Kansas Department of Labor

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Kansas New Hire Directory Reporting

The Department of Labor has been keeping the Kansas new hire database since the state began compiling the records in 1997. Required by the Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (Public Law 104-93) it is intended to promote personal responsibility. The child support enforcement components require states to maintain a new hire database.

Within 20 days of each new hire, rehire, or employee returning to work, the employer must report the:

Social Security number, name and address of the new hire, AND the
Employer’s Federal ID number [nine digits] with the employer's name and address.

The statute requires timely reporting. The New Hire Report, K-CNS 104, and the Quarterly New Hire Summary, K-CNS 110 are obsolete and should not be used.

There are a variety of ways to comply with the statute. We encourage entering the new hire information online. It is the best method for updating current employment information. Some employers mail or fax a W4 with items 1, 2, 8 and 10 completed. An equivalent, alternative report is acceptable.

Where to report:

Online at www.kansasemployer.gov/
Upload a formatted file from www.kansasemployer.gov/
By mail: New Hire Directory | PO Box 3510 | Topeka, KS 66601-3510
By fax: (888) 219-7798 Topeka area employers may fax to our local number, 291-3423

To comply with the 1991 Telephone Consumer Protection Act, a cover page may be necessary.

Your uploaded file must be formatted to the file specifications. If you receive a rejection please review the error message and make corrections to your file before uploading again.

FTP uploads are not supported.

Multi-State Employers:

Employers with workers in several states may elect to report them to a single state. Multi-state employers who elect to report to a single state must:

Report all new hires, rehires and returns to work.
Submit electronically twice a month, a file meeting the specifications of that state.
Notify Department of Health and Human Services;

Multi-state Employer Registration
Office of Child Support Enforcement;
Department of Health and Human Services
P. O. Box 509
Randallstown, MD 21133-0509

For more information about the New Hire Directory:

Email: newhires@dol.ks.gov
Call toll free, (888) 219-7801
In Topeka, call 296-1716.

[Rev. 02/06/2006]

Kansas Department of Labor
401 SW Topeka Boulevard
Topeka, KS 66603-3182
(785) 296-5000