ISO 9001:2000 CERTIFIED USER GUIDE FOR FILING INDIVIDUAL INCOME TAX RETURN ON-LINE

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1 ISO 9001:2000 CERTIFIED USER GUIDE FOR FILING INDIVIDUAL INCOME TAX RETURN ON-LINE

2 TABLE OF CONTENTS Item Description Page 1. ABBREVIATIONS IN THE DOCUMENT INTRODUCTION STEP-BY-STEP GUIDE FOR FILING IT1 RETURN ONLINE GETTING STARTED HOW DO I LOGIN TO ITMS TO FILL MY RETURN? HOW DO I FILL IN MY RETURN ONLINE? HOW DO I FILL IN MY INCOME DETAILS FROM SPECIFIED SOURCES? FILLING THE DRP IN PART A-F 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 SUBMIT 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. 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 30 th 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 directly on-line. This online guide will help in filing the entire return, but it is highly recommended that you use the return filing software TSW- if you are declaring income that is not employment income and requires completing detailed reports- DRPs- which requires more time If indeed you have no income to declare in all the parts A-F, please proceed to Part G of the return. 2

4 3. STEP-BY-STEP GUIDE FOR FILING IT1 RETURN ONLINE 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 Download the 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 3

5 5. HOW DO I LOGIN TO ITMS TO FILL MY RETURN? To login do the following: a) Access the KRA portal b) Select the link Tax Returns Processing c) Login by providing your credentials i.e. Identification (PIN) and password Select the link Tax Returns Processing. Enter your PIN Enter your password 4

6 6. HOW DO I FILL IN MY RETURN ONLINE? To fill in your return online, use the following steps: a) Select the Tab Tax Return b) Click the link Fill in Tax Return c) Select the return type e.g. Income Tax individual d) Select the year e) Click the button Fill Tax Return f) Enter your ID number, your employer s PIN. NB If declaring wife s income, type (YES) in the appropriate field and provide her PIN. If declaring separately type (NO). 1) Select the tab Tax Return 2) Click the link Fill in Tax Return. Click here to select the Return Income Tax Individual 5

7 Click here to select the year Click Fill Tax Return 1) Enter ID number 3) If declaring income on behalf of wife; type YES and enter her PIN. If not type NO 2) Enter your Employer s PIN 6

8 7. HOW DO I FILL IN MY INCOME DETAILS FROM SPECIFIED SOURCES? The body of the return is divided into parts A-K Part A- F: These parts 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). i) First row in each section A-F (row 11, 21,31,41, 47, 57) requires that you fill a detailed report found by clicking the label DRP ii) Fill in partnership profit/loss on the second row of each of these parts (field 13, 23, 33, 43, 49 and 59) where applicable. iii) Fill in loss brought forward from previous year on the fourth row (field 17, 27, 37, 53 and 63) of each section where applicable. iv) If you have no income to declare in any of the above parts (rows), please leave blank and proceed to the next part. v) 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 Calculate then Submit to proceed. 7

9 8. FILLING THE DRP IN PART A-F Click here to fill DRP To fill the DRP, click the button DRP o Once you click the button DRP, the detailed report on page 8 appears; fill in the relevant fields as per your financial statement. Then click Calculate, then Submit to proceed. 8

10 Click Calculate then Submit 9

11 9. 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) Click here to fill Value of car benefit Value of Car benefit DRP Fill in all the columns as required then click Calculate, then Submit to proceed. 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 Calculate then Submit 10

12 10. 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 Plan Note: 1. You are only allowed to claim EITHER 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 here to fill the mortgage details The mortgage Interest DRP below appears; fill in the details appropriately then click Calculate, then Submit to proceed Click Calculate then Submit Click here to fill the Home Ownership Saving Plan DRP 11

13 The Home Ownership Savings Plan (HOSP) DRP appears: fill in details from HOSP certificate then click Calculate, then Submit to proceed Click Calculate then Submit 12

14 11. HOW DO I FILL IN MY INSURANCE RELIEF DETAILS? Part I: Tax computation Field 94: Enter Insurance relief where applicable Click here to fill the Insurance Relief The Insurance relief DRP appears; fill in details appropriately then click Calculate, then Submit to proceed Click Calculate then Submit 13

15 12. 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 Enter your PAYE credits here Click here to fill in the Advance Tax The Advance Tax DRP appears; fill in details appropriately then click Calculate For Usage enter details as follows: For Vans, Pick-ups, Trucks and Lorries enter 1 For Saloons, Station-wagons, Minibuses, Buses and Coaches enter 2 Click Calculate then Submit 14

16 PART K In this part you will be required to enter value of Total Installment Tax Paid. Enter the total Installment tax paid 13. HOW DO I SUBMIT MY RETURN? Once you complete filling your return follow the steps below to submit: I. Press calculate; should there be an error in the return, a message will appear at the bottom of the return describing the error. Correct the error then press calculate again. II. Check the box to declare that the information you have filled is a true reflection of your income III. Submit the return by pressing the Submit button 15

17 Once you submit successfully a message appears informing you that your request has been processed successfully. 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 Display Tax Return. 16

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