3356 – Short codes self help SMS service by the City Council of Nairobi

3356 SHORT CODE SMS SERVICE

SMS 3356

City Council of Nairobi is introduced a Short Code SMS Service where by clients can access balance or information from their phones. You can use the short code 3356 for the following services:

1. RATES:

This option allows for balance query on Rates property(s). To check the balance on your property send SMS to 3356 starting with the word “RATES” followed by the plot number e.g. “RATES 123/456” or “RATES BLOCK 123/456”

2. RENT:

This option allows for tenants to check the balance on their house(s). To check the balance on rent send SMS to 3356 starting with the word “RENT” followed by the house number e.g. “RENT 123/456”

3. City Mortuary:

This option allows for client to check the bill or balance on their deceased person(s) at the City Mortuary. To check the balance send SMS to 3356 starting with the word “MORTUARY” followed by the admission Number e.g. “MORTUARY PLC-123456”

4. Medical Certificate:

This option allows for client to check if their medical certificate is ready. To check medical certificate status send SMS to 3356 starting with the word “MEDICAL” followed by the Lab Number e.g. “MEDICAL 123456”

5. Single Business Permit:

This option allows for businesses to verify their license details. To verify license details send SMS to 3356 starting with the word “SBP” followed by the Business Account number e.g. “SBP 123456”

6. Receipt Confirmation:

This option allows for clients to verify the details of their receipt9s0. To verify receipt details send SMS to 3356 starting with the word “RECEIPT” followed by the receipt number e.g. “Receipt 123456”

Company Registration in Kenya

The initial step in forming a company is to register the proposed company name with the Registrar of Companies at the Attorney General’s Chambers in Nairobi.

The Memorandum and Articles of Association should be filed with the Registrar of Companies who, upon satisfaction, issues the Certificate of Incorporation.

Both private and public companies may allot shares for considerations other than cash. Companies should inform the Registrar of Companies of such allotments and submit a written contract constituting the title of the allottee.

Steps

  1. Name search: You must have a name. This part takes two days and costs under $5.
  2. Prepare Memorandum and Article of Association: These documents describe the objectives, rules, subscribers and authorised share capital of your company.
  3. Pay Stamp Duty: The amount of money that you pay depends on your declared nominal capital. You begin by collecting four forms from the Kenya Revenue Authority at Times Towers. Two copies go to the Lands Registry, one is retained by you and the other by the bank.
  4. Declaration of compliance: A commissioner of oath must sign this form on your behalf.
  5. File Deeds at Registrars office: You then need to file your documents at Companies Registry.
  6. This includes your memorandum and articles of association. There is a varied fee attached to this.
    • Register for a Personal Identity Number, VAT & PAYE: This takes a day to register at Times Tower and is free.
    • Register for NHIF: National Hospital Insurance Fund. This is mandatory medical contribution for your employees.
    • Register at the NHIF building.
    • Register for NSSF: National Social Security Fund. It is mandatory to contribute to your employees retirement fund. Registration is done at the NSSF building at the bottom of Valley Road.
    • Register for a Business Permit: This application is made to the City / County council. You will need office space prior to submitting this application.
  7. Get your Company Seal. Finally; you can get good quality company seals from Seal Honey Stationers in Nairobi.

Need more Help?

Business Registration agents such as FormAKenyanCompany.Com can assist you throughout this process at a fee.

Patents and Trade Marks

Patents are regulated by the Industrial Property Act and administered by the Kenya Industrial Property Institute (KIPI), while trademarks are regulated by the Trade and Service Marks Act (Cap 506) and administered by the Registrar of Trademarks at KIPI. The duration of trademarks is seven years from the date of filing and renewable every 14 years.

Checking Land Rates online, KRA

Visit http://www.kra.go.ke/landrent/landrent.php to check Land registration numbers to see if they are valid (i.e. in current use) & check outstanding Land Rent amounts.

Land Rent owner who have NEVER paid any land rent since allocation of land can now check their outstanding land rent amount as at 1st August 2007 using the LR NO. as indicated in the title deed.

Printing PIN certificate and log in procedures via the KRA Online Portal, post PIN registration process

At this point we are assuming you have registered (see earlier post) and having provided a valid email address. An email will be sent to your in-box confirming the registration and log in details enclosed. These will include:

  • the PIN (to be used as the user name)
  • the password (usually a one-off password, you’ll be required to change immediately you log in)
  • the security (seal) stamp (alphabets and numerals in an attached picture file)

Step-by-step process

  • Go to the KRA Online Services.
  • Enter your PIN, Password, and Security Stamp accordingly to access the Online Services.

For the first time you Login with a password given by KRA, you will be required to:

  1. Provide security stamp: however you will not be required to give the Security Stamp for subsequent Logins.
  2. Change your password: Please ensure that your new password is known only to you. (Password should be of 8 characters where 6 of them must be letters and 2 must be numbers). Subsequently you may change your password on a need basis.
  • If your new password conforms with the guidance above, a confirmation will be displayed; you can now go to the Main Menu link.
There are various options but we are concerned with Registration Certificate for now, click on the link button labeled ENQUIRE and your PIN Certificate will be displayed.
  • At the top right corner, find a printing icon to print your PIN Certificate.
  • Having achieved our objective; you can now safely sign out your account.
For further guidance please contact our KRA Call Centre on 020 4999999, or visit the nearest KRA Domestic Taxes Office or visit http://www.kra.go.ke.

Requirements for registration of Limited Companies (CAP 486 LAWS OF KENYA )

  1. Proposed name must be reserved pending registration (Name can only be reserved for thirty days). Application for reservation should be made in writing and be accompanied with the requisite fee.
  2. Documents for incorporation of company (i.e. memorandum and Articles of Association) should be drawn by a lawyer, who should submit the same to the Registry together with the prescribed forms and fees. These forms are obtainable at the Registry.
  3. All companies must appoint a qualified certified public secretary as company secretary
  4. Certificate of Incorporation is processed within 7(seven) days of presentation of PROPERLY completed forms.
  5. Refusal of registration is communicated in writing to the applicant.

NOTE: A registered company MUST forthwith comply with the requirements of the Companies Act, e.g. filing of Annual Returns.

REGISTRATION FORMS

Private Companies

Public Companies : In addition to the above Forms, Public Companies must also submit

  • Form 209 – Consent to act as Director of a company.
  • Form 210 – List of persons who have consented to act as directors.
  • Form 212 – Declaration that the provisions of sec. 111(2) b have been complied with Statement in lieu of prospectus.

FOREIGN COMPANIES : Required Documents

  • Certified copies of foreign companies memorandum and Articles of Association and Certificate of Incorporation duly certified by a Notary Public.
  • Form 236 – List of documents delivered for registration by a company incorporated outside Kenya.
  • Form 237 – List and particulars of the directors and secretary of a company incorporated outside Kenya.
  • Form 238 – List of names and addresses of the persons resident in Kenya authorized to receive service on behalf of a company incorporated outside Kenya.
  • Form 250 – Notice of situation of registered or principal office or change therein of a company incorporated outside Kenya.

FEE SCHEDULE.

ITEM FEE COMMENTS
Registration of companies Fees is dependent on the nominal share capital of the company(fees assessment can be obtained from the cashiers)
Filing any form required to be filed with the Registrar under the relevant Act 200/= N/B Default fee is payable if such form is not lodged within the prescribed period.
Registration of charges 600/=
Registration of debentures 600/=
Filing of Annual Return 400/= N/B Default fee is payable if return is not filed within the prescribed period
Official search 600/=
Filing of Resolution 1,100/= N/B Default fee is payable if Resolution is not filed within the prescribed period.
Foreign Companies 6800/=

Source: The office of the Attorney General

Starting a Business in Kenya, Step-By-Step in Company registration

Assumptions:

Legal Form: Private Corporation
City: Nairobi
Procedure 1. Obtain approval for the company name from the Registrar of Companies
Time to complete: 3 days
Cost to complete: KES 100 per name reservation
Name of Agency:
Comment:
The company name reservation lasts 30 days but can be renewed for a similar period.
Procedure 2. Stamp the memorandum and articles and a statement of the nominal capital
Time to complete: 8 days
Cost to complete: 1% of nominal capital + KES 2,005, stamp duty on Memorandum and Articles of Association
Name of Agency:
Comment:
Effective January 1, 2005, the Kenya Revenue Authority (KRA) took over stamp duty collection from the Ministry of Lands and Housing. As an administrative requirement, the KRA now requires the personal identification numbers (PINs) of all parties on whose behalf duty-stamped documents are submitted. Documents must be first assessed by the Stamp Duty Office before payment can be processed by the KRA-designated banks. The process has lengthened initially to about 2 weeks because the Stamp Duty Office waited to receive confirmation of bank payment after clearance of funds. However, the time has reduced in 2008 as a result of better communication between the Ministry of Lands and housing and Kenya Revenue Authority (KRA) to 5-10 days. Bank handling charges of KES 100 for each transaction are also due.
Procedure 3. Pay stamp duty at bank
Time to complete: 1 day (included in the previous procedure)
Cost to complete: KES 100 bank commission
Name of Agency:
Comment:
Procedure 4. Declaration of compliance (Form 208) is signed before a Commissioner of Oaths /notary public
Time to complete: 1 day
Cost to complete: KES 200
Name of Agency:
Comment:
According to the Companies Act (Cap. 486), An advocate engaged in the formation of the company or a director or company secretary named in the Articles must sign Form 208, the declaration of compliance, which accompanies the registration documents to be submitted to the Registrar of Companies. (Simuletanous with procedure 2)
Procedure 5. File deed and details with the Registrar of Companies at the Attorney General’s Chambers in Nairobi
Time to complete: 7- 14 days
Cost to complete: KES 5,893
Name of Agency:
Comment:
The founder must file the incorporation deed and the required documents and forms (listed below) with the Registrar of Companies, which includes:
– Stamped memorandum and articles of association.
– Statement of capital.
– Form 201, Notice of Situation of Registered Office.
– Form 203, Particulars of Directors and Secretary.
– Form 208, Declaration of compliance with the Companies Act.
– Copy of the company name approval
Fee schedule for registration:
– For the first KES 100,000: KES 2,200.
– For every KES 20,000 after the first KES 100,000: KES 120, subject to a maximum of KES 60,000.
– Filing fee for three forms: KES 600.
Procedure 6. Register with the Tax Department for a PIN
Time to complete: 1 day
Cost to complete: no charge
Name of Agency:
Comment:
Registration for a personal and a company identification number (PIN) is required to register for the VAT (PIN certificates of at least two directors or 2 shareholders or a director and the secretary are required), the local service tax, and the pay-as-you-earn (PAYE) tax. The founder must file the certificate of registration and a copy of the memorandum and articles of association.
Procedure 7. Register with the VAT office
Time to complete: 1-2 days
Cost to complete: no charge
Name of Agency:
Comment:
The application for a VAT Certificate must be supported with application form, copies of the Certificate of Incorporation, the PIN Certificate for the company and 2 of its directorsand Memorandum and Articles of Association.
Procedure 8. Apply for a business permit
Time to complete: 5 days
Cost to complete: KES 5,000
Name of Agency:
Comment:
The fee to apply for a business permit varies by type of business, number of employees, and size of the company’s premises. The fee is payable to the Nairobi City Council, Licensing Department. The City Council will issue a business permit.

Fee schedule for business permit:
– Medium trader, shop, or retail service from 5 to 20 employees and/or premises 50–300 sq. m. (fair location): KES 5,000.
-Mid-size business of 50 employees and premises 300 sq. m.: about KES 20,000 to KES 50,000, depending on the nature of the business.

The Licensing Laws (Repeals and Amendments) Act , 2006 (enacted in December of 2006 and came into effect on May, first, 2007), amends the Local Government Act (Cap. 265) by reducing the number of business permits required for a distributor of goods or provider of services to carry on its business activities. Applicants having obtained a business permit to operate from one local authority will not be required to obtain another business permit in another local authority. In addition, business permit applicants will have an opportunity to elect whether to apply for a 1- or 2-year permit. The 2006 law also eliminated the requirement to obtain a trading license in addition to the permit.

Procedure 9. Register with the National Social Security Fund (NSSF)
Time to complete: 1 day
Cost to complete: no charge
Name of Agency:
Comment:
The National Social Security Fund provides the employee with a lump-sum retirement benefit. Historically, the rate of return paid by the state is considerably less than that achieved by private schemes, but participation is mandatory. The employer pays a standard contribution of about 1% of salary, subject to a maximum of KES 400 per month. Half the contribution is deductible from the employee’s salary. The precise amount of the contribution (where less than the maximum) is determined by reference to salary bands.
Procedure 10. Register with the National Hospital Insurance Fund (NHIF)
Time to complete: 1 day
Cost to complete: no charge
Name of Agency:
Comment:
The employee contributes a fixed sum to the National Hospital Insurance Fund (NHIF), which must be deducted by the employer from the employees’ salary. The maximum contribution is KES 320 per month. The contributions are used to offset the costs of medical treatment, but they only cover a fraction of actual costs. Hence, most companies provide employees with medical insurance.
Procedure 11. Register for PAYE
Time to complete: 1 day
Cost to complete: no charge
Name of Agency:
Comment:
Procedure 12. Make a company seal after a certificate of incorporation has been issued
Time to complete: 2 days
Cost to complete: between KES 2,500 and KES 3,500
Name of Agency:
Comment:
seals are made by private entities who require sight of a copy of the certificate of incorporation

Source: Doing business project

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