Fee Structure for Secondary School in Kenya 2023; FSDE Guidelines

Ministry of education has released guidelines for fees in secondary schools 2023. The good news is that the government will continue to pay sh 22,244.00 for all categories of secondary schools and sh 57,974 for special needs schools.

Students in national and extra-county schools located in the following major towns will pay a maximum yearly fee of Sh53,554: Nairobi, Mombasa, Nakuru, Kisumu, Thika, Nyeri and Eldoret.

PARENTAL OBLIGATIONS

Parents will continue to meet the following cost:

• School uniforms;
• Boarding related costs as reflected in the boarding school fees structure;
• Lunch for the day scholars; and
• Clear their fees balances for continuing students.

Schools are directed that they capture all learners in order for them to get full funding. This Government subsidy is disbursed to public schools under the following conditions: 

1. The school must be duly registered and headed by a TSC appointed principal.
2. The school must be registered on the NEMIS platform
3. The school must register and update learners records in the NEMIS platform
4. All bank accounts operated by the school must be registered in NEMIS and with MOE at all its levels.

Disbursement of capitation to schools will done in the ratio 50:30:20. 

FEES STRUCTURES for Day Schools 2022

The Government of Kenya will continue to offer free day schooling and the fees structure for day schools. Government subsidy (Capitation) to schools to actualize Free Day Secondary Education (FDSE) will be KES. 22,244.00 annually per learner as stipulated in table below;

 Table 1: FDSE Structure

FEES STRUCTURE FOR BOARDING SCHOOL 2022

The government will provide capitation for each learner in a boarding school that is equal to capitation for each learner in a day school. In order to meet the cost of boarding, parents will pay the boarding fees applicable to different categories of schools and location.

Boarding Schools (Category A)

Schools classified as Category A are: – 

1. All National schools and
2. Extra county schools that are located in the following towns: Nairobi, Mombasa, Nakuru, Kisumu, Nyeri, Thika and Eldoret ONLY.

Boarding school’s fees structure- category A

Boarding Schools (Category B)

Schools classified as Category B are other boarding schools including extra county schools that are located in other areas other than the town of Nairobi, Mombasa, Nakuru, Kisumu, Nyeri, Thika and Eldoret.

2023 Boarding schools fees structure- category B*

*Other vote heads Local travel and transport, Administration, Electricity, Personnel emolument.

Schools classified as Category B* are other boarding schools including extra county schools that are located in other areas other than the town of Nairobi, Mombasa, Nakuru, Kisumu, Nyeri, Thika and Eldoret.

Fees Structure for Special Needs Schools 2023

Schools classified as Special needs are those schools that cater for learners with impairment e.g. visual, physical, hearing and mental. GOK has enhanced capitation to KES. 57,974.00 distributed in the fees structure shown in Table below;

BANK ACCOUNTS To ensure accountability and smooth implementation of the FDSE programme, all schools are required to operate the following bank accounts. – 

Tuition account: for banking of tuition funds and all payments should strictly be made by cheques. Funds in the tuition account must be utilized for the procurement of teaching and learning material (TLMs) only. 

Operational Account: – This account is used for banking of all Government subsidies except the tuition. Infrastructure Grants as well as Maintenance and improvement funds should be transferred to the school infrastructure Account thirty days upon receipt of the funds

Boarding Account: – This account for banking of funds paid by parents for boarding related expenses.

A Saving Account: This account is for banking funds from the Boarding Account Cash Book that cannot be put to immediate use.

School Infrastructure Account: – for banking infrastructure grants from GoK and Maintenance and Improvement (M&I) funds. It is illegal to spend grants from any other account. Therefore all grants must be transferred whole into this account. Schools with income generating activities shall open separate bank accounts for the same. School who receive NGCDF support must open an account for the project as provided for by the CDF Act.

OPERATIONAL PROCEDURES FOR SCHOOL BANK ACCOUNTS In addition to the above, the following procedures will continue to apply: 

•  Each account must have a separate cash book;
• All schools must acknowledge the receipt of funds by a letter to the CDE/uploading an official receipt on the NEMIS plat form;
• A receipt is issued to every learner for the capitation amount received for every disbursement; d) Schools must post on their notice boards the amounts received;
• Schools have the freedom to operate a fourth bank account to cater for development funds;
• No virement is authorized from the Tuition Account;
• All CDF and donations or funds from Harambee must be receipted officially and entered into the school Cash books. These include incomes from hire of school facilities e.g. grounds, classrooms, halls or billboards on school compounds.

FINANCIAL OBLIGATIONS

All schools’ management, especially, principals, are expected to ensure prudence in the use of school funds and to adhere to the laid down financial regulations as stipulated in the reviewed Handbook on Financial Management for Public Secondary Schools, Teacher Training Colleges And Technical And Vocational Colleges In Kenya issued by the MOE, the Public Finance Management Act, 2012 and the Public Procurement and Disposal Act, 2015.  All stipulated accounting procedures and other necessary measures, including cost-saving, must be adhered to by all schools at all times. In addition, the following will apply:-  

• Schools shall NOT enter into financial contracts e.g. Hire purchase, bank loans or mortgages without the express written approval of the Cabinet Secretary in line with Section 18 of 4th Schedule of the Basic Education Act, 2013.
• Every principal shall be responsible for application and utilization of funds as the accounting officer of the school. Guidelines of the same shall be given before the actual disbursement.

GUIDELINES FOR BOARD OF MANAGEMENT (BOM) EMPLOYEES MOE will continue to disburse funds to support the BOM employees. To minimize the cost of secondary education it is necessary to rationalize the recruitment of such cadre of staff. It shall be the responsibility of the boards to hire Non–Teaching Staff at terms commensurate with qualification and capacity to pay. It is also important for schools to hire persons who are qualified for the job. 

TRANSFERS AND RE-ENTRY Cases of re–admission of dropouts and transfer should be dealt with on individual basis and as stipulated in the student transfer guidelines. All transfers must be handled through the NEMIS system. 

ENROLMENT DATA It shall be the responsibility of the principal to ensure accurate data is available in NEMIS and every student is fully registered on the platform. Every student has been issued with a UPI number. This must be used at all time during admission and transfers. Transfers of students should be avoided in the course of the academic year and may only be sanctioned by the Director General under special circumstances. Disbursement of capitation will be done using the data available in the system. Schools which received capitation for students above the enrollment will be penalized and the principal surcharged for loss of public resources as provided for in Public Finance Management Act, 2012 Sections 197,198 and 202.  Schools enrollment data in NEMIS as at 30th November 2019 will be used to disburse funds for term one of 2020. Principals are therefore required to update their records in NEMIS. Hence forth, any change of bank accounts will be effected at the head quarter with school request for change forwarded by the sub county director of education. 

MAINTENANCE AND IMPROVEMENT FUNDS Ministry of Education has made a decision to review to Ksh.5,000 per student the amount for M&I per year to cater for ensuring a proper learning environment with adequate school infrastructure and other improvements. Similarly, for boarding schools, an additional KSh 2,000 is provided for. This vote should only be used for immovable assets and other form of infrastructure in the school that may require upgrading. Approval must be sought from the relevant office on utilization of the funds under this vote. Detailed guidelines will be issued on the approval of projects under this fund. 

INSURANCE AND STUDENTS MEDICAL COVER BY NHIF The Ministry of Education entered into a contract with National Hospital Insurance Fund (NHIF), which requires the latter to offer comprehensive medical cover to all the students in public secondary schools with effect from 1st May 2018. Principals are therefore required to acquaint themselves with the terms of the cover to ensure that students access quality health services from NHIF accredited health facilities and cease requesting parents to meet medical expenses. Schools are required to fully register a student in NEMIS for a NHIF number to be generated to ease students accessing services even when on holiday. Students should be advised to inform their parents about the UPI numbers. In addition all school principals should sent death notification letters to the Principal Secretary within seven (7) days of death of any student in their schools and also help their parents/guardians fill a claim form for last expense and group life benefits payment.  The Ministry will retain Ksh.1350 from the medical vote head to fund the medical cover. The rest of the vote head funds will be disbursed to schools to meet insurance related expenses. 

INELIGIBLE EXPENDITURES As stipulated in the Public Finance Management (PFM) Act, 2012, 

• Every public officer employed in a public entity shall comply with the Constitution and all laws relating to the conduct of public officers when carrying out a responsibility or exercising a power under this Act.
•  Without prejudice to PFM Act provisions, a public officer shall ensure that the resources in his/her purview are used in a way, which is   lawful and authorized; and Effective, efficient, economical and transparent;
•  All procurement of goods and services is to be carried out in accordance with Article 227 of the Constitution and the relevant legislation on procurement and  disposal of assets.
•  An Accounting Officer may not authorize payment to be made out of funds  earmarked for specific activities for other purposes other than those activities.  Ineligible expenditure will arise when such expenditures do not adhere to the law and are not aligned towards the goal of students learning, which are the school‘s main activities.