Updated 2026-11-16
A new employee needs two things for SHA: their own SHA registration and a declaration by their employer. The Ministry of Health said in an October 2024 notice that a worker who has self-registered but has not been declared by their employer cannot access services. This guide separates the worker's task from the employer's task.
SHA registration and public recruitment are not the same thing. Do not pay a broker or anyone who claims they can register you or secure a job.
Register with SHA as soon as possible, then tell HR that you have done so and ask them to confirm that they have declared you through the employer portal. The Ministry of Health's employee-declaration guidance is from October 2024, so ask SHA or your HR team to confirm the current workflow if the portal has changed.
| What to prepare or choose | What the official SHA material says |
|---|---|
| Registration route | Register by dialling *147#, through the SHA portal, with a Community Health Promoter, or at a SHA branch or Huduma centre. |
| Personal details | The SHA registration form asks for names, date and place of birth, ID number, citizenship, KRA PIN, address and contact details. It marks KRA PIN and mobile number as required. |
| Employment status | Choose the employment status that applies. The USSD guide includes employed, self-employed and unemployed; the SHA form also lists sponsored and organised group. |
| Dependants | Declare dependants accurately and select their preferred primary care network on the form. |
| First registration in person or on paper | The form instructions say first-time registrants need valid proof of identity. Complete mandatory fields, sign or use a right thumbmark if unable to write, and date the form. |
Keep your registration details current. The SHA form has an update section for changes to name, dependants, date of birth, civil status, preferred facility or primary care network, address, telephone and email.
If HR says you have not been declared, follow up promptly. The Ministry of Health specifically told employees to confirm with their HR department that they are properly registered.
First create the employer account at the SHA Employer Portal. The official registration page asks for the organisation's details and an administrator account. That administrator can create other users in the system.
| Employer portal registration item | What SHA requires on the registration page |
|---|---|
| Organisation documents | A valid KRA PIN certificate and a business registration certificate or Act of Parliament document. |
| Organisation details | Organisation name, contact name and phone number, physical address, postal address and KRA PIN. |
| Uploads | Business-registration or Act document, and KRA PIN document. The page specifies PDF, PNG or JPG for the business or Act document, and PDF, PNG, JPG or BMP for the KRA PIN document. It states a maximum upload size of 2 MB. |
| Portal administrator | First name, last name, phone number and email address. SHA says this admin account can create other users. |
After the account is approved and accessible, declare the new employee on the employer portal. The Ministry of Health said HR practitioners must declare employees on the portal for eligibility, including employees who have completed their own self-registration.
Use accurate, current employee information and obtain the employee's consent before submitting personal data. SHA's employer-portal terms say employers are responsible for data accuracy and relevance, must obtain employee consent, and must protect login credentials.
Do not rely on a past employee list. Make employee declaration part of onboarding and keep the portal record aligned with the worker's SHA registration details. If you cannot complete the declaration or need help with remittance, SHA's July 2025 employer notice directs employers to the portal, phone 147 or customercare@sha.go.ke.
Employers are responsible for timely and accurate SHIF contributions for employees. SHA's employer notice, issued in July 2025, says employers must deduct employee salary contributions and submit them by the 9th of each month.
| Compliance point | Official guidance |
|---|---|
| Deadline | Deduct and submit employee salary contributions by the 9th of each month. |
| Late remittance | SHA's July 2025 notice says a penalty of 2% of the outstanding amount applies for each month the amount remains unpaid. |
| Effect on employee access | That notice says employees with outstanding contributions will not be eligible to access SHIF healthcare services until dues are settled. |
| Rates | SHA's portal terms say contributions must follow the rates and deadlines specified by SHA. Check the current official notice or portal before each payroll run rather than relying on an old rate. |
The contribution deadline and penalty above are from SHA's July 2025 public notice. Check the current SHA portal or contact SHA before processing payroll in case official rules have changed.
Only share employee information through official SHA channels. Employers should restrict portal access to authorised staff and report suspected unauthorised access to SHA, as required by the employer portal terms.
No. The Ministry of Health said in October 2024 that employees who are not declared by their employer cannot access services, even if they have self-registered. Register yourself and ask HR to confirm employer declaration.
SHA's employer registration page requires a valid KRA PIN certificate and a business registration certificate or Act of Parliament document, as well as organisation and administrator details.
SHA's July 2025 employer compliance notice says contributions deducted from employee salaries must be submitted by the 9th of each month. Check the current SHA notice or portal before processing payroll.
Yes. The SHA registration form includes updates for dependants, personal details, address, telephone, email, civil status, preferred facility or primary care network and other listed changes.