Last reviewed: July 2026
New Kansas employers need four things before their first payroll: a federal EIN, a withholding account with the Kansas Department of Revenue, an unemployment insurance account with the Kansas Department of Labor, and workers' compensation coverage once payroll passes $20,000 a year.
Table of Contents
Hiring your first employee in Kansas triggers a short list of registration requirements at the federal and state level. Miss one and you risk penalties, delayed deposits, and a messy first quarterly filing. Here's the order to work through them.
Registration Overview
Every new Kansas employer needs:
- ☑ Federal Employer Identification Number (EIN)
- ☑ Kansas withholding tax account (Kansas Department of Revenue)
- ☑ Kansas SUI account (Kansas Department of Labor)
- ☑ Workers' compensation insurance
- ☑ New hire reporting setup
- ☑ Payroll system or software
Step 1: Get Your Federal EIN
Your Employer Identification Number (EIN) is your federal tax ID, and you'll need it for every registration that follows — state tax accounts, a business bank account, and payroll itself.
Apply online at IRS.gov/EIN. It's free and you receive your EIN immediately.
Step 2: Register with the Kansas Department of Revenue
Register for a withholding tax account through the Kansas Department of Revenue. This account lets you withhold Kansas state income tax from paychecks and remit it on the schedule KDOR assigns you — annual, quarterly, monthly, semi-monthly, or quad-monthly, based on how much you withhold. Details are in the KW-100 Withholding Tax Guide.
From the Payroll Desk
Register as soon as you know you'll be hiring, not after your first payroll. Processing can take a few business days, and your account number has to exist before you can deposit anything.
Step 3: Register for SUI
Register for a State Unemployment Insurance account through the Kansas Department of Labor. You'll be assigned:
- An employer account number
- Your initial SUI rate: 2.7% for standard new employers
- Quarterly filing requirements
SUI is an employer-paid tax on the first $14,000 of each employee's wages. See our Kansas SUI Rates 2026 guide for the full rate table.
Step 4: Workers’ Compensation Insurance
Kansas generally requires workers' compensation insurance once an employer's gross annual payroll exceeds $20,000 — a payroll-dollar threshold rather than a headcount rule, which trips up some small employers who assume it only applies once they hire several people.
You can obtain coverage through private insurance carriers. Compare quotes across a couple of carriers, since rates vary by industry classification. The KDOL Division of Workers Compensation has current requirements and carrier information.
Step 5: New Hire Reporting
Federal and Kansas law require you to report every new hire within 20 days of their start date. This information helps enforce child support orders and prevent unemployment fraud.
Report online through KansasEmployer.gov. See our New Hire Reporting guide for what information you'll need to submit.
Step 6: Set Up Payroll
With registrations complete, you're ready to run payroll. Most small Kansas employers either handle this with payroll software that automates the federal, KDOR, and KDOL calendars, or work with a payroll service for a hands-off setup. Either way, check your withholding math against our paycheck calculator before your first live run, and point new hires to our W-4 Helper so their federal withholding starts off correct.
For the full first-payroll walkthrough, see How to Do Payroll in Kansas.
Frequently Asked Questions
Where do Kansas employers register for unemployment insurance?
Kansas employers register for UI (unemployment insurance) with the Kansas Department of Labor (KDOL). Registration is completed online through the agency's employer portal before running your first payroll.
Where do Kansas employers register for state income tax withholding?
Kansas employers register for state income tax withholding with the Kansas Department of Revenue. You will receive a state employer withholding account number used on all tax filings and deposits.
Do I need to register before running my first payroll in Kansas?
Yes. You must have your Kansas employer account number(s) before filing or depositing state payroll taxes. Register with the Kansas Department of Labor (KDOL) and the Kansas Department of Revenue as soon as you know you'll be hiring.
What is the Kansas new employer SUI rate for 2026?
New Kansas employers start at a standard unemployment insurance rate of 2.7% on the first $14,000 of each employee's wages, per the Kansas Department of Labor.
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Legal & Tax Disclaimer
This article is for general informational purposes only and does not constitute legal, tax, or professional advice. Employment laws, tax regulations, and compliance requirements change frequently. The information on this page reflects our understanding as of July 2026 and may not reflect recent changes in federal or Kansas state law.
Do not act or refrain from acting based solely on the information in this article. Always consult a qualified attorney, CPA, or HR professional familiar with Kansas law before making payroll or compliance decisions for your business.