USA State Payroll Rates + Resources: State of Kansas: New Hire Reporting

Purpose

The purpose of this documentation is to outline the processes and requirements associated with doing your new hire reporting in the state of Kansas. 

New Hire Reporting

There are two options to report new hires in the state of Kansas; Electronic and Non-electronic. 

Electronic Reporting:

For both electronic reporting methods listed below, you will need to use the Kansas Department of Labor website. You should have already obtained login credentials for this website when registering for Unemployment Insurance.  

For full instructions on the below reporting methods, use the FAQs found on the Reporting Basics page of the Kansas Department of Labor's website. 

  • Data Entry: You can manually enter and submit the necessary information for each employee.

  • Upload: You can create a digital list of all of your new employees and then upload it directly to the Department of Labor. 

Non-electronic reporting:

  • Printed List: If you are unable to export your new hire information in an electronic format, you might be able to have your software create a printed list containing the required new hire data. The printed list should contain all of the required information on the New Hire Reporting Form, should be created using at least a 10-point font size, and have the employer's name (please use the corporate name), Federal Employer Identification Number, and address clearly displayed at the top of the report.

  • W-4 Form: If you choose to submit page 1 of a completed W-4 form as a new hire report, please ensure that each W-4 is easily readable and has the employer’s name, Federal Employer Identification Number, and address written at the top of each form.