Employer SHA Obligations: Deductions, Changes and Exits
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Quick answer
Employers are expected to deduct SHA contributions correctly and remit them by the 9th of each month, inform SHA of changes to an employee's employment status, and — when an employee leaves — notify SHA within 30 days and remit the final contribution. These aren't optional administrative niceties; they're the core of an employer's SHA role.
Key things to know
- Deduct 2.75% of gross salary and remit by the 9th of each month.
- Inform SHA of changes to an employee's employment status.
- On termination, notify SHA within 30 days and remit the final contribution.
- Each obligation matters on its own — missing one doesn't cancel the others.
What this means
Running SHA correctly as an employer means more than just deducting a percentage from payroll. It covers remitting on time, keeping SHA informed as staff situations change, and closing things out properly when someone leaves the organisation.
Deducting and remitting
The core obligation is deducting 2.75% of an employee's gross salary and remitting it to SHA by the 9th of each month. This is a recurring monthly task tied directly to payroll, and timeliness matters because late or missed remittance affects an employee's contribution status and, potentially, access to benefits.
Reporting changes in employment status
Beyond the routine monthly deduction, employers are expected to inform SHA when an employee's status changes — for example a change in role or employment terms that affects their SHA record. Keeping this current helps avoid mismatches between payroll and an employee's actual SHA record.
When an employee leaves
When an employee exits the organisation, the employer is expected to notify SHA within 30 days and remit the final contribution for that employee. This closes out the employment relationship on the SHA side cleanly, rather than leaving a record that still implies active employment.
Why these obligations matter together
These obligations work together — a correct deduction with a late remittance, or a remittance without notifying a status change, can each create problems for the employee even if the employer's intentions were fine. Treating all three as part of the same responsibility avoids gaps for staff relying on their SHA cover.
Why you may be seeing it
- Timely remittance by the 9th directly affects employees' contribution status.
- Reporting status changes keeps SHA records aligned with actual employment.
- The 30-day exit notification closes out records properly and avoids confusion later.
- Each obligation affects real people's access to cover, not just administrative tidiness.
Common situations
Common scenario
A remittance running late
An employer's payroll team realises a month's SHA remittance is behind schedule and wants to understand what that means for affected employees.
Common scenario
An employee resigning
An HR team processing an employee's exit wants to confirm what needs to happen on the SHA side within the required window.
What information may matter
- Whether monthly deductions are being remitted by the 9th consistently
- Whether employment status changes are being reported to SHA as they happen
- Whether exits are processed with SHA within the 30-day window
- Whether the final contribution is remitted when an employee leaves
What you can check
- Review your payroll remittance dates against the 9th-of-the-month expectation.
- Confirm your HR process includes notifying SHA of status changes, not just internal records.
- Check that exit processing includes SHA notification within 30 days.
- Confirm the final contribution for departing staff was actually remitted.
Common mistakes
- Treating SHA remittance as a lower priority than other payroll deductions, risking late submission.
- Updating internal HR records on a status change without informing SHA.
- Missing the 30-day notification window when staff leave.
When assistance may be useful
If your organisation wants to review its SHA obligations around deductions, changes or staff exits, SHA Desk can help you understand what applies.
WhatsApp SHA DeskCommon questions
By when must SHA contributions be remitted?
By the 9th of each month, for the contribution deducted that month.
What happens if we don't notify SHA when an employee leaves?
Employers are expected to notify SHA within 30 days of an employee's exit and remit the final contribution; not doing so can leave records inaccurate.
Do we need to report every change in an employee's status?
Employers are expected to inform SHA of changes to employment status; current official guidance sets out what qualifies.
Official sources & references
Official procedures, requirements and benefits are set by the relevant authorities and can change.
By SHA Desk · Managed by Cyber Kenya
Published 7 October 2026. SHA Desk is an independent assistance service — not SHA, the Digital Health Agency or a government office. About SHA Desk