Download TSC Subsistence Claim Form

When teachers or secretariat staff travel for official duty—whether it’s for drama festivals, national exam coordination, or sports competitions—they are entitled to Subsistence Allowance (Per Diem). The TSC Subsistence Claim Form (officially TSC/ACC/12) is the document used to claim reimbursement for meals and accommodation expenses incurred while away from your workstation.

In 2026, the Finance Act 2025 and updated SRC guidelines have significantly improved the per diem landscape in Kenya, raising the tax-free limit and standardizing rates across all counties.

FAQ: Claiming Subsistence Allowance in 2026

Q: What is the difference between an Imprest and a Subsistence Claim?

A: An Imprest is an advance (money given before you travel). A Subsistence Claim is for reimbursement (money you claim after you return). If you didn’t get an imprest, you use the TSC/ACC/12 form to get your money back. If you did get an imprest, you use a surrender form to account for it.

Download TSC Subsistence Claim Form

Q: What are the 2026 Subsistence (Per Diem) Rates?

A: As of 2026, the SRC has standardized local travel rates. Unlike previous years where “Cities” like Nairobi paid more than “Other Towns,” many rates are now harmonized by job group:

Job Groups K-N (D4): Approximately Ksh 11,200 per day.
Job Groups P-R (E2, E1, D5): Approximately Ksh 14,000 per day.
Job Groups F-J: Approximately Ksh 6,300 per day.
Note: Always check the current month’s circular as the Finance Act 2025 now allows up to Ksh 10,000 per day tax-free.

Q: Can I claim for a one-day trip?

A: Yes, but you must be at least 50km away from your workstation for more than 6 hours. This is often referred to as a “Lunch Allowance” rather than a full per diem.

Q: What documents must I attach to my claim?

A: The TSC accounts department is very strict. You must attach:

The Original Invitation Letter/Memo: Directing you to perform that specific duty.
Work Ticket: If you used a government vehicle.
Bus/Matatu/Train Tickets: If you used public transport.
Certificate of Attendance: From the event or workshop.
A copy of your ID and Payslip.

Q: How long does it take to get paid?

A: Claims submitted to the County or Headquarters are typically processed within 14 to 21 working days. Ensure your bank details on the form match your T-Pay (Payslip) account to prevent electronic transfer failures.

Q: Is there a time limit for filing a claim?

A: Yes. Under TSC Regulations, all claims should be submitted within three (3) months of the journey. Claims submitted later than 90 days are often rejected unless accompanied by a very strong explanation letter from your Head of Institution.

Pro-Tips for a Faster Reimbursement

Avoid Alterations: Do not use correction fluid (White-out). If you make a mistake, cross it out neatly and sign next to it, or start a new form.
Head of Institution’s Stamp: Ensure the form is stamped and signed by your Principal or Headteacher. For Headteachers, the Sub-County Director must sign as the “Forwarding Officer.”
Logbook Copy: If you used your private vehicle (with prior approval), you must attach a copy of the vehicle’s logbook and an AA distance chart.