ISO 9001:2000 CERTIFIED USER GUIDE FOR FILING INDIVIDUAL INCOME TAX RETURN ON-LINE USING THE TAXPAYER SOFTWARE (TSW)

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1 ISO 9001:2000 CERTIFIED USER GUIDE FOR FILING INDIVIDUAL INCOME TAX RETURN ON-LINE USING THE TAXPAYER SOFTWARE (TSW)

2 TABLE OF CONTENTS 1. ABBREVIATIONS IN THE DOCUMENT INTRODUCTION STEP-BY-STEP GUIDE FOR FILING IT1 RETURN USING TAXPAYER SOFTWARE (TSW) GETTING STARTED HOW DO I PUT MY DETAILS IN THE TAXPAYER SOFTWARE? HOW DO I CREATE MY RETURN USING THE TAXPAYER SOFTWARE? HOW DO I FILL MY INCOME DETAILS FROM SPECIFIED SOURCES? HOW DO I FILL MY EMPLOYMENT INCOME DETAILS? HOW DO I FILL IN MY PENSION CONTRIBUTION, MORTGAGE INTEREST OR HOSP CONTRIBUTION DETAILS? HOW DO I FILL IN MY INSURANCE RELIEF DETAILS? HOW DO I FILL IN MY PAYE CREDITS, ADVANCE TAX AND OTHER WITHHELD TAX DETAILS? HOW DO I SAVE MY RETURN FOR SUBMISSION? HOW DO I UPLOAD MY RETURN?

3 1. ABBREVIATIONS IN THE DOCUMENT DRP HOSP IT1 ITMS KRA P9A PAYE PIN TSW W44 Detailed Report Home Ownership Saving Plan Individual Return Integrated Tax Management System Kenya Revenue Authority Tax Deduction Card Pay As You Earn Personal Identification Number Taxpayer Software Withholding Tax Certificates 2

4 2. INTRODUCTION Under sec. 52B of the income Tax Act ( Not withstanding any other provisions of the Income Tax Act), every individual chargeable to tax under this Act shall for any year of income, furnish to the commissioner a return of income, including a self assessment of his tax from all sources of income, not later than 30th June. If you do not submit the Return by this date you will be liable to a penalty at the rate of 5% of the net tax due for every period of 12 months or part thereof, minimum penalty being Ksh1, 000. This document will guide you on how to file your return on-line using the Taxpayers Software (TSW). 3. STEP-BY-STEP GUIDE FOR FILING IT1 RETURN USING TAXPAYER SOFTWARE (TSW) To be able to file your IT1 return online, you will need to register as a user in ITMS. To register follow the steps in the online services step-by-step guide provided on the KRA website You will also be required to download and install the taxpayer software (TSW) from the link provided 3

5 Download TSW and step by step guide for registration to ITMS. 4. GETTING STARTED To complete your return you will need the following documentation where applicable: Form P9A from Employer. The employer s PIN. Request PIN from your employer if not already on the P9A. Financial statements for the following incomes; business income, farming income, rent income. Mortgage Interest Certificate and PIN of lender Insurance Premium Certificate and PIN of underwriter Withholding tax certificates (W44) Any other documentation relating to income you received or deductions you want to claim 4

6 5. HOW DO I PUT MY DETAILS IN THE TAXPAYER SOFTWARE? After downloading and installing the TSW, double click the icon appears on the desktop to get the screen below. that Click here to enter your details. Select Individual. 5

7 1. Key in the details in the fields marked with asterisks. 2. Click save 6. HOW DO I CREATE MY RETURN USING THE TAXPAYER SOFTWARE? Use the tax return tab then follow the steps below: Click on the tax return tab 6

8 Click on the down arrow to get a list of forms and select IT1. 1. Select the year. 2. Click create return. Enter details on fields (9 & 10 only relevant if 8 is yes ) 7

9 7. HOW DO I FILL MY INCOME DETAILS FROM SPECIFIED SOURCES? The body of the return is divided into parts A-K Part A- F: These parts (A-F) are for the various specified sources of income, other than employment income. That is, business income (A), income from farming (B), income from rent(c), interest income (D), insurance commission (E), and other income (F). a) First row in each section A-F (row 11, 21,31,41, 47, 57) will require that you fill up a detailed report found by clicking in the blank area of the field b) Fill in partnership profit/loss on the second row of each of these parts (field 13, 23, 33, 43, 49 and 59) where applicable. c) Fill in loss brought forward from previous year on the fourth row (field 17, 27, 37, 53 and 63) of each section where applicable. d) If you have no income to declare in any of the above parts (rows), please leave blank and proceed to the next part. e) If indeed you have no income to declare in all the parts A-F, skip the entire part and proceed to Part G. NB: o Do not use brackets or negative signs to denote losses or expenses. o For any part that has a detailed report (DRP), fill in details appropriately then click Save and Accept to be able to proceed. 8

10 Body of the return (section A- F) 9 Click inside the first field of part A F and click yes to fill the DRP (where applicable)

11 After clicking yes, the detailed report below appears. Fill in the relevant fields as per your financial statement 10

12 8. HOW DO I FILL MY EMPLOYMENT INCOME DETAILS? Part G: Employment income In this section enter all your income from employment. Supply all the details as contained in the support/reference documents. Field 68: Enter gross pay Field 70: Enter benefits from employment (other than car and housing) e.g. telephone, domestic servant etc Field 72: Value of car benefit Field 74: Enter value of housing if housed by employer Field 76: Enter pension income (Pensioners only) Value of Car DRP Click inside field 72 and click yes on the message to get the DRP below (where applicable) 11

13 Value of Car benefit Fill in all the columns as required For body type enter details as follows: For a saloon/estates car enter 1 For Pick Up, Uncovered Panel Van enter 2 For a Land Rover/Cruiser enter 3 Click here to Save On the message shown click OK to proceed Click OK 12

14 9. HOW DO I FILL IN MY PENSION CONTRIBUTION, MORTGAGE INTEREST OR HOSP CONTRIBUTION DETAILS? Part H: Total Taxable Income This calculates your total taxable income. Field 82: Enter your actual pension contribution from form P9 Field 84: Enter Mortgage interest (DRP) from mortgage certificate Field 86: Enter contribution to Home Ownership Savings Note: 1. You are only allowed to claim Mortgage interest or contribution to Home Ownership Savings but not both. 2. If you are filing as husband and wife you can only claim on one mortgage account. Click inside field 84, and on the message click yes to fill the mortgage details 13

15 The mortgage interest DRP appears, fill in details appropriately then click save and accept. Once the message (shown below) appears, click OK to proceed. For HOSP DRP click field 86 as shown below Click inside field 86 and click yes to fill the HOSP DRP where applicable. The Home Ownership Savings Plan (HOSP) DRP appears, fill in details from HOSP certificate then click save and accept. Once the message (shown below) appears, click OK to proceed. 14

16 Click here to save and accept 10. HOW DO I FILL IN MY INSURANCE RELIEF DETAILS? Part I: Tax computation Field 94: Enter Insurance relief where applicable Click inside row 94 and click yes to fill the Insurance relief DRP where applicable. The Insurance relief DRP appears, fill in details appropriately then click save and accept. 15

17 Once the message (shown below) appears, click OK to proceed 11. HOW DO I FILL IN MY PAYE CREDITS, ADVANCE TAX AND OTHER WITHHELD TAX DETAILS? Part J: Final tax Field 99: Enter PAYE credits from P9 (Employees only) Field 100: Enter advance tax credits from the receipts N/B Advance Credit will be given only where you have declared income from transport business. Field 101: Enter Withheld tax The Advance Tax credits DRP appears, fill in details appropriately then click save and accept. On the message that appears click OK to proceed with filling the return Click inside field 100 and click yes to fill the Advance tax Credits DRP where applicable. 16

18 Note: Enter load capacity in tons e.g. for a 1000 kg load capacity pick-up, the load capacity should be entered as 1 PART K In this part you will be required to enter value of Total Installment Tax Paid 12. HOW DO I SAVE MY RETURN FOR SUBMISSION? Follow the steps below. i) Validate the return by clicking the Validate button. Click here to validate 17

19 The message below appears. Press OK ii) Save the return by clicking on the Save button. Press here to save. The message below appears. Press OK iii) Then save for Submission. Click here to save for submission Once you save for submission, select the folder where the return file will be saved e.g. My documents. Once you have selected the folder, press the save button as shown below. 18

20 1) Select the folder. 2) Click Save. Once you press Save the message shown below appears. Press OK and the return is now ready for uploading. 19

21 13. HOW DO I UPLOAD MY RETURN? Follow the steps below. i) Log into the online system a. Access the KRA portal (www.kra.go.ke/portal) b. Select the Tax Returns Processing link as shown below. Tax Returns Processing link c. Log-in using your credentials 20

22 Enter your PIN Enter your password ii) Click on the tab Tax Return. A window as shown below will open. Select the link upload Tax Return 1) Select the tab Tax Return 2) Select the link Upload Tax Return. iii) Locate the return you had saved for submission. Use the browse button to navigate to the location of the file.. 1) Click here to locate the return saved. 21

23 1) Select the return 2) Click open. iv) Upload your tax return by clicking on the File upload button as shown below. 2) Click here to upload the return. 1) Note that the return path has been appended v) The system will then display the message shown below. NB: If there is payment to be made, select the link Confirm E-Slip. If no payment is to be made then the only option available will be View Summary. 22

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