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Kansas New Hire Reporting Requirements (2026)

Last updated: 2026-10-12 · Kansas's rules were checked against the state's own site and the federal OCSE reference guide on 2026-10-12

Kansas employers must report every new or rehired employee to the Kansas New Hire Directory (Kansas Department of Labor) within 20 days of the hire. That matches the federal 20-day limit. Independent contractors are not reported. Kansas asks only for the 7 federal data elements.

Deadline
20 days
same as federal
Report contractors?
No
Rehire rule
60+ days gone
federal rule
Extra required data
None
beyond the federal 7

Kansas new hire reporting rules

Kansas new hire reporting

Kansas New Hire Directory (Kansas Department of Labor)

20
days

Deadline: Within 20 days of the hire.

Electronic filers may instead send twice-monthly transmissions 12–16 days apart. The source doesn't say business or calendar days — count calendar days to be safe.

What to report

7 federal data elements (every state)
  • Employee name
  • Employee address
  • Employee Social Security number
  • Date of hire (first day the employee performed services for pay)
  • Employer name
  • Employer address
  • Employer FEIN (same FEIN used for quarterly wage reports)

No extra required fields beyond the federal 7.

Only in some cases:

  • State of hire (state where the employee works) — if reporting as a multistate employer

Optional (requested, not required):

  • Employer phone number
  • Employer fax and email

How to file

Open KS reporting site ↗

Methods: Online (KansasLabor.gov → New Hires) · File upload · Mail · Fax

Phone
888-219-7801 or 785-581-7700
Fax
888-219-7798
Email
KDOL.NewHires@ks.gov
Mail
Kansas New Hire Directory, P.O. Box 3510, Topeka, KS 66601-3510

State form: K-CNS 436, New Hire Reporting Form

Official KS requirements page

Independent contractors

Contractors not reported

Not required.

Rehires & recalls

Report employees returning after a separation of 60 consecutive days or more (layoff, furlough, unpaid leave, termination).

Penalty

No state amount published. Federal law caps any state penalty at $25 per failure; $500 if the failure results from an employer–employee conspiracy.

When is my Kansas report due?

Enter the first day of paid work to get the due date (with a calendar reminder), check whether a returning worker counts as a rehire, or fill in a Kansas report worksheet and download it as a PDF. Everything runs in your browser; employee details are never saved.

What goes on a Kansas new hire report

Federal data elements (every state)

  • Employee name
  • Employee address
  • Employee Social Security number
  • Date of hire (first day the employee performed services for pay)
  • Employer name
  • Employer address
  • Employer FEIN (same FEIN used for quarterly wage reports)

Added by Kansas

Nothing — the seven federal elements are enough.

Only in some cases: State of hire (state where the employee works) — if reporting as a multistate employer.

Requested but optional: Employer phone number; Employer fax and email.

Most states accept a copy of the employee's Form W-4 with the employer name, address and FEIN filled in, as long as any extra Kansas fields are added. Use the same FEIN you put on your quarterly wage reports.

How Kansas compares

  • Deadline: Kansas uses the federal 20-day limit, like 41 other states and DC. 9 states are stricter, with 7, 10, 14 and 15-day deadlines.
  • Contractors: 17 states require contractor reports (California, Colorado, Connecticut, Florida, Illinois, Iowa, Maine, Massachusetts, Nebraska, New Hampshire, New Jersey, New York, Ohio, Oregon, Texas, Virginia and West Virginia); Kansas does not.
  • Rehires: Uses the federal rule: report a returning worker who was gone at least 60 consecutive days.
  • Multistate employers can instead report every new hire electronically to a single state where they have employees after registering with HHS (Multistate Employer Registry).

Related for Kansas employers: Kansas payroll taxes & SUTA rate · Kansas payday & final paycheck rules · Kansas minimum wage · payroll setup checklist

Kansas new hire reporting FAQ

How long do I have to report a new hire in Kansas?

Within 20 days of the hire. That matches the federal 20-day limit. Employers that report electronically may instead send twice-monthly transmissions 12 to 16 days apart. The date of hire is the first day the employee performs services for pay. The state's source doesn't say business or calendar days, so count calendar days to be safe.

Do I have to report independent contractors in Kansas?

Not required.

Do I need to report rehired employees in Kansas?

Report employees returning after a separation of 60 consecutive days or more (layoff, furlough, unpaid leave, termination).

What information goes on a Kansas new hire report?

Every report needs the seven federal data elements: the employee's name, address, Social Security number and date of hire, and the employer's name, address and FEIN. Kansas doesn't require anything beyond those seven. Only in some cases: State of hire (state where the employee works) — if reporting as a multistate employer.

How do I report a new hire in Kansas?

Accepted methods: Online (KansasLabor.gov → New Hires); File upload; Mail; Fax. The state form is K-CNS 436, New Hire Reporting Form. Reports go to the Kansas New Hire Directory (Kansas Department of Labor).

What is the penalty for not reporting a new hire in Kansas?

Kansas doesn't publish its own penalty amount. Federal law caps any state penalty at $25 per failure; $500 if the failure results from an employer–employee conspiracy. A late report is still required.

I have employees in Kansas and other states. Where do I report?

Report each employee to the state where they work, following that state's rules, or register with HHS as a multistate employer and send all new hire reports electronically to one state where you have employees. Multistate employers that pick Kansas follow Kansas's rules for everyone and must include each employee's state of hire.

Official Sources

Figures checked against these sources on 2026-10-12

Related Resources on This Site

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General information, not legal advice. Confirm current requirements with the Kansas New Hire Directory (Kansas Department of Labor) before relying on them.