The Kansas New Hire Directory offers many options that make it easy for employers to report new hires. The options available are listed below.
Electronic Reporting
Data Entry Method:
- Login to the KansasEmployer.gov site.
- Choose the Select button that corresponds to the "Enter new hire information" option.
- Enter the hiring company's FEIN and Kansas Serial Number.
- If you are a Liable Employer, select "Continue" from the Liable Employer Verification page.
- 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.
- Enter the new hire information.
- Select "Update."
- A confirmation message "Employee record inserted successfully" will appear briefly at the top of the page.
- 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:
- Login to the KansasEmployer.gov site.
- Choose the Select button that corresponds to the "Upload new hire information file" option.
- Select the Submit button to choose your new hire data file for upload.
- Select Browse to locate your file.
- Choose Open on the pop-up screen once you have found and selected the data file.
- Select Upload. (This process copies the data file to our server but it does not actually process the data in it.)
- Select Add New Hires to process the uploaded new hire data.
- A “Submission Complete” message will display indicating the number of records in the new hire data file which were successfully processed.
- 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.
Non-Electronic Reporting
Printed List - If you are unable to export your new hire information in an electronic format, you might be able to have your software create a printed list containing the required new hire data.
The printed list should contain all of the required information on the New Hire Reporting Form, should be created using at least a 10-point font size, and have the employer's name (please use corporate name), Federal Employer Identification Number and address clearly displayed at the top of the report.
W-4 Form - If you choose to submit page 1 of a completed W-4 form as a new hire report, please ensure that each W-4 is easily readable and has the employer’s name, Federal Employer Identification Number and address written at the top of each form.
The address and Fax numbers for submitting printed materials are found below.
Other Reporting Methods
Payroll Service: If you use a payroll or accounting service, consider asking the service to report your new hires for you. Leading payroll services are already electronically reporting new hires for thousands of employers.