entered in the wrong order during initial payroll setup. These errors cause real problems when your payslip name does not match your national ID, and banks or SACCOs flag the discrepancy during loan processing.

What Kind of Name Errors Occur

• Transposed letters — "Njoroge" recorded as "Ngoroje"
• Missing names — only first and last recorded, middle name omitted
• Wrong order — surname and first name switched
• Outdated name — maiden name retained after marriage, or name change after legal process
• Partial name — name truncated due to character limit errors during data entry

Can You Fix This Yourself?

No. Name corrections cannot be made through GHRIS self-service. The name displayed on GHRIS is sourced directly from your payroll system record, which can only be updated by your HR department. Here is the process:

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Step 1 — Confirm the Error

Log into GHRIS, go to your profile, and note exactly what the system shows for your name. Screenshot it or write it down. Compare it against your:

• National Identity Card
• KRA PIN certificate
• Academic certificates
• Birth certificate

Step 2 — Write a Formal Request to HR

Write a formal letter or memo to your HR department requesting a name correction. Include:

• Your full name as it should appear
• Your UPN
• The specific error to be corrected
• The reason for the correction (typo, marriage, legal name change, etc.)

Step 3 — Attach Supporting Documents

Attach certified copies of the documents proving your correct name:

• ✅ National ID (front and back)
• ✅ KRA PIN certificate
• ✅ Marriage certificate (if changing due to marriage)
• ✅ Court order (if name was legally changed)
• ✅ Birth certificate (if correcting to birth name)

Step 4 — Follow Up Until Confirmed

HR will update the payroll system, which flows through to GHRIS. This can take 2 to 6 weeks depending on your ministry or county. Follow up every two weeks if you do not receive confirmation. Once updated, log into GHRIS and verify your name appears correctly.

8. How to Update Your Postal and Physical Address

Your address on GHRIS is used for official government correspondence — pension letters, HR communications, and formal notices. An outdated address means critical letters may never reach you.

When to Update Your Address

• You have moved to a new home — new estate, town, or county
• You have been transferred to a new posting station in a different county
• Your P.O. Box has changed or you have opened a new one

How to Update

1. From your GHRIS profile, navigate to "Personal Details" or "Contact Information"
2. Find the Postal Address and Physical Address fields
3. Click "Edit" and update both fields with your current address
4. For postal address, use the format: P.O. Box [number], [town name], [postcode]
5. For physical address, include your estate or area name, street, town, and county
6. Click "Save" and verify the updated address appears correctly

9. How to Update Your Marital Status

Your marital status on GHRIS affects how some benefits and allowances are calculated, and it keeps your HR record accurate for personnel purposes.

How to Update

1. Go to your GHRIS profile under "Personal Details"
2. Find the "Marital Status" field — it will show options such as: Single, Married, Divorced, Widowed, Separated
3. Select your current status from the dropdown
4. Click "Save"

10. How to Add or Update Dependants

Your dependants on GHRIS — typically your spouse and children — are important for several reasons. They determine eligibility for medical cover through the government health scheme, certain allowances, and may affect pension calculations.

When to Update Dependants

• You have had a child or adopted — add the child as a dependant
• A child has turned 18 or 21 and aged out of dependant status
• You have married and want to add your spouse as a dependant
• A listed dependant has passed away and needs to be removed

How to Add a Dependant

1. From your GHRIS profile, navigate to "Dependants" or "Family Details"
2. Click "Add Dependant"
3. Fill in the required details: full name, relationship, date of birth, gender, and national ID or birth certificate number
4. For children under 18, enter their birth certificate number in the ID field
5. Click "Save" and verify the entry appears in your dependants list

11. What to Do After Updating — Verify Everything

Saving a change on GHRIS does not always guarantee it has been captured correctly. Always complete this verification routine after any update:

12. Common Problems When Updating GHRIS Details

Problem	Cause	Fix
Save button is greyed out or unresponsive	A required field is empty or has an invalid entry	Scroll through all fields in the form and look for any highlighted in red or marked as required. Fill in missing information and try saving again.
Changes revert to old details after saving	Session timeout, browser cache issue, or save confirmation not completed	Clear your browser cache, log in again on a fresh session, make the change, and confirm any OTP or verification step before navigating away.
OTP not received after bank account update	Old phone number registered or network delay	Wait 5 minutes and try again. If still not received, contact GHRIS helpdesk — you may need to update your phone number first before you can update your bank account.
Bank account update not reflected on next payslip	Update made after payroll cut-off date	The change will apply from the following month. Do not close your old account until you see the new account on at least one payslip.
Cannot find the Next of Kin section	Section labelled differently by account type or GHRIS version	Look under "Personal Details," "Family Details," "Beneficiary," or "Emergency Contact" — the naming varies. If still not found, contact your HR department to update it directly.
Name correction not updated after HR submission	HR has not yet actioned the request or payroll system lag	Follow up with your HR office in writing after 3 weeks. Request a written confirmation or reference number for the request so you can escalate if needed.
Benefit percentages for next of kin do not add to 100%	Rounding or data entry error when adding multiple beneficiaries	Go back and edit the percentages until they total exactly 100%. The system may block saving if the total is not 100%.

GHRIS Helpdesk Contacts:

• 📞 Phone: 020 2252299
• 📧 Email: hrmis@publicservice.go.ke
• 🌐 Portal: www.ghris.go.ke
• 🕐 Hours: Monday to Friday, 8:00am – 5:00pm

13. Frequently Asked Questions

How long does it take for a bank account update to take effect on my salary?

If you update your bank account details on GHRIS at least 10 days before the end of the month, the change will apply to that month's salary. Updates made after the payroll processing cut-off will take effect the following month. Always verify your new account appears on your payslip before closing the old one.

Can I have my salary paid to two different bank accounts?

Generally, the government payroll system supports one primary salary account per employee. Split-salary arrangements are not standard on GHRIS. If you want to split your salary — for example, directing a fixed amount to a SACCO savings account — this is usually arranged directly with your SACCO through a standing order on your primary salary account, not through GHRIS.

I got married and changed my surname. Do I need to update GHRIS?

Yes — and you should do it promptly. A name change after marriage requires updating both GHRIS (through HR) and KRA (at any KRA office or via iTax). For GHRIS, submit a written request to your HR department with your marriage certificate and a copy of your new national ID (once it has been updated at Huduma Centre). Until the name is corrected, your payslip and your ID will not match — which banks will flag during loan processing.

How many next of kin can I nominate on GHRIS?

Most GHRIS accounts allow you to nominate more than one next of kin, with benefit percentages split between them. The total allocation must equal 100%. You can typically list your spouse, children, parents, or siblings. There is no strict limit on the number, but ensure every nominee's details are accurate and their combined percentages total exactly 100%.

My salary went to the wrong bank account — what do I do immediately?

Act on the same day you discover the problem. First, contact your new bank to confirm the salary did not arrive. Second, contact your old bank to confirm receipt and request they place a hold on the funds if the account is still open. Third, contact your HR or payroll department immediately with a written complaint. Fourth, contact the GHRIS helpdesk. Recovery of salary sent to a closed or wrong account can take 2–6 weeks and requires bank-to-bank correspondence — the sooner you escalate, the better.

Can I remove a next of kin without adding a replacement?

Yes — you can remove a next of kin record on GHRIS. However, it is strongly recommended that you immediately add a replacement beneficiary. Having no next of kin on record at the time of death means benefits go into dispute and may require a court order to release. Always ensure at least one active beneficiary is nominated at all times.

Does updating my details on GHRIS automatically update KRA or NSSF?

No. GHRIS, KRA iTax, and NSSF are separate systems that do not automatically sync personal detail updates. If you correct your name, address, or contact details on GHRIS, you must separately update KRA iTax (at itax.kra.go.ke or a KRA office) and your NSSF account (at nssf.or.ke or an NSSF office) to ensure all three records are consistent.

I updated my email on GHRIS but the verification link expired — what now?

If the verification link in the email change confirmation expired before you clicked it, your old email address is still active. Simply go back to your GHRIS profile and attempt the email update again — a new verification link will be sent to your new address. Verification links typically expire within 24–48 hours, so click them promptly once received.

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This guide is for informational purposes. GHRIS self-service features and update processes may vary depending on your employer category and the current version of the portal. Always verify updates have been saved correctly and follow up with your HR department for changes that require administrative action. Access GHRIS only at www.ghris.go.ke. GHRIS helpdesk: 020 2252299 | hrmis@publicservice.go.ke.