Kansas registration and tax info

What you need to do

• Add a new work address in Gusto for a different state, and;
• Hire an employee and assign them to that address.

Cost and timeline

Prices vary by state. You can see the cost, process, and how long it takes in step four below.

What the process looks like

1. You give us some basic business information.
2. Gusto and CorpNet will check your info.
3. Your registration is usually submitted within 3–5 business days.
4. Watch for mail with your tax account numbers and rates from the state. The state usually sends your tax account numbers and rates directly to you.
   
   • Heads up: If CorpNet does not enter some information into Gusto, they can show you how to do it yourself.

Third-Party Agent (TPA) authorization reminder

Some state agencies need Gusto to have TPA access to file and pay your taxes. Usually, CorpNet does not set this up, so you’ll have to do it yourself after registration. Work with CorpNet directly to see if they’ve set up TPA for any specific agency.

Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA is not needed right now. 

• If you're already on the state-specific registration article, scroll to see if there's an “Authorize Gusto” section below.

Prices vary by state. You can see the cost, process, and how long it takes in step four below.

1. Sign in to Gusto.
2. Click the Taxes & Compliance section and select Tax setup.
3. Under “[State name] Tax Setup”, click Have us register for you.
   • The state will only show up if you’ve added a company work address there and assigned an employee to it.
4. Look at the price, process, and how long it'll take.
   
   • We will not charge you until you send in your order.
5. Click Continue.
6. Answer a few questions to see if you're eligible.
   • We can only register for you if you do not already have a state account.
7. Click Save & continue.
8. Enter some company information (we'll fill in what we already know).
9. Click Save & continue.
10. Tell us who the responsible party is. This is the person in charge of the company’s tax matters and good standing. 
    • If you're a nonprofit and need help, check our FAQs below.
11. Click Save & continue.
12. Enter some state-specific operational information.
13. Click Save and continue.
14. Review all info carefully. Mistakes can delay things. 
    • Heads up: State and local agencies might add fees or take longer than expected. CorpNet will notify you if that happens.
15. Check the box to confirm your info is correct and agree to the Terms of Service.
16. Click Send registration order.
    • We’ll email you with order updates and add the cost to your next monthly bill.

Some reminders

• In most cases, you need to give Gusto third-party access (TPA) to your tax accounts.
  • Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA is not needed right now.
    • If you're already on the state-specific registration article, scroll to see if there's an “Authorize Gusto” section below.
  • CorpNet may be able to help set up TPA for some state agencies. Work with them directly to see if they can help.
• Keep an eye on your mail for registration details (tax account numbers and rates).
  • Some states will send your tax account numbers and rates this way. CorpNet will tell you how you’ll get your tax account information.

When your order is complete, you’ll receive emails from both Gusto and CorpNet. They’ll detail the next steps, which include:

• Reviewing registration details
• Any other state-specific instructions

Before your order is done, use the link in the state registration email from Gusto to check your order's status.

You can also check the status in your Gusto account:

1. Sign in to Gusto.
2. Click the Taxes & Compliance section and select Tax setup.
3. Scroll to the state's section.
4. Click Check the status of your registration.

If your order is still in progress, you can cancel from your Gusto account:

1. Sign in to Gusto.
2. Click the Taxes & Compliance section and select Tax setup.
3. Scroll to the state's section.
4. Click Check the status of your registration.
5. On the right-side of the page, under “Changed your mind?”, click Cancel your order.
6. Let us know why you're canceling.
7. Click Cancel your order.

If you were already charged, you'll get a refund in a few business days.

If you canceled your order but would like to re-open it, contact CorpNet directly at (888) 449-2638. Or email them at [email protected].

Q: Can I run payroll before my registration is done?

A: Yes, you can usually run payroll before all state tax info is added in Gusto. You may be asked to enter tax rates and tax deposit frequencies, but can use temporary info.

Important reminders

• We cannot submit tax payments or filings until all tax account numbers are added.
• If you run payroll before finishing registration, you might get notices about late tax payments or filings. Any penalties are your responsibility.
• If you’re only registering for unemployment tax and do not have your rate yet, use the new employer rate for your state in Gusto until you get the correct one. Update the rate once you get it.

Q: Can I use Gusto to register in a new state without a Federal Employer Identification Number (FEIN)? What if my business is merging or being acquired?

A: No, you need a FEIN in Gusto to get registration help for state taxes.

If your business is merging or being acquired, CorpNet cannot help with registration. You'll need to work with a tax advisor and state agencies directly.

Q: Where can I find my tax information?

A: You can find your tax info in several places: 

• In Gusto: Click the Taxes & compliance section and select Tax setup, then scroll to state tax setup.
• In CorpNet: Create an account and sign in to see your info.
• In your state’s online portal: Find your account details there.
• By mail: Some agencies send tax info by mail. If that happens, CorpNet will let you know, and you'll need to enter this info in Gusto.

Gusto’s state tax registration service does not contain tax, legal, financial, or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer, HR expert, or accountant for specific guidance.

Q: What if I'm not liable for unemployment tax yet?

A: If you want CorpNet to start setting up an unemployment account number before you're liable, you can:

• Use today’s date as the first date the employee(s) in the new state will be paid. 
• Enter the start date of the quarter you expect to meet the liability threshold.
  • Check the state’s liability info in the Register on your own section (go to the SUI dropdown). If there’s no info, contact the state agency directly.

Q: Can CorpNet help if the responsible party is international without an ITIN or SSN?

A: CorpNet might be able to help. Contact them at [email protected] or 1(888) 449-2638.

Q: Why am I unable to enter 0% ownership for the responsible party or add a commercial owner?

A: Some states have a 1% minimum for the responsible party ownership percentage. These states include ID, KS, MN, OH, SC, DC, DE, MD, NJ, NY, and RI.

You’ll need to place registration orders directly with CorpNet outside of Gusto or register directly with the agency.

Some states require an individual owner to be listed. If you’re a non-profit or unsure, contact CorpNet for help at [email protected] or 1(888) 449-2638.

Q: Does CorpNet help with giving Gusto third-party access (TPA) for tax payments?

A: In most cases, you need to give Gusto third-party access (TPA) to your tax accounts.

• Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA is not needed right now.
  • If you're already on the state-specific registration article, scroll to see if there's an “Authorize Gusto” section below.
• CorpNet may be able to help set up TPA for some state agencies. Work with them directly to see if they can help.

Q: Does CorpNet help close state tax accounts?

A: No, you'll need to close the tax account yourself.

• Kansas Department of Revenue (DOR) – income tax withholding
• Kansas Department of Labor (DOL) – unemployment tax

Register online and get your withholding account information in less than five business days—if you register by mail, it can take up to five business days for the agency to receive the request, and even longer for them to accept it. Keep these time frames in mind when planning your first Kansas payroll.

1. Head to the Kansas Department of Revenue. 
2. Read the overview of the process, and click Customer Service Center at the top to get started.
   • Reminder: You may also need to register with the Kansas Secretary of State—visit the Kansas Business Center for more information about establishing and maintaining a business in Kansas.
3. Scroll below the login fields, and click Register now.
4. Complete all remaining fields or prompts—if you're asked for details about Gusto as you register, you can find those details below. 

Details you may need to complete registration

• Agent name: Tomer London
• Firm Name: ZenPayroll Inc
• Federal Employer Identification Number (FEIN): 453942850
• Email: [email protected]
• Address: 1201 16th St. #350, Denver, CO 80202
• Phone Number: (415) 935-0230

A few days after you've registered, you can call the agency at (785) 368-8222 and ask for your:

• Account number, and;
• Tax filing frequency (aka deposit schedule). 

Enter the tax account information in Gusto

After a work address in Kansas is assigned to one or more employees, you can add your tax account information:

1. Go to the Taxes & compliance section and select Tax setup.
2. Scroll to the “Kansas Tax Setup” headline and select Manage taxes.
3. Click Edit to enter your withholding account number.
   • If you edit a tax account number after payments or filings have already been made, there may be tax implications. Learn how to pull reports in Gusto that can help you correct any historical tax issues related to tax account number updates.
4. Click Edit next to “Filing Frequency” to let us know your agency-assigned tax filing frequency.
   • If you do not know your filing frequency, select the most frequent schedule for now (to prevent late payments or penalties), and reach out to the agency to confirm what it should be. You can always update the filing frequency at a later time.

Most companies in Kansas must start paying unemployment insurance tax once they have:

• Paid $1500 in wages during a calendar quarter or;
• Had at least one Kansas-employee working for any part of the week, for 20 or more different weeks during a calendar year.

Your business type (general, non-profit, etc) can impact when the company is responsible for paying this tax. We recommend contacting the agency to confirm when the company will be liable.

Running payroll in Gusto before you're required to pay unemployment tax

If you need to run payroll but do not yet meet the requirements, Gusto lets you enter the new employer rate for Kansas temporarily. Update the rate once you get it.

Register for unemployment tax

1. Register here with the Kansas Department of Labor (DOL) online to get your account number and contribution rate instantly—if you register by mail, it could take 2–3 weeks to get your tax account info.
   • If you get stuck, try these agency-FAQs or contact them directly at (785) 296-5027.
2. After you've registered, give Gusto the third-party access (TPA) we'll need to file and pay unemployment taxes on your behalf.

Once registered, the Kansas DOL will give you a:

• Six-digit employer account number—this will be included in all future correspondence from the agency.
• Contribution rate
  • If you do not know your rate, call the agency at (785) 296-5027.

Enter the tax account information in Gusto

Once a valid Kansas address has been added in Gusto for one or more employee(s), you can add your tax account information:

1. Click the Taxes & compliance section and select Tax setup.
2. Scroll to the “Kansas Tax Setup” headline and select Manage taxes.
3. Click Edit to enter your six-digit unemployment tax number and contribution rate.
   • If you need to update your rate, learn how here.
   • If you edit a tax account number after payments or filings have already been made, there may be tax implications. Learn how to pull reports in Gusto that can help you correct any historical tax issues related to tax account number updates.

Withholding account number

If you've run payroll in Kansas previously, you can find your Withholding Account Number by:

• Reviewing the "Withholding Tax Deposit Report (KW-5)" from the DOR or;
• Calling the agency at (785) 368-8222.

The account number typically ends in “01” unless the account has been closed, and re-opened.

Tax filing frequency

If you've registered with the Department of Revenue, you should have been assigned a tax filing frequency.

If you do not know your filing frequency, select the most frequent schedule in Gusto (to prevent late payments or penalties), and reach out to the agency at (785) 368-8222 to confirm what it should be. You can always update the filing frequency at a later time.

Unemployment tax account number

If you’ve paid employees in Kansas before, you can find your unemployment tax number by:

• Looking at the "Notice of Liability or Quarterly Wage Report & Unemployment Tax Return (K-CNS 100)" from the Kansas Department of Labor (DOL), or;
• Calling the Kansas DOL at (800) 292-6333.

Update to employer portal (Nov 2024)

In Nov 2024 (initially Sep, but delayed), the Kansas DOL will update their employer portal and change how account numbers are formatted:

• For registered employers, your account number will stay the same but will be reformatted to start with a '0' and end with '000.'
  • This means your six-digit account number will now be 10 digits long.
• New employers who register after the update will automatically get a 10-digit number.

Unemployment tax rate (“contribution rate”)

You can find your Kansas Contribution Rate by:

• Checking the “Experience Rating” notice from the Kansas Department of Labor, or
• Calling the agency at (800) 292-6333.

Remember to give Gusto third-party access (TPA) so we can file and pay unemployment taxes for you.

If you do not have your rate yet, enter the new employer rate for Kansas temporarily. Update the rate once you get it.

After a work address in Kansas is assigned to one or more employees, you can add your tax account information:

1. Click the Taxes & compliance section and select Tax setup.
2. Scroll to the "Kansas Tax Setup" headline and select Manage taxes.
3. Click Edit to enter your withholding account number and tax filing frequency—your account number typically ends in “01”(unless the account has been closed, and re-opened). 
   • If you do not know your filing frequency, select the most frequent schedule in Gusto (to prevent late payments or penalties), and reach out to the agency at (785) 368-8222 to confirm what it should be.
4. Click Edit to enter your six-digit unemployment tax number and contribution rate.
   
   • If you need to update your rate, learn how here.

If you edit a tax account number after payments or filings have already been made, there may be tax implications. Learn how to pull reports in Gusto that can help you correct any historical tax issues related to tax account number updates.

Update to employer portal: The Kansas DOL updated their employer portal, "KansasEmployer.Gov", in Nov 2024. After Nov 19, old logins no longer work. Employers have to create new usernames and passwords to use the new portal. 

Gusto needs third-party authorization to the KS DOL so we can pay and file your unemployment taxes.

If you run into any issues, the employer overview video walks you through how to add a user (at ~1:19.)

1. Sign in to your Kansas Department of Labor account—if you haven't registered for one yet, you'll need to complete the new user registration first. 
2. Click My User Profile. 
3. Click Add User. You may be asked to enter your:
   • PIN—if you don't know this, call the agency at (785) 296-5027.
   • Account number
4. Enter Gusto's "User Name": zenpayroll1
5. For authorization, select Tax & Wage Report to give Gusto the ability to file your quarterly reports.
6. Complete the steps to add Gusto as a user.

Once added, you should see a screen with a list of usernames authorized to file on your behalf—"zenpayroll1” should be on the list.