TSC HOI Control Sheet: How to Submit It on T-Pay.
Heads of Institution (HOIs) now have to clear every teacher on their staff list through the HOI Control Sheet on T-Pay before TSC will process that school’s monthly salaries. This guide walks you through logging in, declaring each teacher’s status, reporting a teacher who is missing from your list, and submitting the sheet correctly the first time.
What the HOI Control Sheet Is, and Why It Now Matters
The HOI Control Sheet is a digital verification tool inside the T-Pay portal (tpay.tsc.go.ke). It replaces the old, largely centralised way TSC confirmed who was actually teaching where. Instead of TSC headquarters cross-checking payroll data on its own, the Commission now pushes that first check down to the school, where the head is best placed to know who is physically reporting for duty.
TSC rolled the Control Sheet out as a mandatory step in mid-2026, as part of a wider effort to tighten payroll accuracy and cut down on ghost workers, wrongly stationed teachers, and the overpayments or underpayments that result from stale records.
The practical effect for HOIs is this: salaries for your institution will not be processed for a given month until you have logged in, declared every teacher’s status, and submitted the sheet. TSC has also rolled out mandatory training for HOIs covering the dashboard, staff declarations, missing-staff reporting, and the certification responsibilities that come with submitting the sheet.
Because this shifts real accountability onto school heads — you are certifying, in writing, that the data is accurate — it is worth understanding exactly what each option in the system means before you start clicking through it.
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What the Control Sheet Actually Does
- Displays your full staff establishment. Every teacher TSC’s central database currently maps to your station appears in the “My Staff” list.
- Requires a status for each teacher. You cannot submit the sheet with names left undeclared.
- Flags mismatches for TSC’s attention. A wrong declaration, or a name that shouldn’t be there, gets escalated for review rather than quietly paid out.
- Captures teachers TSC’s list has missed, through a separate Missing Staff function.
- Creates a certified record. Your final submission is treated as your signed confirmation that the return is accurate.
Step-by-Step: Logging In to T-Pay
Step 1: Open the portal Go to a browser — Chrome is the most reliable for T-Pay — and navigate directly to tpay.tsc.go.ke. Avoid clicking sponsored search-result links; type the address or use a link you already know is genuine, since fake TSC-lookalike pages do circulate.
Step 2: Enter your credentials Enter your TSC Number (some accounts also accept your National ID number) as the username, then your T-Pay password. Complete the short arithmetic “security stamp” check (for example, solving 6 + 3) and click Login.
Step 3: Open the HOI Control Sheet From your dashboard, open the main menu — usually the three horizontal lines or the Dashboard dropdown in the top-left — and select HOI Control Sheet. This loads the My Staff section, listing every teacher currently attached to your institution in TSC’s records.
How to Declare Each Teacher’s Status
Every teacher on the list must be given a status before you can submit. Click the Action button beside a teacher’s name (search by TSC number if the list is long), and a dialog box will open with that teacher’s payroll and employment details.
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The system uses four status categories, not two. Getting these right matters, since a wrong declaration is what an audit will come back to:
| Status | When to use it |
|---|---|
| Correct | The teacher is genuinely reporting for duty at your station and their recorded details are accurate. |
| Incorrect | The teacher is present, but something in their record is wrong — for example, the wrong job group or a miscalculated allowance. |
| Passing | The teacher is in transit administratively — recently transferred, on approved long-term study leave, or facing interdiction — and not actively working at the station in the normal sense. |
| Not Declared | You do not recognise the name, or the person does not exist at your school. This is the flag that catches ghost workers. |
Select the status that fits, then click Confirm to save it. Repeat for every teacher on the list — the sheet will not let you submit with any name left unactioned.
Submitting the Completed Control Sheet
Once every teacher has a confirmed status:
- Scroll to the bottom of the staff list.
- Read the declaration statement carefully — it typically confirms that you have checked all staff and that the information provided is true and accurate.
- Tick the confirmation checkbox.
- Click Submit Control Sheet.
This submission is your formal certification to TSC. Keep your attendance registers and any transfer or leave documentation on file at the school, in case a later payroll audit asks you to justify an “Incorrect,” “Passing,” or “Not Declared” entry.
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How to Report a Teacher Missing From Your List
Some teachers who are genuinely working at your station — a recent transfer-in, or someone who has just resumed from leave — may not yet appear on your default digital staff list because TSC’s records haven’t caught up. For these, use the Missing Staff Control Sheet rather than trying to force them into the main list.
- Open the Missing Staff Control Sheet section.
- Click Add Missing Staff.
- Search for the teacher using their TSC number.
- Enter the exact date they reported to your station.
- Select the reason from the dropdown — options include Transfer In, Transfer Out, return from leave, or another recognised administrative reason.
- Click Save.
This routes the case to TSC for reconciliation between your school’s actual deployment and the central payroll record — it does not itself add the teacher to your payroll instantly, so keep following up if the correction doesn’t reflect within a reasonable time.
Common Mistakes to Avoid
- Leaving it to the last few days of the month. Portal traffic spikes as the deadline nears, and slow pages or timeouts cost you time you may not have.
- Sharing your password with a deputy or clerk. As HOI, the certification is legally yours; logging in as you but through someone else’s hands doesn’t change that.
- Declaring “Correct” without checking. A teacher who is on leave, transferred out, or otherwise not actually reporting should not be marked “Correct” simply because they’re familiar names on the list.
- Ignoring the Missing Staff function. A teacher genuinely working at your school but absent from your digital list will not get paid correctly until you report them — TSC will not automatically notice the gap.
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Frequently Asked Questions
Which browser works best for T-Pay? Google Chrome is generally the most reliable. If a page fails to load properly on another browser, try Chrome before assuming there’s a system-wide outage.
What happens if I mark a teacher “Incorrect” or “Not Declared”? It flags the record for TSC’s attention rather than letting it pass through unchecked. An “Incorrect” status usually triggers a data correction review; “Not Declared” is treated as a potential ghost-worker or misallocation case and is escalated accordingly.
Can I download my staff report? Yes. The dashboard’s staff data table includes download options for exporting your list — typically as Excel, CSV, or PDF — so you can keep an offline copy alongside your school records.
Does submitting the Control Sheet guarantee salaries are processed on time? It’s a necessary step, not a guarantee — payroll can still be delayed by other issues, such as unresolved queries on an individual teacher’s record. Submitting on time and keeping your declarations accurate is the main thing within an HOI’s control.
What if a transferred-out teacher still appears on my list? Declare them accurately rather than ignoring the entry, and use the Missing Staff or equivalent correction process to flag the transfer if TSC’s records haven’t updated. Leaving it unaddressed risks the teacher being paid twice or not at all.
Do HOIs get trained on this system? TSC has introduced nationwide training for Heads of Institution covering the Control Sheet dashboard, staff declarations, missing-staff reporting, and the certification responsibilities involved. If your sub-county hasn’t scheduled yours yet, it’s worth asking your Sub-County Director of Education’s office directly.
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