Kansas employer tax information
About Kansas employer tax information
With Square, you can run payroll, pay your taxes and stay ahead of the compliance to focus on running your business. This guide is intended for your state taxes only. It’s important to note that laws vary by jurisdiction, and this guide does not attempt to address all jurisdictions or federal taxes — for example, counties or cities often have requirements that differ from federal and state law.
Before you begin
To sign up for Square Payroll in Kansas, you must be registered with the Kansas Department of Revenue and Kansas Department of Labor so we can pay and file your state taxes.
The Kansas Department of Labor typically requires employers to file and pay unemployment taxes starting in the quarter that wages are first paid. If you become liable for unemployment taxes and register an account in a later quarter, it may be necessary to file these taxes retroactively. Visit the Kansas website or contact the Kansas Department of Labor directly to determine your requirements and ensure any outstanding tax filings are completed promptly to avoid penalties.
For Kansas Department of Revenue , you need your:
Kansas Withholding Account Number, 036-XXXXXXXXX-F01 (“036” + Federal EIN + “F01”)
Kansas Filing Frequency (quad-monthly, semi-monthly, monthly, quarterly, or annually)
For Kansas Department of Labor, you need your:
Kansas UI Account Number (6 digits)
Kansas Contribution Rate
Kansas payroll tax details
Square Payroll processes the following per the frequency for the listed state agencies.
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Withholding Tax Payment (Form KW-5): processes per pay run
The withholding tax payment made by Square Payroll serves as both the payment voucher and filing. This form will not appear in your Tax Forms in Square Dashboard.
Annual Withholding Tax Return (Form KW-3): processes annually
W-2 Reporting: processes annually
Unemployment Insurance Payment/Filing (Form K-CNS 100/101): processes quarterly
New Hire Reporting: processes per new employee
Make Kansas payroll tax payments
To make Kansas withholding tax payments, you must be registered with the Kansas Department of Revenue Customer Service Center. If you’re not registered, you can register at the Kansas Department of Revenue Customer Service Center.
To pay online, sign in to DOR Customer Service Center website and select Make an EFT Payment.
For questions about withholding tax payments, visit the KS DOR website, send them an email at KDOR_BusinessTaxEServices@ks.gov, or call 785-296-6993.
To make Kansas unemployment insurance tax payments, you must be registered with the Kansas Department of Labor and have a Kansas UI Account Number. If you’re not registered, register on the Kansas Department of Labor website.
Log in to the Kansas DOL website to make unemployment insurance tax payments.
For questions about unemployment tax payments, visit the KS DOL website, send an email to kdol.uitax@ks.gov, or find the phone number for your local office on the KS DOL website.
Make Kansas payroll withholding tax filings
Annual reconciliation returns are due by February 28 for the preceding calendar year. This return summarizes the employee taxes you’ve withheld during the year, and is due is in addition to providing each of your employees with a federal Form W-2 summarizing the employee’s withholding for the year. You must include copies of the W-2s sent to all of your employees working in Kansas.
-To file online, use the Kansas TaxWeb site. Payments can be made online by electronic funds transfer (EFT). Complete Form EF-101, Authorization for Electronic Funds Transfer, to authorize EFT payments.
To file by mail, download Form KW-3, and mail return with any tax payment due to the address indicated on the form.
- For questions about withholding tax payments, contact the Kansas Department of Revenue at 785-368-8222 or email them at tac@kdor.ks.gov.
W-2s are due by January 31 for the preceding calendar year. When filing Form KW-3, Annual Withholding Tax Return, you must also file W-2s for all employees working in Kansas:
- To file online, use the Kansas TaxWeb website.
- To file by mail, include copies of the W-2s sent to all of your employees working in Kansas with your Form KW-3, and mail return to the address indicated on the form.
For questions about withholding tax payments, contact the Kansas Department of Revenue at 785-368-8222 or tac@kdor.ks.gov.
Make unemployment insurance tax filings in Kansas
Unemployment insurance tax reports and payments are due by the last day of the month following the end of the calendar quarter (for example, on April 30 for the first quarter). Larger employers with 50 or more employees are required to file and pay electronically. Smaller employers can file and pay electronically or on paper.
- To file online, use the KansasEmployer.gov website and pay any taxes due using Electronic Funds Transfer (EFT).
- To file by mail, download Form K-CNS 100 and include the completed form with a check for any payments due. Reports filed by mail are considered filed as of the date they are placed in the mail (postmark date).
If you meet the requirements for unemployment insurance tax liability at any time during a year, you must file a quarterly report for all quarters of that year. You also must file a quarterly report for every subsequent quarter, even if there were no reportable wages or contributions (payments) due for the quarter. You will be subject to a penalty if you fail to file.
For more information on state unemployment taxes, contact the Kansas Department of Labor at 785-296-5000 or at uitax@dol.ks.gov.
Amend duplicate tax filings in Kansas
The Kansas Department of Labor (DOL) allows you to correct any misreported payroll on your Form K-CNS 100/101 by submitting an amended return. Here are some general guidelines for completing your adjusted return:
-Download Form K-CNS 111, Adjustment to Quarterly Wage Report.
- Obtain a copy of the Form K-CNS 100/101 that was originally filed. This is needed to complete the “Total Reported” section of the amendment.
- Submit your completed return to the address listed on the form.
File your Form K-CNS 111 with the DOL as soon as possible to avoid unnecessary penalties or fees from underreporting your wages and taxes. If you have any questions, please contact the Kansas Department of Labor 785-296-5000 or visit the Kansas Department of Labor website.
Register as a new employer in Kansas
Register on the Kansas Department of Revenue website as a new business. You will receive your Tax ID Number immediately after completing the registration online.
After 3-5 business days, call the agency at 785-368-8222 to receive your filing frequency.
Register on the Kansas Department of Labor website as a new business. You will receive your UI Account Number immediately after completing the registration online.
Find your Kansas tax account numbers, rates, and filing frequency
You can find your Withholding Account Number on any previous Form KW-5, or on any notices you have received from the Department of Revenue. If you’re unable to locate your account number, contact the agency at 785-368-8222.
You can find your UI Account Number on any previous Form K-CNS 100, or on any notices you have received from the Department of Labor. If you’re unable to locate your account number, contact the agency at 800-292-6333.