Contact Us

Kansas New Hire Directory
P.O. Box 3510
Topeka, KS 66601-3510

Phone: 888-757-2445 (Child Support Enforcement Office)
Phone: 785-581-7700
Phone: 888-219-7801
Fax: 888-219-7798
Email: KDOL.NewHires@ks.gov

FAQs

Are labor unions and hiring halls required to report?

Labor unions and hiring halls must report their own employees; that is, individuals who work directly for the labor union or hiring hall. If the labor union or hiring hall simply refers individuals for employment, it does not need to file new hire reports for these actions. If a labor organization actually pays the individuals whom it refers (as opposed to having them paid by the person or entity to whom they have been referred), the labor organization would be considered the “employer” and subject to the new hire reporting requirements.
Do I have to include my FEIN on line 10 of the W-4? The instructions say to include it only if I sent it to the IRS?

Yes, if you are sending in your new hire report by W-4, you must include the employer name, address and Federal Employer Identification Number (FEIN) in blocks 8 and 10 of the W-4 form. If you have more than one FEIN, please make certain you use the same FEIN you use to report your quarterly wage information when reporting new hires.
Do I need to report an employee who worked for a couple of hours or days then quits?

If the employee filled out a W-4 form and only worked for a few hours, that employee must be reported. Although that employee is no longer with your company, there is useful information that can be obtained, such as home address and work history.
Do temporary agencies have to report their new hires for every assignment?

Temporary agencies are responsible for reporting their workers who sign a W-4 form and report to an assignment. Workers need to be reported only once; they do not need to be reported each time they report to a new client. If the worker has a break in service from your agency and a new W-4 form is required, then a new hire report is also needed.
I am an employer who has more than one address. Which one should I list?

The address where you want income withholding orders sent should be used. A street address is preferred, as long as you can receive mail there.
I am an employer with employees in more than one state. What special considerations, if any, need to be made for this?

New hire reporting is required in all 50 states. One of the goals of new hire reporting legislation is to make it as easy as possible for employers to comply. For those employers with employees in more than one state, there are two convenient options for reporting.
I provide employee information on my Quarterly Wage Reports. Why must I also report the employee as a new hire?

New hire information from the Quarterly Wage Reports becomes available two to six months after the date of hire. When you immediately report new hires, there is an improved chance of locating the individual while employed and the required child support action can be promptly taken. In addition, fraudulent unemployment insurance and workers compensation benefit payments can be quickly detected.
If I take over a business, do I have to report all of the employees?

No, not if these employees have previously been reported. Employers must report any newly hired or re-hired employees who are hired after the takeover date.
Why do we need new hire reporting?

New hire reporting speeds up the child support income withholding order process, expedites collection of child support from parents who change jobs frequently and quickly locates alleged fathers/non-custodial parents to help in establishing paternity and child support orders. New hire reporting helps children receive the support they deserve. Employers are a key partner in ensuring financial stability for many children and families and should take pride in their role.

New Hire Reporting

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Overview

Federal and State law requires employers to report newly hired and re-hired employees in Kansas to the New Hire Directory within 20 days of the hire. (See New Hire Reporting Statutes below)

Employers must report any employee who returns to work after a separation of 60 consecutive days or more, including layoffs, furloughs, unpaid leave, or termination. This also applies to employees who remain on payroll during a break in service or gap in pay and then return to work.

Rehire reporting requirements include teachers, substitutes, seasonal workers, and other returning employees.

NOTE: The Kansas New Hire Reporting does not have access to specific child support information and does not have the ability to answer questions directly related to child support.

How to Report New Hires

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 Multi-state employers for "Multi-state" New Hire Reporting; and
Allows employers with many work sites to centralize their new hire reporting.

Note: Please make sure submitted reports are complete and easily legible.

The preferred form used for KDOL reporting new hire information is New Hire Reporting Form (K-CNS 436). File electronically by following the steps below.

New Hire Reporting Instructions

Login at KansasLabor.gov
Click the Menu icon on the left side of the dashboard
Choose New Hires
You will be taken to the New Hires Application where you will continue following the instructions to report new hires

If you have any questions about electronic reporting or require technical assistance, please contact us at the New Hire Directory Office.

File Layout Guidelines for Upload Method

Pursuant to Federal guidelines for providing information for the Kansas New Hires Directory, please supply the information shown in the following tables.

Note the following guidelines that apply to all data elements and record formats for text documents:

All alphanumeric data are to be in upper case.
All alphanumeric data are to be left justified.
All numeric data are to be right justified and zero filled.
All dates are to be in the Year 2000-compliant format MMDDYYYY.
Name and city data are to be stripped of special characters except for the hyphen.
State and territory abbreviations in addresses should be the US Postal Service abbreviations.
Name fields should not include suffixes such as "Jr.", "Sr." and "III".
The employer address will be where child support orders should be sent.
Include a carriage return in position 828.
File name will be the first eight digits of the FEIN of the first record.

Field Name	Location or Position	Length	Description and Remarks
Record Type	1-1	1	1=New hires; 2=Separations (optional); 3=Job refusals (optional)
Filler	2-2	1	Space
Employee SSN	3-11	9	As reported by employee

Employee Names	Location or Position	Length	Description and Remarks
First Name	12-27	16	At least one character; No special characters
Middle Name	28-43	16	If non-blank; at least one character
Last name	44-73	30	AT LEAST one character; No special characters, except for hyphen

Employee Address	Location or Position	Length	Description and Remarks
Street Address (1)	74-113	40	Non-blank
Street Address (2)	114-153	40	Optional
Filler	154-193	40	Spaces
City	194-218	25	At least two characters. No special characters, except for hyphen
State	219-220	2	Valid state or territory abbreviation. Canadian province abbreviations should be entered here.
Zip Code (1)	221-225	5	US ZIP Codes must be numeric. For international postal codes, please enter the first five characters.
Zip Code (2)	226-229	4	The +4 extension of US ZIP Codes. For international postal codes, please enter up to four additional characters, if available.

Employee Information	Location or Position	Length	Description and Remarks
Foreign Country Code	230-231	2	If present, use FIPS code.
Filler	232-279	48	Spaces
Employee Date of Hire	280-287	8	Format MMDDYYYY Date of Hire cannot be a future date. Current or past date ONLY.
Employee Return Date	288-295	8	Optional - Format MMDDYYYY
Reason Code	296-296	1	Optional; 1=Quit; 2=Fired; 3=Leave of Absence; 4=Lack of work; 5=Labor-Dispute; 6=Other
State Hired In	297-298	2	Valid state or territory abbreviation. Canadian province abbreviations should be entered here.
Comments	299-553	255	Optional

Employer Information	Location or Position	Length	Description and Remarks
Federal EIN	554-562	9	Federal Employer Identification Number REQUIRED
Filler	563-564	2	Spaces
Employer Account Number (EAN)	565-574	10	Employer Account Number (EAN) or 0000000000 if you do not have a serial number.
Employer Name	575-619	45	At least two characters.

Employer Address	Location or Position	Length	Description and Remarks
Street Address (1)	620-659	40	At least two characters
Street Address (2)	660-699	40	Optional
Filler	700-739	40	Spaces
City	740-764	25	At least two characters
State	765-766	2	Valid state or territory abbreviation. Canadian province abbreviations should be entered here.
Zip Code (1)	767-771	5	US ZIP Codes must be numeric. For international postal codes, please enter the first five characters.
Zip Code (2)	772-775	4	The +4 extension of US ZIP Codes. For international postal codes, please enter up to four additional characters, if available.

Employer Foreign Address	Location or Position	Length	Description and Remarks
Foreign Country Code	776-777	2	If present, use FIPS code
Filler	778-827	50	Spaces. All data submitted beyond position 827 will be ignored.

New Hire Reporting Law

75-5742

State directory of new hires; collection, deletion, confidentiality and transmission of information.

The department of labor is hereby designated as the agency to collect the new hires information required by the personal responsibility and work opportunity act of 1996. The secretary of labor shall contract with the secretary for children and families to provide the information needed to be in compliance with the personal responsibility and work opportunity act of 1996.
The state directory of new hires shall receive, retain and, to the extent permitted by federal law, make information reported to the directory available pursuant to subsection (c).
Except as otherwise permitted by federal law, any agency receiving information from the state directory of new hires shall handle the information as confidential information for use in administering the programs for which it was received. The state directory of new hires shall make information available:
- Upon implementation of the national directory of new hires, to the national directory;
- And to the secretary for children and families for use in administering an eligibility verification system and, not later than May 1, 1998, the title IV-D program.
Any employer who reports electronically or magnetically and is required to report newly hired employees to more than one state may elect to transmit all such reports to one state by complying with the requirements of title IV-D.
Beginning July 1, 1999, the secretary of labor shall annually delete information about individuals contained in the new hires directory if the information is at least two years old. Nothing in this subsection shall be construed as requiring the secretary of labor to delete information needed to administer the employment security or workers compensation programs.

75-5743

Same; duty to submit information.

All employers and labor organizations doing business in this state shall submit information concerning each new employee to the secretary of labor within 20 business days of the hiring, rehiring or return to work of the newly hired employee or within 20 business days from the date the newly hired employee first receives wages or other compensation from the employer. The information shall include the newly hired employee’s name, address, social security number and the date services for remuneration were first performed by the newly hired employee and the employer’s name, address, federal tax identification number and any other information as may be required by section 453A of the social security act, 42 U.S.C. § 653a.
For purposes of this section, the term “newly hired employee” means an employee who has not previously been employed by the employer, or was previously employed by the employer, but has been separated from such prior employment for at least 60 consecutive days.
The Kansas department for children and families shall have access to such information to match the employee’s social security number with title IV-D cases.

New Hires Outreach Program

We need your help to communicate with employers who may be unaware of the benefits and requirements of New Hire Reporting. Do you:

Belong to an Association or other Organizational Group with other employers?
Network with other employers in similar industries?
Provide professional advice to employers? (Accountants, Consultants, etc.)

If you answered yes, then we need your help! We would like to provide you with some tools such as flyers, forms, or public speakers to help spread the message about New Hire Reporting. To order any of the those tools, let us know how you can help, or to find out more, please contact 888-757-2445 or DCF.CSSEmployers@ks.gov.

The Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA)

The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) is a federal law considered to be a major welfare reform. It was signed into law on Aug. 22, 1996, by President Clinton. The law contains strong work requirements, a performance bonus to reward states for moving welfare recipients into jobs, state maintenance of effort requirements, comprehensive child support enforcement and supports for families moving from welfare to work – including increased funding for childcare and guaranteed medical coverage.

Among its provisions, PRWORA required each state to operate a child support enforcement program meeting federal requirements. Provisions include:

National new hire reporting system:
The law established a Federal Case Registry and National Directory of New Hires to track delinquent parents across state lines. It also required that employers report all new hires to state agencies for transmittal of new hire information to the National Directory of New Hires. The law also expanded and streamlined procedures for direct withholding of child support from wages.

Computerized state-wide collections:
The law required states to establish central registries of child support orders and centralized collection and disbursement units. It also required expedited state procedures for child support enforcement.

Streamlined paternity establishment:
The law streamlined the legal process for paternity establishment, making it easier and faster to establish paternity.

Uniform interstate child support laws:
The law provided for uniform rules, procedures and forms for interstate cases.

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