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Kansas New Employer Information

Congratulations on your decision to become a Kansas new employer! You will need a few things in place before you run your first payroll. For help registering your business in Kansas, check out our partner, CorpNet.

Federal and State Tax Accounts

Federal Tax Accounts:

Apply for an EIN View Details

You will need to apply for an EIN with the IRS online if you do not already have one. There is no cost to apply for an Employer Identification Number.
To read more about applying for EINs, read our help article, “Your Step-by-step Guide on How to Apply for EIN”.

Enroll in EFTPS View Details

Although it is not required, we strongly recommend having an EFTPS account. By creating an account, you will have the ability to make tax payments online or view whatever tax filings have been made on your behalf by Patriot. You can easily register online, and there is no charge to create an account.
To find out more about EFTPS, read our article, “What Is EFTPS?”

State of Kansas Tax Accounts:

Register With Kansas Department of Revenue View Details

New employers can register online with the Kansas Business Center for their state income tax (SIT) account with the Department of Revenue.

Register With Kansas Department of Labor View Details

You will need to register online with the Department of Labor for a state unemployment insurance (SUI) account.
Using this account, you will also be able to make payments, view the K-CNS 100, report new hires, and do other business requirements.

Get Your SUTA Rate View Details

Kansas new employers use 2.7% as their SUTA rate for 2024. New construction employers use 6% for 2024.
You will be assigned a state unemployment tax assessment (SUTA) rate every year by the Kansas Department of Labor.
For more information, read “What Is SUTA Tax?”

Follow Workers’ Compensation Laws View Details

Although not required for setting up payroll, Kansas requires almost all employers except for few employment categories or those with a gross annual payroll of $20,000 or less to carry Workers’ Compensation Insurance. Please visit the Kansas Department of Labor for exclusions and details for Kansas Workers’ compensation requirements.
Patriot offers free Pay-as-You-Go Workers’ Compensation integration through our partner, NEXT Insurance. All of the compliance and none of the hassle. You can request a quote right from the software!

State-mandated Insurance:

Sign up for Workers’ Comp Insurance View Details

You must have workers’ comp insurance if you have at least 1 employee in Kansas. You can sign up for workers’ comp insurance through a private provider or state-operated fund. Learn more about workers’ comp requirements in Kansas here.
Patriot’s online payroll offers free pay as you go (PAYG) workers’ comp integration with our partner, NEXT Insurance. You can get a free quote with NEXT here.

Setting Up Your New Employee:

Fill Out Form I-9 View Details

Form I-9 is required by law for all employers in the USA. This is a two-part form. The first half is to be filled out by the employee, while the second half is filled out by the employer.
You must keep each employee’s completed Form I-9 as long as the individual works for you. For more information, read, “What Should Be in an Employee File?”
For more information, read our help article, “Form I-9 In a Nutshell.”

Have Employee Fill Out Federal Form W-4 View Details

Have each employee fill out Form W-4, Employee’s Withholding Certificate, for federal income taxes (FIT).
For more information, read our help article, “What Is a W-4 Form, and What Is it Used for?”

Have Employee Fill Out State Form K-4 View Details

Use Form K-4, Kansas Employee’s Withholding Allowance Certificate state income taxes (SIT).

Report New Hires View Details

You must report new hires online within 20 days from the date of hire or rehire with the Kansas Department of Labor.
Federal and state laws require employers report every new employee they hire. For more information, read, “What Is New Hire Reporting?”

Meet Minimum Wage Requirements View Details

Kansas employers must follow the federal minimum wage rate of $7.25 per hour.
You will need to display the minimum wage poster for your employees, as required by law.

Obtain Labor Law Posters View Details

Get annual posters and all federal, state, county, and city labor law updates with Patriot’s labor law poster store, powered by PosterElite!

Once you have all the necessary information, you will be able to set up your payroll for your business.

Keep employee payroll records for at least three years. For more information, read our help article, “What Employers Should Know About Employee Payroll Records”

Let us know if you have any questions. We are here to help!

This is not an all-inclusive list for new employers. Please check with your state and federal government for full compliance.

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