Step 1 : Merchant Sign-Up

Objective: Identify possible merchants and understand the business model

Collect the following information on sign-up:  

1. Website address (if not done - a staging website is required).

2. Business address (Physical and Postal address is required).

3. Director(s) physical residential address.

4. Business email address to use for registration.

5. Director(s) copy of ID or Passport copy.

6. Company Social Media check (optional).

7. Company Registration Name and Registration Number.

8. KRA PIN Number (KRA PIN Certificate ).

9. Date of Registration.

10. Business ID (Unified Business Permit - County Government).

11. Trading name if different to registered company name.

12. Settlement Account number (Account Name, Bank Name, Account Number, SWIFT Code, Branch Code).

13. Merchant’s Exchange and Returns Policy.

Step 2 : Collect KYC Documentation

Objective: Cross check the information for accuracy and authenticity. Also check for consistency.

Documents required (all organizations)

1. Proof of Business address (Utility Bill or Lease or Ownership document etc.).

2. Kenya ID Card or Passport - Of all Directors.

3. Certificate of Incorporation or Certificate of Registration.

4. CR12 - Shareholding confirmation (no older than 3 months and specific to limited liability companies).

5. Confirmation of Business Account (Letter from Bank or Cancelled Cheque).

6. Current Unified Business Permit (if applicable).

7. Business Bank statement (3 months) [Optional].

Additional documents specific to Foreign Owned Merchant (majority shareholding)

1. Shareholders ID – natural person.

2. Proof of address (a notarized).

Other Additional Documents specific to Merchant Type:

Non-governmental Organization

1. Constitution

2. Letter from NGO Board confirming that they are duly registered with the council.

Societies (SACCO)  

1. Board resolution allowing the society to engage in ecommerce transactions and appointing signatories.

2. Signed letter from SASRA confirming registration.

3. List of Board Members.

4. Copy of bylaws and Regulations.

Financial Institutions (Micro-Finance, Investment Companies and Banks)

1. A copy of the Financial Institution’s Annual License from the Authorizing Authority.

2. Board resolution allowing the society to engage in ecommerce transactions and appointing the signatories.

3. List of Board Members.

Churches receiving donations

1. Board resolution for the church to receive donations.

2. Copy of bylaws or rules and regulations.

3. List of Board Members.

Parastatals or Government

1. Resolution authorizing ecommerce transactions endorsed by the Accountant General Office.

2. A letter from the Permanent Secretary of the line Ministry appointing signatories.

3. Gazette notice establishing the entity.

4. Name of the government owned entity.

Private Schools

1. Company sealed resolution by the governing body of the school authorizing the school to engage in ecommerce transactions and appointing the signatories.

2. List of members of the Governing Board.

3. Ministry of Education License.

Government Sponsored Schools

1. Original stamped or company sealed committee board resolution.

2. A letter of introduction from the County Education Director authorizing opening of the account and appointing signatories.

Step 3 : Verification and Approval

Applies to all new merchants (large or small)

1. Verification phone call with merchant.

2. Check information for consistency.

3. eCitizen validation of Company Registration & CR12.

4. KRA PIN check.

5. Bank Account Holder Verification (Bank letter).

6. Company Credit Check with Credit Bureau (CRB) – Optional.

7. Website check – confirm that website has SSL Certification and that the correct company name and customer service contact details appear.