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Employee records, leave and attendance, and Kenyan statutory payroll — PAYE, NSSF, SHIF and housing levy computed from records instead of reassembled in a spreadsheet.
15 articles in HR and payroll.
Labour records are built for two readers: the employer and the regulator. Export manufacturing adds a third with commercial leverage — the buyer — and they are not asking whether your numbers are correct. They are asking whether anyone but you could have produced them.
American overtime is owed above forty hours in a workweek — a fixed seven-day period the employer designates, which need not start on Monday and need not match the pay period. Our records have no workweek in them at all, and the boundary they do enforce, by locking it, is the calendar month.
A court has told member states to require a system that measures each worker's daily hours. Ours stored a 22:00 to 06:00 shift perfectly and reported its duration as empty — because clock-out is a time with no date, and six separate copies of the same arithmetic each decided an end before a start has no answer. Fixed the day this was published.
Twenty-six pay days do not fit into twelve months, and the two left over arrive on a six-monthly rhythm rather than by accident. Most finance systems store a payroll period as a calendar month and never mention it.
The only pay basis held is a monthly salary. What actually works for harvest crews and fundis paid by the day, the two employment-type vocabularies that do not match, and the legal clock nobody is watching.
A six-day week, Idd on a date nobody can print in January, and a leave balance that survives an argument. One setting drives leave, approval deadlines and SLA clocks — and attendance deliberately ignores it.
Most Kenyan employers have staff with no company email and no login. Two distribution paths, one token and PIN across four portals, and the finalised-runs-only guard that prevents the realistic incident.
Deductions here are per-period entries, not amortising balances, and deductions cannot be queued ahead the way earnings can. The five-column register that has to exist, and why the exit case is where money is actually lost.
End-of-service indemnity accrues from month one, steepens after year five, and has two values depending on how the employee leaves. No filing deadline anywhere obliges you to look at it.
The employee file is the least glamorous thing in HR and the first thing anyone asks for — in a dispute, at an audit, or when the person who knew everything about your staff resigns.
Most Kenyan employers do not have an HR problem — they have an HR records problem that only becomes visible on payroll day. What to fix in what order, and the straight answer on what is automated and what is not.
Four statutory deductions, four sets of rules, and rates that move. What a Kenyan payroll run should do, why date-effective rules matter more than the arithmetic, and the reconciliation that catches errors before the money leaves.
Leave is the first thing employees dispute and attendance is the first thing that quietly corrupts payroll. Both are the same problem: a record that either exists when it happened, or gets reconstructed later from memory.
Overtime is the payroll line nobody can defend and everybody pays. Why derived overtime beats claimed overtime, where the approval step earns its keep, and why we state no multiplier anywhere.
Exits run on goodwill and a cake, and the risky parts get done later by whoever remembers. The four workstreams, why you reassign before you revoke, and the logins no offboarding process ever touches.
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