Kansas.gov

Electronic Reporting

Reporting new hires electronically benefits employers in a number of ways:

  • Saves on paper, processing time and postage;
  • Reduces the likelihood of errors;
  • Helps to avoid rejected records because of unreadable or missing information;
  • Qualifies Multistate employers for "Multistate" new hire reporting; and
  • Allows employers with many work sites to centralize their new hire reporting.

There are several ways employers can report electronically:

Data Entry Method:
  1. Login to the KansasEmployer.gov site.
  2. Choose the Select button that corresponds to the "Enter new hire information" option.
  3. Enter the hiring company’s FEIN and Kansas Serial Number.
  4. If you are a Liable Employer, select "Continue" from the Liable Employer Verification page.
  5. If you are a Non-liable Employer you can use the Switch to Non-Liable Verification link at this point. You would need your FEIN and zip code.
  6. Enter the new hire information.
  7. Select "Update."
  8. A confirmation message "Employee record inserted successfully" will appear briefly at the top of the page.
  9. If the hiring company has additional new hire data to enter, they can do so immediately (step 6 above) as the user will remain on the data entry page after submitting the data in step 7.
Upload Method:
  1. Login to the KansasEmployer.gov site.
  2. Choose the Select button that corresponds to the "Upload new hire information file" option.
  3. Select the Submit button to choose your new hire data file for upload.
  4. Select Browse to locate your file.
  5. Choose Open on the pop-up screen once you have found and selected the data file.
  6. Select Upload. (This process copies the data file to our server but it does not actually process the data in it.)
  7. Select Add New Hires to process the uploaded new hire data.
  8. A “Submission Complete” message will display indicating the number of records in the new hire data file which were successfully processed.
  9. If the hiring company has additional new hire data upload files to process, they can select the Back to Upload Page option which will return them to step 3 above.
Click here for detailed instructions and electronic data transmission methods for creating electronic new hire reports.

You may mail this file on a CD-ROM to:

Kansas Department of Labor
Attn: New Hire Directory
P.O. Box 3510
Topeka, KS 66601-3510

Payroll companies also may provide employers with automatic electronic new hire
reporting as an extra service. If you have questions regarding this service, please
contact your payroll service company directly.

Our goal is to make reporting your new hires as easy as possible. If you have any
questions about electronic reporting or require technical assistance, please contact us.