Kansas payroll tax and registration guide

Why is this important?

To maintain compliance with state payroll tax regulations, you must provide the following information before you can use OnPay to run payroll:

State Employer Identification Number and state/local tax IDs
Tax rates - State tax offices set these rates based on the type, age, and size of your business
TPA and power of attorney - Most tax offices require this before we can submit quarterly wage reports and deposits on your behalf

This information must be provided and maintained by you in order for OnPay to accurately file and deposit tax payments for your company. OnPay is not responsible for any penalties or interest that incur due to missing or incorrect company tax information.

Each state has its own requirements, so if you pay employees in more than one state, you’ll find separate tax guides for each state.

Let Middesk handle your state tax registrations

Want help registering your business with state agencies? We've partnered with Middesk to make it simple for you to stay compliant in your state — and every state — when hiring employees.

Register with state agencies and get the tax IDs you need within minutes
Manage all your government accounts in one place using Middesk's intuitive platform
Stay compliant by managing agency mail and notices from your Middesk dashboard
Foreign Qualify with the Secretary of State to create payroll tax accounts

Learn more about Middesk

See what information you need to provide OnPay, and what taxes and filings OnPay handles for Kansas Employers.

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:

All Kansas employers	What is this?
Make sure your business is registered with the Kansas Department of Revenue	Allows your business to file and pay taxes in Kansas More info >
Make sure your business is registered with the Kansas Department of Labor	Allows your business to pay required unemployment insurance in Kansas More info >
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 More info >
Provide OnPay with your Kansas Unemployment ID	A 6 or 7-digit number unique to your account with the Kansas Department of Labor More info >
Provide OnPay with your Kansas Contribution Rate	A tax rate you receive annually from the Kansas Department of Labor More info >

Taxes and filings OnPay handles for Kansas Employers

Withholding Tax

KW-5	Withholding Tax Deposit Report	- Semi-monthly, Monthly, Quarterly, Annual
KW-3	Annual Withholding Tax Return & Transmittal		- Quarterly
Form HW-30	Employer’s Annual Transmittal of Kansas Income Tax Withheld from Wages		- Annual
Form HW-2	Statement of Kansas Income Tax Withheld and Wages Paid		- Annual

Unemployment Insurance Tax

K-CNS 100	Quarterly Wage Report and Unemployment Tax Return	- Quarterly
K-CNS 101	Quarterly Wage Report - Continuation Sheet	- Quarterly

Other

New Hire Report (Filing)

New Hire Report

- As required

Where you can find the tax account numbers you need

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