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Paying employees in Kansas
When hiring employees in new states, you will need to register for relevant state tax accounts to facilitate their payment. In Kansas, you must be registered with the Kansas Department of Revenue (DOR) (income tax withholding) and the Kansas Department of Labor (DOL) (unemployment tax).
Alternatively, Justworks Payroll can handle the registration process for you. We offer state tax registration services to assist with registering your business in new states. To request registration, please contact us at support@payroll.justworks.com.
Your Kansas Accounts and Rate Info
Registering for a Withholding Tax Account Number:
To start the registration process:
- Visit the Kansas Department of Revenue website.
- Review the process overview and click "Customer Service Center" at the top to begin registration.
Note: You may also need to register with the Kansas Secretary of State. For more details on setting up and managing a business in Kansas, visit the Kansas Business Center.
- Scroll down and click "Registering a Business"
- Follow the remaining prompts to complete your registration.
After registering online you will receive your withholding account information within five business days. If you register by mail, it may take up to five business days for the agency to receive your request, and even longer for approval.
Registering for an Unemployment Insurance Tax Account:
Register online with the Kansas Department of Labor (DOL) to receive your account number and contribution rate instantly. If you register by mail, it may take 2–3 weeks to receive your tax account information. For assistance, refer to the agency's FAQs or contact them directly at (785) 296-5027.
Once registered, the Kansas DOL will provide you with:
- A six-digit employer account number (included in all future correspondence).
- Your contribution rate.
Already Registered? Locate This Information
Locate Your Withholding Tax Account Number:
If you've processed payroll in Kansas before, you can find your Withholding Account Number by:
- Checking the "Withholding Tax Deposit Report (KW-5)" from the Department of Revenue, or
- Contacting the agency at (785) 368-8222.
The account number usually ends in "01," unless the account has been closed and reopened.
Locate Your Unemployment Tax Account Number and Contribution Rate:
If you've processed payroll in Kansas before, you can find your unemployment tax number and rate by:
- Reviewing the "Notice of Liability" or "Quarterly Wage Report & Unemployment Tax Return (K-CNS 100)" from the Kansas Department of Labor (DOL), or
- Contacting the agency at (800) 292-6333.
Note: September 2024 DOL Employer Service Portal Update
The Kansas DOL is upgrading its employer service portal at the end of September 2024 and will change the format of employer account numbers. Instead of six digits, the new account numbers will be ten digits.
Existing employers will retain their current number, but it will be reformatted to begin with a '0' and end with three '0's, making it ten digits long. New employers registering after the update will automatically receive a 10-digit number.
Entering State Tax Info in Justworks Payroll
Once you registered with the State and have a valid KS address added to your company’s offices, you can add your account info in Justworks Payroll by navigating to:
- Company > Settings in the left navigation bar
- Under ‘Company tax info’ click into “Kansas” to edit the state tax information
In your Justworks Payroll account, you’ll want to enter your KS Withholding Tax Account Number, Unemployment Insurance Account Number and Tax Rate.
Third-party admin access
As your payroll provider, Justworks Payroll will utilize the provided account information to manage and report your KS tax liabilities. Occasionally, the state may issue notices related to payroll taxes.
Justworks Payroll can examine these notices if granted Third-party admin access to your KS state tax account. During onboarding, we will request that you sign state specific TPA forms, which authorizes us to handle and report your taxes to the state.
Why is this important?
Justworks Payroll calculates tax liabilities as part of payroll processing. If we cannot access your KS state tax accounts, we must return any unremitted tax liabilities to your company bank account, requiring you to remit and file your company’s state taxes manually.
Disclaimer
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.