FAQs on Licensing and Pharmacy Practice
All applications are made online. You have to be a registered user of the online licensing portal (click here)
Every registered pharmacist or enrolled pharmaceutical technologist is eligible to apply for a practice license. It is a legal requirement to have a valid practice license at all times. Operating without a valid license is an act of professional misconduct and may lead to disciplinary action and sanctions.
Issuance of a practice license is subject to a person having attained a minimum of 20 CPD points as prescribed in the CPD guidelines. (click here to access CPD Guidelines)
Renewal of a license should commence before its expiry to avoid penalty for late renewal or any other sanctions.
The Board may refuse to issue a license with reasons as provided in section 9D of cap 244 (click here to a access the law)
Only a registered pharmacist or an enrolled pharmaceutical technologist with a minimum 3 years’ experience post-enrolment may apply for a premises license as the superintendent.
One person can only superintend over one premise at a time
There are several options depending on the registration documents from the Registrar of Companies. The business name one is applying to register should be as per the attached documentation.
- A “Sole proprietorship” applies to a business owned by one person. Attach the BN3 from
- A “Partnership” is a business owned by more than one person. Attach the BN3 from or partnership deed
- A “Private Limited Company” is a company incorporated in Kenya, often ending with “Limited”, “Ltd,” or “Inc”. Attach the Certificate of Incorporation and the CR12 Form
- Please seek guidance from PPB on other options or if not sure what to select
Please note that the online system will avail slots for attaching documents based on the business type and ownership selected.
Only paid up applications are visible to the reviewers of applications. Normal application processing times are as per commitments made in the PPB Customer Service Charter. (click here to access service delivery charter)
Processing time is counted from the date payment is received. Declined applications with queries have to be resubmitted to restart the process.
A delay may occur if payment is not immediately made or reflected. If you receive an Mpesa confirmation message and you are not able to download the receipt, then you can follow up with PPB to confirm and reconcile the payment.
All registered pharmacists and enrolled pharmaceutical technologists are required by law to obtain and have valid practice licenses at all times. In accordance with section 9C(2) of cap 244, a person is deemed to be practicing if he/she:
- engages in, conducts or carries on the dispensing, manufacture, compounding of any drugs or medicines, or offers any form of pharmaceutical care or pharmaceutical services within Kenya; or
- advertises or represents himself or herself by a title, sign, display, declaration, or other item to be a pharmacist or pharmaceutical technologist
The timelines for processing of licenses are specified in the PPB Customer Service Charter. (click here to access the service charter)
It may take much less time if the submitted application meets all requirements and all supporting documents for the type of license are attached
A freshly registered pharmacist or enrolled pharmaceutical technologist should immediately apply for a practice license which is exempt from CPD. However, the person is expected to start engaging in CPD activities. Subsequent renewal of licenses will be subject to attainment of the required minimum points.
It is a legal requirement to have a valid practice license at all times. Operating without a valid license is an act of professional misconduct and may lead to disciplinary action and sanctions.
Renewal of a license should commence before its expiry to avoid penalty for late renewal or any other sanctions. This is a legal requirement in section 9E(2) of cap 244.
No. A person can only superintend in one premise at a time. You can have several pharmacists and pharmaceutical technologists working in one place but only one will be the superintendent. The rest still need to have practice licenses under the same establishment. Note: a license does not offer services; people are licensed to offer pharmaceutical services.
Yes. There is provision in the licensing portal to apply for a license not attached to any premises.
This refers to GMP certification. A manufacturer licensed under section 35 of the Pharmacy and Poisons Act, cap 244 must comply with the prescribed Good Manufacturing Practices (GMP).
You have to contact the Pharmacy Practice office at PPB to change such details on your practice portal.
Indexing is the process of entering eligible persons into the PPB database of persons who are undertaking training at the time. It is necessary to confirm eligibility criteria for the course offered and for planning purposes - projections for examinations, internship positions and future pharmacy workforce.
The process should be initiated by the training institutions through the course administrator/coordinator not more than 3 months after admission.
Kenyan students going to study abroad should check with PPB if they meet the criteria for indexing and be cleared/indexed before proceeding for studies.
Each institution has one or two trained indexing administrators who will initiate the process of indexing and send the link.
You require the following:
- A clear copy of your national ID card (both sides)
- Academic certificates (KCSE or equivalent, KCPE or equivalent)
- College/University admission
- Degree or Diploma
- Academic transcripts
- Passport size photo
Once approved index number will be sent to your email and SMS.
No. You must be indexed before you can access exams application portal.
Kenyan students going to study abroad should check with PPB if they meet the criteria for indexing and be cleared/indexed before proceeding for studies. Those who come with qualifications obtained without having been indexed should provide certified copies of their documents which are subject to verification before indexing.
As per service charter. (click here to access the service charter)
You have to contact the Pharmacy Practice office at PPB to change such details on your practice portal.
The scope of the exams are outlined in the respective guidelines for pharmacists and pharmaceutical technologists. You can access the same from the PPB website. (click here to access the guideline)
The current prescribed examination fees are as follows:
Kenyan
Citizens Foreigners
Stage 1/ Level I 9,500/= 22,000/=
Stage 2/ Level II 7,000/= 20,000/=
NO. You have to complete school before obtaining a qualification that makes you eligible for professional exams. Successful completion of internship/attachment is a prerequisite for pre-registration/ pre-enrolment exams respectively.
You may appeal with a reason. However, you will have to pay for remarking of the examinations. This may not be the case with online exams which are automated.
You may appeal with a reason. However, you will have to pay for remarking of the examinations. This may not be the case with online exams which are automated.
One may attempt the examinations for a prescribed maximum number of 3 times. Beyond this, the person may have to undergo additional training or be allowed to go pursue other interests.
There are no special exams. If you enroll for an exam and you are unable to take it, then you will be considered for the next scheduled exams.
The portal is usually opened approximately 2 months to the scheduled examination date. Candidates are encouraged to apply early before closing to allow PPB adequate time to plan with the expected number of candidates.
You may officially request for a change with a justification. Approval is subject to assessment of the situation and availability of opportunities in the proposed internship center.
The preceptor at the internship site should put it in writing and PPB will consider an alternative site.
NO. You should apply as per the posting order. The Board may consider a change upon receiving a written request, but only under reasonable circumstances.
The internship letter addressed to the preceptor is downloadable from your portal immediately after the application is approved. This letter should be presented to the preceptor when reporting.
The process is randomized. The Board considers the capacity of each internship site to ensure interns get a chance for optimal engagement and learning experience. An intern/professional should be able to work in any part of the country. This also embodies the spirit of national cohesion.
If an intern is not able to report on time as per the posting order/letter, then there should be adequate explanation and the extenuating circumstances will be considered on a case-by-case basis.
Foreign trained pharmacists shall present their original documents and certified copies of the same for verification, equation and indexing. The rest of the processes are similar to Kenyan citizens. However, foreigners are not eligible for paid internships by the Kenyan government.
Enrolment of a foreign trained pharmaceutical technologist is subject to verification of the qualification and equation to the approved diploma offered in Kenya. The qualification should entitle the person to practice in a similar capacity in the country where it was obtained.
Yes. Registration or enrollment is the process of recognition and having the name entered in the Register of Pharmacists or Roll of Pharmaceutical Technologists respectively. However, there may be additional requirements or conditions for obtaining a practice license that authorizes a person to practice in the country
A person having any qualification recognized by law may apply for registration as a pharmacist or enrolment as a pharmaceutical technologist in Kenya, subject to meeting other prescribed requirements, including passing a professional examination and successful completion of supervised internship or attachment.
The application is deemed to be complete upon indexing, submission of the supporting documents and payment of the prescribed fees. Processing timeline will vary depending on completeness of documentation and timely completion of other processes like internship, passing examinations etc.
An applicant should be resident in Kenya and must pick the certificate in person and sign for it.
The form is annexed as part of the internship guidelines. It can also be availed separately via a link on the PPB website. (click here to access guideline)
In addition to the examination fees a person, having met all the requirements for registration or enrolment, will pay Ksh. 5,000 for the certificate.
A Certificate of Registration as a Pharmacist and a registration number, or Certificate of Enrolment as a Pharmaceutical Technologist and an enrolment number is only issued once in a lifetime. However, in case of unavoidable circumstances such as loss or damage to the original certificate, a person may apply for a replacement citing the reason, attach the necessary supporting documents, including a police abstract, and pay the prescribed fee.
Login to PPB portal>claim token icon>choose the event you want to claim token>enter the token number sent via email>claim points
Tokens are invalid when you use one token in in two different events or can be invalid/expired if you enter token in a wrong event. Each event has its own unique number.
Follow up with the CPD provider to issue you with the token as soon as the event is over.
For you to claim token you need to subscribe on the PPB portal to the specific event and make sure you attend, once you get the token claim points before it expires.
Confirm that you entered the right token to the right event.
Yes, tokens are valid until 31st December of that particular year.
Login to practice portal>CPD providers registration then fill the forms and submit.
40 CPD points for the licensing year. CPD points cannot be carried forward from the previous year.
Do self-directed learning/remedial after that do self-reporting and attached certificate obtained as evidence.
Within two months.
Points are allocated as per the guidelines. (click here to access guideline)
Short courses are useful for improving knowledge and skills. Such courses are considered for CPD.
The list is published on the PPB website. (click here to access list)
Yes. Certification can be done by a Commissioner of Oaths. Qualifications in foreign language MUST be accompanied by certified translation from the foreign mission in Kenya. Recognition of foreign universities is confirmed with the Commission for University Education (CUE), Kenya National Qualification Authority (KNQA), but PPB may still have to confirm authenticity of the documents presented from the issuing university.
The institution should apply to the Board, pay the prescribed fees and get assessed before course approval.
PPB only accepts degrees from recognized institutions. Only diploma qualifications from institutions approved by the Board will be considered for enrolment as pharmaceutical technologists.
Credit transfer is guided by established government policy and a person seeking to do the same should consult the training institution.
A person applying to be a pharmaceutical representative should do so using the PPB online services portal and submit the academic certificates, transcripts and other documents listed in the portal. If the person meets the eligibility criteria, he/she will be issued with a pharmaceutical representative number, notified by SMS and a link sent by email to sign up as a user of the portal, then proceed to make applications for a permit under the company where he/she works. If the employer changes during the license validity period or the person ceases to be a pharmaceutical representative, he/she may apply for variation.
NO. He/she must only obtain a practice license under the company.
The term “variation” refers to post-licensure changes to a license issued by the Board before its expiry. It is a legal requirement to notify the Board of any changes made after licensing for purposes of approval. The variation tab in your portal can be used to apply for changes affecting the practice license or premises/business licenses.
There are two options for variation:
- Practice variation
- Premises variation
The documents to be attached depend on the variation one is applying for and include:
- Resignation letter addressed to and acknowledged by the employer
- Appointment letter duly signed, acknowledged and stamped
- A duly executed contract between the employer and employee
- Company registration documents relevant to the type of company
Late renewal of licenses/ not renewing a license
- Operating without a valid license contrary to the provisions of the Pharmacy and Poisons Act may lead to necessary legal or regulatory actions and sanctions
- Not renewing a license before it expires may lead to penalties and payment of late renewal fees as provided by law
- Currently all licenses issued by PPB expire on 31st December of the license year.
- Please prepare early, both in terms of license fee and attainment of the requisite CPD points, to enable timely renewal
The Business Name applied for is not supported by documents attached
The application will be declined since the Board can only register businesses which are legally recognized entities in Kenya under the Companies Act, 2015 or other relevant laws of Kenya.
- Ensure the business name is registered
- If you have a business name owned by another legal entity e.g. “XYZ Pharmacy” owned by “XYZ Pharmaceuticals Ltd”, then the BN3(business name registration certificate) of XYZ Pharmacy should be scanned together with the CR12 of the Limited company and attached.
- A name search is only acceptable at the preliminary “pre-registration” screening stage. Actual certificates must be attached before making payment
Not selecting the correct business type/ Ownership
- The licensing portal only provides the slots for attaching supporting documents based on the business type and ownership selected. You will not be able to submit the documents required e.g. there will be no slot for attaching a CR12 if you select “sole-proprietorship” instead of “private limited company.”
- This can be considered as deliberately submitting false information and may attract subsequent regulatory actions
- Application will be declined or it may lead to disciplinary action
Please check the business registration documents and select accordingly. If not sure, then consult before making the application.
Falsification of ownership
- The application will be approved based on incorrect information.
- May lead to regulatory actions against the applicant
- Beneficial owners of the business must be declared and verifiable through the corresponding supporting documents
There is a declaration to be made before submitting the application. Please take a moment and confirm before clicking submit
Declaring oneself as a director when there is no evidence to support the same
- The application will be declined and may attract consequences of declaring false information
- Revocation of licenses issued based on any application which may have been prior approved with false information
Ownership/directorship/shareholding must be supported by details contained in:
- The CR12 form for limited companies
- The BN3 form for sole-proprietorships and partnerships
- Partnership deeds
Hospital facility level will be verified from the license issued by KMPDC
Sharing personal credentials with third parties to make applications
- Any activity on the PPB portal by an individual will be deemed to have been initiated and executed by the individual in person.
- The burden of any subsequent disciplinary or regulatory actions/sanctions will be borne both individually and severally by the persons involved
Do not share your PPB portal login details with anyone.
Attaching documents that are not duly executed – to support new, renewal or variation applications
The application will be declined with possible consequences
- Official letters to the Board must be properly addressed to the Registrar, signed and dated.
- Where applicable, the letter must be in the official letterhead of the sending entity
- Resignation letters must be addressed to the appointing party, duly acknowledged and stamped
- Contract agreements must be duly executed to be valid
- Termination of contracts must be duly executed
- Profile photos should be in color and of good quality
Attaching wrong documents/ just attaching anything solely to enable the application process to complete
- The application will be declined with possible consequences
- Reviewers take their time to check the documents. Do not make any assumptions
- Please check the documents before submitting. It is good practice to save and name documents correctly before attempting to attach
- If unsure of the documents you are required to submit, please refer to the guidelines or just ask
Selecting the wrong variation type
- Variations may or may not attract payment depending on the type selected
- Some variations require that you select the premises from a drop-down list and once approved, an amended license will only reflect as per your selection. This applies mainly to “practice variation” > “moving to existing premise”.
- Variation evidence depends on the type selected
- If not sure of the variation type you need to make, please refer to the guidelines or consult PPB. Do not consult another person who also doesn’t know
- Always confirm you have selected the correct premises, where applicable, before submitting
- A person making a variation application under “practice variation” > “moving to existing premise”, must select the premises from a drop-down list and confirm “YES” or “NO” under “superintendent”.
Attaching wrong/ irrelevant variation evidence
- The application will be declined with possible consequences
- Reviewers take their time to check the documents. Do not make any assumptions that it will not be detected.
- Please check the documents before submitting. It is good practice to save and name documents correctly before attempting to attach
- If unsure of the documents you are required to submit, please refer to the guidelines or just ask
Joining a pharmacy course without confirming eligibility for indexing, registration and enrolment
- The applicant will not be indexed if he/she does not meet the criteria
- The applicant will not be allowed to sit the exams
- The person will not be registered or enrolled
- Please confirm the entry requirements from the guidelines shared on the PPB website
- If not sure, make inquiries directly at the Board