Frequently Asked Questions

How to file nil returns in 2021

  • Go to the ITax portal
  • Enter your KRA pin and password and key in the answer to the arithmetic question
  • Go to the returns menu and select file nil returns
  • Select your type of taxation and tax obligation and enter your KRA pin
  • Enter your details and the return period
  • Complete and submit
  • Download the receipt

for more information on how to file other forms of taxes  head on to https://www.kra.go.ke/en/services/file-my-returns


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Digital Frameworks Ltd – Privacy policy

Privacy Policy

Last updated: July 08, 2020

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy. This Privacy Policy is maintained by the Free Privacy Policy Generator.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions.

The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
  • Company (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to Digital Frameworks Ltd, Menelik Road, Nairobi.
  • Affiliate means an entity that controls, is controlled by or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
  • Account means a unique account created for You to access our Service or parts of our Service.
  • Website refers to Digital Frameworks Ltd, accessible from https://digitalframeworksltd.com
  • Service refers to the Website.
  • Country refers to: KENYA
  • Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.
  • Third-party Social Media Service refers to any website or any social network website through which a User can log in or create an account to use the Service.
  • Personal Data is any information that relates to an identified or identifiable individual.
  • Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
  • Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.
  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Usage Data

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.

We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service.

You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service.

Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close your web browser. Learn more about cookies here: Cookies: What Do They Do?

We use both session and persistent Cookies for the purposes set out below:

  • Necessary / Essential CookiesType: Session Cookies

    Administered by: Us

    Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

  • Cookies Policy / Notice Acceptance CookiesType: Persistent Cookies

    Administered by: Us

    Purpose: These Cookies identify if users have accepted the use of cookies on the Website.

  • Functionality CookiesType: Persistent Cookies

    Administered by: Us

    Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.
  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
  • For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
  • To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
  • To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information.
  • To manage Your requests: To attend and manage Your requests to Us.

We may share your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
  • For Business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of our business to another company.
  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
  • With Business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside. If You interact with other users or register through a Third-Party Social Media Service, Your contacts on the Third-Party Social Media Service may see You name, profile, pictures and description of Your activity. Similarly, other users will be able to view descriptions of Your activity, communicate with You and view Your profile.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company’s operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights or property of the Company
  • Prevent or investigate possible wrongdoing in connection with the Service
  • Protect the personal safety of Users of the Service or the public
  • Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Children’s Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent’s consent before We collect and use that information.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us:

Eight Key factors to consider before purchasing payroll software in Kenya

As Small and Mid-Sized businesses continue to thrive in the Kenyan marketplace, there is need in increasing their efficiency in terms of internal operations; one of the important things to start with is to purchase payroll software.

There are a few things which you need to bear in mind when shopping for a Payroll Program in Kenya to guarantee that you have smooth operations in your business and human resources department.

A Payroll Program  is crucial for your business because it helps you to keep your payroll in good order and helps in calculation of the necessary statutory deductions.

Below are eight factors which you need to consider when selecting payroll software in Kenya.

1. Configurable payment parameters

As a Kenyan company the first thing you need to ask yourself is this. Is the software usable in Kenya i.e. Are you able to update rates for PAYE, NSSF, NHIF and pension, are all current banks with branch codes included, this will go a long way in making your payments easy and convenient.

2. Scalability

Is your company able to grow with the software? You should go for a scalable solution that will expand as your company expands and which is fully networkable in case your company grows and has several departments and also support a large number of new employees.

3. Number of Employees

How many employees need their payments processed? If you can answer this question then it will be a determining factor in the choice of payroll software which you select also take into consideration casual workers who will come in seasonally .Many payroll software’s will be divided into groups of employees e.g. 10-20 ,20-40 and this are important in determining the pricing of the software.

4. Who is currently using the software?

Are there clients who are currently using this software in Kenya? Make sure that the company provides a list of clients who are actually using this software, these acts as a pointer to show that the software is not just a concept but is also usable.

5. Ease of use

Well, it’s not all the time that your accountant will double up to be the I.T savvy person so it is vital that you get payroll software that is relatively easy to use, it would be prudent to purchase software that doesn’t take you months to know your way around it .Go for a simple user friendly software that provides a smooth learning curve for the users.

6. Support

Many companies experience usually have a challenge at one point or another in the usage of any business software. It is advisable to go for local software if you need local support. If you are able to get good support for your software then it goes a long way in ensuring that business runs smoothly .If you are in contact with people who have the software, your requirements can be addressed individually, and solved according to your specific needs.

7. Flexibility

Many software’s in the market come in as a one size fits all and sometimes are not flexible enough to meet your specific requirements , a good software should be able to offer features such as maintaining check offs, using custom pay grades for specific job groups and flexible pension calculations. It would be a plus to have a software that can automatically calculate payments based on hours or days worked.

8. Can you download a trial version?

Are you provided with an option to download a trial version which you can evaluate against your requirements before making the actual purchase? A company selling credible payroll software will usually allow you to download and test run their software before committing to doing a purchase.

Complete a contact us form by following this Link or call us today on 0722 718373 for a free no-obligation consultation on Payroll and Human Resource Programs .

Payroll Software in Kenya – Why it is so important

The use of Payroll Software in Kenya has become a norm; more and more companies are adopting the practice of doing their monthly wages using technology.

The use of payroll software not only helps in improving an organizations efficiency and productivity but also helps to cut costs.

Meanwhile if you are still using the old methods to manage your employee’s salaries, then here are a few reasons why you should try and use the reliable Wagemaster Payroll Solution to manage your wages.

1.Saving on Time

Time is a very important commodity; people are often overheard saying “time is money” especially so if your business involves having an inventory and maybe even delivery of products.

To improve on your efficiency it is best to avoid anything that would cause you to lose time. Payroll management software comes in handy as it saves the time that is lost preparing salaries using a manual payroll system.

2.Safety of Employees Data

Payroll information as you may know is usually confidential to an employee, therefore records involving employee’s wages should be kept out of the reach on unauthorized individuals.

The use of payroll software to store employee records provides organizations with added security since employee’s data is stored electronically and protected by the use of passwords.

3.Cost Cutting

The use of software can be of great benefit and companies as it saves on recurrent costs because paying wages is done in intervals. Sometimes the use of payroll software for small and mid-sized companies can be more cost effective than hiring an in-house professional and paying them a salary.

It can help you as a business owner save a lot of money every month which you can reinvest into your business.

4.Integrity  of Data

It a common scenario to have erroneous data when computing payroll information manually especially when a lot of variables are involved e.g. unpaid leave days, bonuses and other things that come into play when computing payroll.

This can be very challenging especially if you have hired a lot of staff in your company. With good software you can be assured that employee payment records are on high integrity and that all computations are done accurately.

5. Data at the touch of a button

You can access all your payroll data in record time, even data from employees who you worked with many years back. It also helps to organize payroll information in such a way that you can cluster various groups in your payroll.

6. Submission of Income Tax

The employers can submit the yearly income of their employee to the income tax authorities by having payroll software. The tax information can be submitted to the concerned authority quickly and error free.
Wagemaster Payroll Software provides a solution to all these .

It is a fully featured payroll and human resources software is the last word in payroll production and HR management. Its surprisingly simple operation and powerful reports make short work of any payroll.

Payroll Software Implementation – How to ensure success

Payroll software implementation should not be carried out casually by any organization. A range of factors have to be considered to ensure that the software undergoes successful implementation. Payroll systems are now considered a necessity rather than a luxury by many companies.

There are several reasons a company would need to start using a payroll system. New systems however, present their own risks and are faced by implementation issues like hardware failure, lack of staff training, internal power struggles and poor data cleansing. Neglecting key implementation issues could cause a fail in projects. Considering these factors during implementation however, could help the project deliver its full projected value.

1. Involve everyone early enough

Change is vital but sometimes it’s not always easy. Motivation is therefore important and should come from the organization’s top. The employees should know that not only will the payroll system be profitable to the company; it will also increase efficiency and make their work easier.

Be assertive in that the payroll has to be used but also motivate them by showing them what benefits they will receive. Provide reports, briefings, updates, FAQ’s and bulletins that show how everyone in the organization, from the executives, HR, finance department and employee receiving a timely and accurate paycheck, will benefit.

2. Have an implementation timetable

Do not underestimate time needed for the payroll system to be up and running. Set up a schedule and communicate to everyone. Do not rush the system. Set up and allocate a time for setting up and training on the new system.

Make sure that time allocated accomplishes its goals everyday to avoid frustrations from users and encourage cooperation.

3. Training

Training is an important phase of implementation since it will ensure that users become happier, more effective, with fewer errors and that the payroll system achieves its utmost objective. Help them understand how the payroll system works first before training them on how to use it. They will be more effective if they understand from the start the system, processes involved and procedures to follow. Ensure that you keep emphasizing the key benefits involved if the system is implemented so as to generate some excitement about the change.

According to Clemmer Jim, Why Most Training Fails, “Trainees should immediately see the connection between their new skills and where the organization is going. This makes training more relevant – and gets everyone focused on applying their new skills to the organization’s key priorities and goals.”

4. Deal with data

Data migration will prevent any holdups on the schedule that you have put up for the payroll system. Ensure that there is collaboration between the payroll staff and the IT department so as to facilitate cleansing, extracting, interpreting and the importation of employee data into the new system. Plan effectively so that the schedule is met and no delays are seen on the go-live date. Do not rush things however, but ensure that data imported is accurate.

5. Understand the costs involved.

Consider both measurable and non measurable costs. Pay only for things required during the implementation while keeping in mind foreseeable future needs.

Following these five tips will guide your payroll software implementation project and make it a success. Proper planning of time and cost will be a huge contributor to this success. Make sure employees are fully involved in the project and clearly set out expectations from the start. They should feel like they are part of the decision making project. Manage any resistance and help them fully embrace the payroll system. With everyone on board, the implementation will be a sure success.

Business Process Automation and How It Helps HR And Payroll Management

What is business process automation?

Business process automation is the process of managing data, information and processes to reduce resources, cost and investment. It helps increase productivity through computing technology by automating important business processes.

Business process automation can be in many forms including literal assembly lines in the auto industry to self-service gas station pumps. It not only automates business processes, it also simplifies and improves business workflow.

BPM (Business Process Automation) ensures that automated business processes get managed collectively to help improve the overall workflow of an organization. With this, the organization is able to change according to the needs of the business, achieve greater efficiency, clarify responsibilities of every employee and job roles and reduce human error.

Examples of areas where automation can be done

•    Management
•    Sales
•    Invoicing
•    Contract management
•    Human resource
•    Operations

Use of automation in HR and Payroll  management

BPM reduces costs incurred during payroll processing by reducing errors in paychecks and invoices. Accountants in companies have to go through numerous spreadsheets, make calculations, cut checks to various payments and taxes, fill out forms from the government, and more often than not they have to make deposits to various accounts. If calculations are wrong or payroll is delayed, then it could lead to legal problems.  It’s a tedious process.

With automation however, your heart can be at ease since you know that employees are being paid accurately, you are complying with the law on time and you can track employee performance, like how early they get to work.  Tax filing for employees becomes also easier to handle.

Other benefits of automation include cutting down on data gathering, processing of information, disbursement and reporting. It helps cut down on printing costs required for payslips that can be checked online instead by employees. It becomes easier to also add new employees and adjust salaries when an employee is terminated or quits.

Improve your processes. Improve your business

Business process automation helps companies streamline all processes in the business (even the most complex) by applying communication technologies that have been proven to prioritize, capture, escalate, route, manage and track processes through the lifecycle of the entire process. This approach to automation of processes offers other benefits including:

1.    Reduction in costs, time and complexity while deploying the automated process.

The automation process leverages configuration instead of customization. You don’t need to rip or replace the existing systems. It will fit easily into your existing environment and makes use of information that’s already existing from websites, databases and multiple systems.

2.    It improves operational performance

It makes you control and visualize every business process. You can monitor your business in real-time and automate escalations so that all your processes run on schedule at all times. Detailed reporting of the system also ensures that you gain insight into the performance of employees and the process too.

3.    Processing quality and speed are increased.

It ensures that a task is assigned to the best qualified employee. Information they get is relevant and from multiple systems and they are guided through their work.

4.    Collaboration and customer experience is improved and enhanced

It seamlessly connects internal employees to customers and to each other. They can schedule follow-ups, use a preferred channel to communicate with customers and can track every process.

5 Reasons Why Your Business Processes Need To Be Automated

Have you had a situation in your business when you send out an email for approval and it goes for weeks on end because either the employee supposed to approve is not known or they have so many requests they do not know which one to approve first? Have documents gone missing? How many colored stickers do you have on your computer? Is misery spreading from one department to another? Then you need to automate your business processes.

Processing data manually results in a lot of wasted time but with business process automation, you save on time and focus on growing your business. With the simple click of a button, you can track every piece of work taking place at your business without having to scream at anyone.

You can make your work a lot easier by having your business processes automated because it:

1. Makes communication more efficient.

Imagine the number of emails you receive per day and all the things you have to do at work in a day. You can use stickers or use Google tasks but sometimes you even forget you had a to-do list and some work fails to be done. With an automated system however, the mode of communication becomes streamlined. You have one common dashboard where incoming and outgoing requests come in along with all the details on what stage the business process is at.

It becomes so easy such that you can click on the command “initiate a request” when you need to send a leave application. The best part of this process is that you do not have to know the manager by name; everything will be done for you. All you need to do is indicate the reason you need a leave and the system does all the processing for you.

2. Accountability

When you streamline communication and automate workflow you can tell which employee is responsible for what process. Approvals, initiations, rejections etc. are bound to the employee responsible for the action. This kind of transparency in your business will enforce accountability among your employees. There will no longer be excuses of losing memos or missing a certain email.

3. Costs due to inefficiency and manual errors are reduced.

We often err as humans; we may forget payment dates, approval deadlines or make payments for goods not delivered. More often than not, this results to financial problems. With an automated workflow however, these errors are minimized. Transactions are presented in their current state and if an order is pending and you haven’t received it yet, you cannot make a payment. Payments are only made when the transaction is updated to “received”.

4. It gives you insight into your business process

After you’ve automated your business process and your employee base is streamlined to use the new system, what do you do with all the data that’s been accumulating? You maybe want to find out what requests are pending, how many were approved and how the business can improve.

You want to know whether the business process is encouraging employees by making their work easier or it simply isn’t serving its purpose. The automated workflow tool will provide you with insights into whether your business is bottling up at any point, whether employees are having an easier time using it or its complicating things that could otherwise be simple.

5. The approval hierarchy is established clearly.

In most organizations, the approval hierarchy is never the same as the organization’s hierarchy. An automated tool helps prevent situations where mail is flying left and right since you can’t figure out who should or should not sign what. Approving of requests becomes easier too. An automated workflow tool will have approval hierarchies codified and ensure the specific hierarchy of a process is followed. You will never have to call a full company meeting so that one approval is sorted.