How To Register And Formalize your Chama Online In Kenya

Registering and formalizing a Chama (also known as an investment group or savings group) in Kenya can provide legal recognition and various benefits. here is a general guideline to register and formalize your Chama online in Kenya

Here are the requirements to register and formalize your Chama in Kenya;

1. The Chama must have Articles of association and Memorandum of Association documents in place as these are vital requirements for registering a Chama.
2. The objective of the company and the activities to be conducted by the business. 
3. A small fee of Ksh 1,000 is needed to register the Chama 
4. Full names. Your full names as displayed on your ID/Passport will be used on the application 
5. Full names of the Directors if different from the shareholders. 
6. Postal addresses. Email, telephone details of the shareholders, and directors. 
7. Number of shares for each stakeholder 
8. Copy of national ID/passport of the investors and directors. Photos – must have a clear background and show all your facial features, just like a passport photo.  
9. A copy or KRA PIN certificate for all the members and directors. 
10. You need to have ten members or more to register for the Chama group. 
11. Your Chama must have a constitution that guides its activities as well as membership directives including how to nominate officials. 
12. The group should have by-laws or a constitution that guides its activities and dictates its membership including the officials. Ensure that your constitution indicates your objectives. 
13. A small fee of Ksh 1000 is needed to register the Chama.
14. Every year the registered Chama must file its annual returns by paying Ksh 100 to the registrar. Failure to submit the returns can result in the deregistration of the Chama.
15. The Chama must give two weeks’ notice to the registrar whenever they need to change the names of the officials or office posts. Please note that this notice of change must be signed by at least three officials. 
16. Also, if the Chama wants to change its constitution or name, it must apply in writing to the registrar. This compliance must be signed by the chairperson, secretary, and treasurer. Additionally, a copy of the minutes verified by the three officials must be attached to the letter.
17. Every registered Chama is required by law to hold an annual general meeting inviting all its participants. 
18. Besides the yearly returns, your Chama has to pay various fees from time to time such as change of officials, postal address, and application for constitution adjustment, request for change of officials, name search, and request for disbanding of the self-help group.

While the specific process may vary based on the nature and purpose of the Chama, here is a general guideline to register and formalize your Chama online:

1. Choose a Chama Name:
   • Select a unique and meaningful name for your Chama.
   • Ensure the name aligns with the objectives and activities of the group.
2. Define Chama Objectives and Structure:
   • Clearly define the objectives and purpose of the Chama.
   • Determine the membership criteria, roles, and responsibilities of members.
   • Establish Chama’s governance structure, including leadership positions.
3. Conduct a Members’ Meeting:
   • Organize a meeting with prospective Chama members to discuss and finalize the details.
   • Ensure members understand the objectives, structure, and potential benefits of formalizing the Chama.
4. Obtain a Chama Constitution:
   • Draft a constitution that outlines the rules, regulations, and operating procedures of the Chama.
   • Include provisions on membership, decision-making, financial matters, and dispute resolution.
   • Ensure all members review and agree upon the constitution.
5. Register and formalize your Chama online:
   • Visit the eCitizen website (https://www.ecitizen.go.ke/) and create an account if you don’t have one already.
   • Log in to the eCitizen portal and select the “Business Registration Service” option.
   • Follow the instructions to register a “Self-Help Group” or “Savings and Credit Cooperative Society” based on Chama’s structure and objectives.
   • Provide all the necessary information, including Chama’s name, address, objectives, and constitution.
   • Pay the applicable registration fee online. The fee may vary depending on the type of Chama and its objectives.
6. Obtain a Chama PIN:
   • After successful registration, apply for a Personal Identification Number (PIN) for the Chama.
   • Visit the Kenya Revenue Authority (KRA) website (https://www.kra.go.ke/) and create an account if you don’t have one already.
   • Log in to the KRA portal and apply for a new PIN.
   • Provide the required details, including Chama’s registration details and contact information.
   • Submit the application and wait for the PIN to be issued.
7. Open a Bank Account:
   • Visit a bank of your choice that offers Chama banking services.
   • Bring Chama’s registration certificate, constitution, and members’ identification documents.
   • Complete the necessary account opening forms and provide all required documents.
   • Deposit the minimum required amount to activate the Chama bank account.
   • Obtain Chama’s bank account details and any other relevant documents.
8. Maintain Records and Financial Management:
   • Keep accurate records of Chama’s transactions, meetings, and decisions.
   • Maintain a separate bank account for the Chama and ensure all funds are managed transparently.
   • Elect or appoint a treasurer to oversee financial matters and prepare periodic financial statements.
   • Comply with tax obligations and file annual returns with the Registrar of Societies and Kenya Revenue Authority.

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Remember to consult legal and financial professionals for specific guidance related to your Chama’s registration and compliance requirements.

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