TSC latest guidelines on third party deductions, Check off System, Kuppet and Knut deductions on Tpay

TEACHERS SERVICE COMMISSION

GUIDELINES ON MANAGEMENT OF PAYROLL CHECK-OFF FACILITY

 

1.        INTRODUCTION.

 

 

 

 

 

2.        DEFINITIONS OF TERMS

 

 

“ability” means having the financial means of at least one-third 1/3 of the basic salary drawn by an employee or such limit or criteria as may be set by the Government from time to time to accommodate a deduction.

“applicable law” means any law, rule or regulation having the force of law that guides the check-off facility.

 

“by-product” refers a report of a transaction or a series of transactions containing a report/ data extracted from the payroll.

“check-off system” refers to a payroll facility that an employer uses to deduct a portion of an employee’s salary/remuneration to effect statutory and voluntary deductions.

Commission” means the Teachers Service Commission. “employer” means the Teachers Service Commission.

contact person” means a person designated by the organizations/institutions to manage the check-off facility.

“data” means information required to effect the deductions on the check off facility.

deduction code” means a unique identity issued by Government to authorize the holder to use the check-off facility in the Government payroll.

deduction code holder” means a firm or institution holding or authorized or issued with a code by the government to use on the payroll check off facility.

“employee” means a person who for the time being is in the employment of Teachers Service Commission.

“guarantor” means an employee who assumes financial responsibility of another in the event of default or failure on the part of the employee to meet his/ her financial obligations.

one third (1/3) rule” means the net amount an employee must retain after all deductions have been made.

data schedule” means the format in which the 3rd party’s data or information for check-off is submitted.

memorandum of understanding” is the instrument signed between the Commission and the 3rd party on the management of check-off services.

“major complaint” means complaints where fraud is seen, or the issues in question is weighty, complex and requires a detailed analysis and consideration.

 

statutory obligations” means deductions due to the Government pursuant to the operation of the laws and shall include deductions accruing on account of a court order or fulfillment of any obligation under the law.

stop order” means instructions issued by the 3rd party or the employee and duly considered by the Commission to stop a specific deduction on the payroll.

“3rd party” means a company or firm or organization or any entity who is a deduction code holder and has met the requirements set by the Commission for accessing the check-off facility.

“voluntary deductions” means any deductions of salary under the written authority of the employee.

discharged liability’’ means where a party to an agreement has paid or has cleared the amount due in the agreement.

trade union dues” means monthly subscriptions paid by a duly registered member of a union as a condition of membership.

confidential information” means all information, data and documents including but not limited to financial status, passwords, personal information, and processes concerning all parties.

3.        RATIONALE

 

 

 

 

 

 

 

4.        OBJECTIVES

 

The overall objective of the Guidelines is to provide regulations on the management of Teachers Service Commission payroll check-off facility.

5.        PURPOSE

 

 

 

6.        APPLICATION

These Guidelines shall apply to all 3rdparties who are transacting on the Commission’s Check off facility. They shall take effect with effect from 1st April, 2021.

 

7.        ESTABLISHMENT OF 3rd PARTY MANAGEMENT COMMITTEE

 

 

 

 

 

 

 

 

 

 

8.        ADMISSION TO THE TSC CHECK OFF FACILITY

 

 

 

 

 

 

 

 

 

9.        ONLINE T-PAY (TEACHERS-PAY) SYSTEM

 

 

 

 

 

 

 

 

 

 

                    The obligation of the Commission shall be to:-

 

 

10.    ONE THIRD (1/3) RULE

 

 

provided for under the Employment Act (2007) and to confirm the ability of the employee to meet his/her obligation.

 

11.    TRADE UNION DUES AND AGENCY FEE

 

12.    STOP ORDER

(3) days from the date of such clearance by the employee.

 

12.1 above, the Commission, upon receipt of authenticated instructions from the employee, shall stop the deduction without reference to the third party.

 

 

13.                   ACTION AGAINST DEFAULTERS

 

14.                   ADMISSION TO THE CHECK-OFF FACILITY

 

 

15.             RENEWAL OF ADMISSION TO THE CHECK-OFF FACILITY

 

16.             SERVICE CHARGE

 

 

 

 

17.             TERMINATION OF THE CHECK-OFF FACILITY

 

(14) days notice of its intention to terminate the relationship with the third party.

18.             CONTACT PERSONS

 

19.                   GENERAL PROVISIONS

 

 

 

FIRST SCHEDULE OFFENCES AND ACTS OF MISCONDUCT

For the purpose of these regulations, the following will constitute offences and acts of misconduct in the management of the Check- off Facility.

  1. Submission through T-Pay of inaccurate or misleading data by the Third

 

  1. Submission of forged documents by the 3rd party and the employee to access check – off
  2. Violation of the one third (1/3) statutory requirement by the

 

  1. Failure on the part of the 3rd party to stop deduction in respect of a discharged liability within the stipulated
  2. Failure on the part of the 3rd party to notify a guarantor in writing of intention to recover the defaulted loan/credit
  3. Willingly or knowingly failing on the part of the employee to meet obligations in respect to un-discharged
  4. Any act or omission on the part of the 3rd party or employee, which in the opinion of the Commission contravenes these guidelines or any other written
  5. Unauthorized access to an employee’s T-Pay

 

  1. Unauthorized access to the T-Pay

 

SECOND SCHEDULE

APPLICATION FORM FOR ADMISSION INTO THE COMMISSION’S CHECK OFF FACILITY

 

 

 

 

TEACHERS SERVICE COMMISSION

 

 

APPLICATION FORM FOR PROVISION OF CHECK-OFF SERVICES IMPORTANT INFORMATION

(i)                  Consideration for approval of the Application will be based on information provided in this form.

(ii)              Please attach the following documents dully certified by a Commissioner of Oaths/ Notaries Public: –

Mandatory Requirements

1.        Income Tax (PIN) Certificate;

2.        Tax Compliance Certificate from Kenya Revenue Authority;

3.        Certificate of Incorporation or Registration;

4.        Deduction Code Holder Authorization Letter from DPSM;

5.        Trading Licenses issued by relevant Government Agencies;

6.        By Laws for SACCOs and Affiliated Social Welfare Associations;

7.        Letter of confirmation from Regulatory Authority of the firm;

8.        IFMIS Number

 

In addition to the above, for a third party to be admitted in the Commission’s check off system it must:-

1.        Have been in operation in the Republic of Kenya for a period of at

least 3 years;

 

2.        Provide certified audited accounts or financial statements for at least three (3) years;

3.        Provide a letter of Recommendation from its Regulatory Authority;

4.        Provide a list of at least three () government institutions where it has been granted a check off facility system;

5.        Provide evidence of presence and branch network in at least 15 Coun- ties except for region based cooperative societies;

For Trade Unions

1.        Registration Certificate as a Trade Union.

2.        Order from the Cabinet Secretary for Labour instructing the Commission to commence deductions

3.        A copy of the Registered Recognition Agreement with the Commission.

1. APPLICANT’S INFORMATION
A. ORGANISATION PROFILE  
Business Name/Organization  
Company/ Business Registration No.  
Principal     Activities    (as     registered    in

Incorporation Certificate)

 
IFMIS Number  
B. ORGANISATION PHYSICAL ADDRESS/ CONTACT INFORMATION
Postal address and Code  
City/town  
Street  
Building  
Floor  
Telephone No.  
Mobile Number  
Email  
C. CONTACT PERSON’S DETAILS
Name  
Designation/Title  

 

Mobile Number  
National Identity No.  
D. ORGANIZATION BANK DETAILS  
2. REQUESTED SERVICES (TICK AS APPROPRIATE)
 

i)                         Monthly by -products.

ii)                      Confirmation of client payroll status.

iii)                    Effecting deductions.

iv)                    Remittances of deductions.

v)                       Access to T-Pay Third Party application

 

 

Note 1: The current rate of application fees for check off services is kshs.1000 non-refundable.

 

Note 2: Application fee should be paid within 30 days upon approval of the application failure to which the application becomes null and void. The rates are as outlined below:

 

 

For Official Use Only

 

Application  Approved………………………………………….………………………

Not Approved……………………………………………………………………………

Reasons for Non-Approval…………………………………….………………………

 

Chairperson

Name …………………    Signature …………………………… Date …………………

 

Secretary

Name ……………………. Signature ……………………………Date ……………

 

THIRD SCHEDULE NEW SERVICE CHARGE RATES

 

 

Type of organization Current rate
Commercial firms

·       Commercial Banks.

Commercial banks, Microfinance institutions –

Kshs 100.00 per transaction

·       Insurance firms. Insurance firms, Hire Purchase – 3% of total

remittances per month

·       Hire Purchase firms.  
·       Micro Finance Institutions.  
·       Savings and Credit Cooperative Societies (SACCOs) Kshs. 20.00 per transaction
·       Social Welfare Associations

·       Trade Unions

Kshs. 20.00 per transaction

 

FOURTH SCHEDULE TEMPLATE OF AGREEMENT

 

THIS AGREEMENT (hereinafter referred to as the Agreement) is made on this……………….

Day of …………………………………. 20 BETWEEN

 

……………………….. a …………………………… incorporated in the Republic of Kenya whose registered address is Post Office Box Number …………………….. in the aforesaid Republic (hereinafter referred to as “the Third Party”) which expression shall where the context so admits include its successors and assigns of the one part, and; TEACHERS SERVICE COMMISSION of P O Box Private Bag – 00100, NAIROBI. (Hereinafter referred to as “The Commission” which expression shall where the context so admits include its successors and permitted assigns) on the other part.

 

Whereas the said Third Party has expressed intention to use and transact on the Commission’ check off facility. Now therefore, it is mutually agreed by and between the parties hereto as follows:

(1)     TERM

 

of……………. 20. The term of this agreement may be renewed upon re-application

of admission by the Third Party and approval by the Commission.

 

(2)     THIRD PARTY’S OBLIGATIONS

 

 

(3)     COMMISSION’S OBLIGATIONS

 

(7) That the Commission shall without undue delay train the Third Party on the usage and operations of the T-Pay Application upon successful admission to the Check-off facility.

(4)     CONFIDENTIALITY

 

 

IN WITNESS WHEREOF the duly authorized representatives of the parties have hereunto set their respective hands this………………………… day of …………………………………………. 20……

 

SIGNED by the representative of                                                             )

……………………………….                                                             )

in the presence of;                                                             )

)

)

Witness                                                             )

)

 

SIGNED by the duly authorized TEACHERS        )

SERVICE COMMISSION                                 )

in the presence of;                                                             )

)

Witness                                                             )

)

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