MINISTRY OF EDUCATION

STATE DEPARTMENT FOR BASIC EDUCATION

All County Directors of Education

The Ministry of Education has released FDSE funds for third term of 2025 and the first quarter of the financial year 2025/2026.

The allocation per student is (Kenya Shillings three thousand ninety four and ninety two cents only) Kshs. 3,094.92.

Enrolment used was extracted from NEMIS on 22nd April, 2025 at 7:40 pm.

1.0 Vote Head Breakdown

The break down for the utilization of funds is shown in Tables 1

Table 1: Vote head Breakdown

Account Type	Item	Disbursed to Schools	Remitted	TOTALS
Tuition	Teaching & learning materials	828.80	–	828.80
Tuition	SMASSE	–	40.00	40.00
	Sub Totals	828.80	40.00	868.80
Operation	Maintenance and Improvement	600	–	600
Operation	Other Vote heads (Personnel Emoluments, internet connectivity, EWC, Adm. costs)	1,099.43	–	1,099.43
Operation	Co-curricular activities	210.00	–	210.00
Operation	Medical and Insurance	230.00	–	230.00
Operation	KEMI	–	86.69	86.69
	Sub Totals	2,139.43	86.69	2,226.12
	Grand Totals	2,968.23	126.69	3,094.42

The Ministry has remitted Ksh. 40.00 (Kenya Shillings forty only) per learner to CEMASTEA to cater for Capacity Building (SMASSE) under the tuition account.

Another Kshs. 86.69 (Kenya Shillings eighty six and sixty nine cents) per learner has been remitted to KEMI under the operations account to cater for training of Education leaders and managers.

2.0 Acknowledgment for Funds Received

You should ensure that all principals acknowledge receipt of funds by:

(i) Issuing official school receipts to the Principal Secretary, State Department for Basic Education covering both Tuition and Operation Accounts with copies to the Sb County Directors of Education (SCDEs) and yourselves i.e CDE

(ii) Acknowledging receipt of funds through NEMIS by uploading a copy of the official receipt for both accounts where applicable

(iii) Providing to you (CDE) through the Sub County Director of Education an allocation of funds dully signed by individual students

(iv) Having individual students sign form-lists that show their admission numbers and full names as in the admission register and the amount awarded.

These lists should be attached to the payment voucher kept in the school as per procedure and every student issued with a school official receipt for the allocation

This MUST be accomplished within two weeks of receipt of funds, failure to which further release of grants to such schools will be suspended.

Schools that fail to acknowledge funds within the stipulated time WILL NOT be provided with FDSE funds in subsequent disbursement.

3.0 Communication to Ministry on Capitation

You should ensure that any communication to this Ministry from all heads of institution clearly indicate the Unique Institutional Code (UIC) for the school in question for ease of retrieval of records related to the schools in question.

4.0 Authentication of data on NEMIS for schools

The CDE and their respective Sub County Directors of Education MUST authenticate and monitor the accuracy of enrolment data of their schools as reflected in NEMIS.

It should be noted that recovery will be instituted for any school that is found to have an enrolment less than the one used in the disbursement.

5.0 Transfer of Maintenance and Improvement funds

The County and Sub County Directors of Education MUST ensure Maintenance and Improvement funds are transferred from the operations account to the infrastructure account within 15 days of receipt as per the Auditor Generals directive (via circular dated 16th June 2021).

This regulation ensures proper separation of accounts, easing accountability, transparency, and distinguishing roles in managing school funds for effective infrastructure development and improvement as required.

6.0 Registration of learners on Social Health Authority (SHA) universal medical scheme

The Constitution of Kenya guarantees every citizen the right to the highest attainable standard of health, including access to health care services.

In line with this constitutional requirement, the registration of all Kenyans under the Social Health Authority is ongoing.

To support this initiative, schools must promptly inform parents and provide necessary guidance to ensure smooth registration.

Kindly ensure all parents with children in secondary schools register them under the universal medical scheme.

7.0 Content of the Circular

You are asked to communicate the contents of this circular to all Principals or public secondary schools within your jurisdiction.