Updated September 18, 2023
This article will cover:
- What information OnPay needs from you
- What state and local taxes and filings OnPay handles for Kansas employers
- Where you can find the tax account numbers needed
- Paying employees in other states?
Why is this important?
For employers who pay employees in Kansas, use this guide to learn what’s required to start running payroll while keeping compliant with state payroll tax regulations. Without this information, OnPay will be unable to file or deposit any Kansas tax payments for your company. Any penalties and interest that accrue from missed tax payments will be your company’s responsibility.
What information OnPay needs from you
Use this checklist to make sure you’ve covered everything required to set up your account as a Kansas employer so OnPay can accurately file and pay taxes on your behalf:
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✔ |
To do: |
What is this? |
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Make sure your business is registered with the Kansas Department of Revenue |
Allows your business to file and pay taxes in Kansas |
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Make sure your business is registered with the Kansas Department of Labor |
Allows your business to pay required unemployment insurance in Kansas |
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Provide OnPay with your Kansas Tax ID, Filing Frequency, and Access Code |
The employer identification number and PIN issued by the Kansas Department of Revenue |
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Provide OnPay with your Kansas Unemployment ID |
A 6- or 7-digit number unique to your account with the Kansas Department of Labor |
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Provide OnPay with your Kansas Contribution Rate |
A tax rate you receive annually from the Kansas Department of Labor |
What state and local taxes and filings OnPay handles for Kansas employers
OnPay handles the filing of all state and local taxes for businesses in Kansas, including:
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Type of Tax |
Form ID |
Form Name |
Frequency |
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Withholding |
KW-5 |
Withholding Tax Deposit Report |
Semi-monthly, monthly, quarterly, & annual |
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KW-3 |
Annual Withholding Tax Return & Transmittal |
Annual |
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State W-2 |
Wage and Tax Statement |
Annual |
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Unemployment |
K-CNS 100 |
Quarterly Wage Report and Unemployment Tax Return |
Quarterly |
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K-CNS 101 |
Quarterly Wage Report - Continuation Sheet |
Quarterly |
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Other |
New Hire Report (Filing) |
New Hire Report |
As required |
Where you can find the tax account numbers needed
If you are an existing employer who has previously run payroll in Kansas, you likely already have the IDs and online accounts needed for OnPay to process your tax filings.
If you are a new employer in Kansas, you will need to register your business with the Kansas Department of Revenue and the Kansas Department of Labor. This must be completed for OnPay to be able to file and pay your Kansas taxes.
Kansas State Tax ID, Filing Frequency, and Access Code
Existing Kansas Employer:
- You can find your Kansas Tax ID on the Withholding Tax Deposit Report (KW-5) received from the Kansas Department of Revenue. If you cannot locate this number, please call the agency at (785)-368-8222.
- You can find your Filing Frequency on the notice sent to you by the Department of Revenue at the beginning of the year. If you’re unable to locate this, contact the agency at (785) 368-8222.
- Your e-file Access Code is located on the notification letter you received when registering with the Kansas Department of Revenue. If you cannot locate this number, call the KDOR Electronic Services Unit at (800)-525-3901.
New Kansas Employer: Register with the Kansas Department of Revenue
- Register online with the Kansas Department of Revenue.
- You will receive your Tax ID number immediately after completing the registration.
- A few days after registering, call the agency at (785) 368-8222 to receive your filing frequency.
Unemployment Account Number and Contribution Rate
Existing Kansas Employer:
- You can find your Unemployment Account Number on the Notice of Liability or Quarterly Wage Report & Unemployment Tax Return (K-CNS 100) or on any other notices you’ve received from the department.
- Your Kansas Contribution Rate can be found on the Experience Rating Notice you receive from the Department of Labor.
- If you cannot find these numbers, contact the agency at (800) 292-6333.
New Kansas Employer: Register with the Kansas Department of Labor
- Register online with the Kansas Department of Labor.
- You'll receive your account number and tax rate instantly once you have completed the online registration.
- New employers generally have a Contribution Rate of 2.7% (6.0% for new employers in constriction), with a wage base of $14,000. If you're unsure of what your Contribution Rate is, call the agency at (800) 292-6333.
Paying employees in other states?
If you operate in multiple states or just have employees working from home across a state line, it's important to file the correct state forms for those workers. See what forms we file in the states where you pay employees.
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