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Kansas tax forms

KS KW-3 annual W-3
KS KW-3 annual W-3 Purpose

To report a reconciliation of tax withheld during the year.

Interval: A

Full name: Withholding Tax Return
Submission by mail
  • Employers can also submit reports online.
  • Mail copies of the W-2 and 1099s, with a copy of an electronically filed KW-3 return, to:
    Withholding Tax
    Kansas Department of Revenue
    915 SW Harrison St.
    Topeka KS  66612-1588
Notes - Postal
  • This annual return is due on on or before January 31st of the succeeding calendar year.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Employers with 51 or more employees must file this reconciliation online.
  • If the business closes during the year, then this is due within 30 days of the payment of the final wages or discontinuation of business.
Notes - Online
  • This return is due on on or before January 31st of the succeeding calendar year.
  • Employers must submit this form along with W-2s and/or 1099s.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • If the business closes during the year, then this is due within 30 days of the payment of the final wages or discontinuation of business.

KS KW-5 quarterly 941
KS KW-5 quarterly 941 Purpose

To report tax withheld by the employer to the state on a quarterly basis.

Interval: Q

Full name: Withholding Tax Deposit Report
Notes - Online
  • Employers that have paid less than the tax withheld in a period must file an additional return for that period.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Do not adjust prior quarter wages on this report.
  • Employers correcting a previously filed return must submit a paper return.

KS K-CNS 100 quarterly UI
KS K-CNS 100 quarterly UI Purpose

To report wages and unemployment tax for the quarter to the state.

Interval: Q

Full name: Quarterly Wage Report & Unemployment Tax Return
Submission by mail
  • Employers can also submit reports online.
  • Mail to:
    Kansas Department of Labor
    PO Box 400
    Topeka KS  66601-0400
Submission online

Employers with 50 or more employees must file this return online.

Notes - Postal
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Employers with 50 or more employees must file this return online.
  • Employers discontinuing their business must aubmit their final return within 15 days of selling or closing the business.
  • Employers must keep a copy for their records.
Notes - Online
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Employers discontinuing their business must aubmit their final return within 15 days of selling or closing the business.

 

Kansas new hire forms

KS new hire
KS new hire Purpose

To report newly hired and re-hired employees to the state.

Interval: Nhe

Full name: New Hire Report
Submission by mail
  • Mail to:
    New Hire Directory
    PO Box 3510
    Topeka KS  66601-3510
  • Or fax to:
    • (888) 219-7798
    • (785) 291-3423
    • (785) 291-3424
  • Employers can also submit reports online.
Submission online

Employers who submit reports online shall submit the reports at most, twice a month, 12 to 16 days apart.

Print: 1 copies on Letter paper

Notes - Postal
  • Employers must submit this report within 20 days of start date. A re-hire is an employee who has returned after a separation of at least 60 days.
  • An employer may be fined $10 for each instance of failure to report an employee and $100 per employee if a conspiracy to not report exists between the employer and employee.
Notes - Online
  • Employers must submit this report within 20 days of start date. A re-hire is an employee who has returned after a separation of at least 60 days.
  • An employer may be fined $10 for each instance of failure to report an employee and $100 per employee if a conspiracy to not report exists between the employer and employee.

KS K-4 certificate W-4
KS K-4 certificate W-4 Purpose

For newly hired employees to report their withholding exemption to their employer. It is also for employees who have recently changed their tax status which will affect their withholding exemptions.

Interval: Nhe

Full name: Employee's Withholding Allowance Certificate
Submission by mail
  1. Give a blank form to a new employee or to employees who have changes in their tax situation.
  2. The employee fills up this form and returns it to the employer.
  3. Employers must keep a copy for their records.

Print: 2 copies on Letter paper

Notes - Postal
  • The employee's status of "Single" or "Joint" may differ from the status claimed on their federal Form W-4.
  • If the employer does not receive a K-4 form from the employee, they must withhold state income tax from wages without exemption at the "Single" allowance rate.

KS K-4C exemption certificate
KS K-4C exemption certificate Purpose

To be used by nonresidents to file exemption from state withholding tax.

Interval: Nhe

Full name: Nonresident Employee Certificate
Submission by mail
  • This form does not need to be submitted to the Department of Revenue.
  • Employers must keep a copy for their records.

Print: 2 copies on Letter paper

Notes - Postal
  • If there's any change at all that needs to be reported, employees must file a new Form K-4C within 10 days.
  • The percentage indicated on Form K-4C does not determine the amount of Kansas wages or other compensation to be reported on the federal W-2.

 

Federal tax forms

IRS 940 FUTA annual
IRS 940 FUTA annual Purpose

To report federal employer tax that is used to help fund state workforce agencies.

Interval: A

Full name: Employer's Annual Federal Unemployment (FUTA) Tax Return
Submission by mail
  • Due on or before on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.

[CustomAddress us-fed-940-nopay]

Notes - Postal
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Employers filing this form online, do not need to submit a paper return.
  • Do not adjust prior quarter wages on this report.

IRS 944 annual
IRS 944 annual Purpose

To report all federal tax which was withheld from employee's salary by the employer.

Interval: A

Full name: Employer's Annual Federal Tax Return
Submission by mail
  • The IRS will notify employers eligible to file this form instead of Form 941.
  • This form is due on or before January 31st of the succeeding calendar year.
  • Staple multiple sheets in the upper left corner when filing. [CustomAddress us-fed-944-nopay]

Print: 2 copies on Letter paper

Notes - Postal
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Do not adjust prior quarter wages on this report.
  • Employers must keep a copy for their records.

IRS 1096 annual
IRS 1096 annual Purpose

To transmit all 1099s issued for the current year.

Interval: A

Full name: Annual Summary and Transmittal of U.S. Information Returns
Submission by mail
  • Fill in Page 1 (Copy A) by hand (use black ink) using the official IRS copy.
  • Employers can also submit reports online.
  • Send this form and Copy A of all 1099 issued (page 2), to IRS: [CustomAddress us-fed-1096]
Notes - Postal
  • Employers filing this form online, do not need to submit a paper return.
  • Employers who issued 250 or more 1099s must file online.
  • Other due dates:
    • 31st January: Paper filing when reporting non-employee compensation.
    • 28th February: Paper filing for other than those with entries in box 7.
    • 31st March: if filing online.
Notes - Online
  • Fill in Page 1 (Copy A) by hand (use black ink) using the official IRS copy.
  • Employers must use FIRE when submitting reports online.
  • Employers filing this form online, do not need to submit a paper return.
  • Employers who issued 250 or more 1099s must file online.
  • Other due dates:
    • 31st January: Paper filing when reporting non-employee compensation.
    • 28th February: Paper filing for other than those with entries in box 7.
    • 31st March: if filing online.

IRS 1099 MISC annual
IRS 1099 MISC annual Purpose

To record payments made by businesses to independent contractors or non-employee whom you paid $600 or more, or $10 or more in royalties.

Interval: A

Full name: Miscellaneous Income
Submission by mail
  • Send this form (1099-MISC) to a contractor (non-employee)
    • Page 1 - Copy A is submitted to the IRS by the employer/company
    • Page 2 - Copy 1 is submitted to the state tax department by the employer/company
    • Page 3 - Copy B is for the contractor or individual non-employee
    • Page 4 - Copy 2 is given to the contractor or individual non-employee for filing with the state tax return
    • Page 5 - Copy C is kept by the employer/company [CustomAddress us-1099]
  • Employers can also submit reports online.
Submission online
  • This is for non-employee individuals who the employer has:
    • Paid $600 or more to the contractor or $10 or more in royalties during the year.
    • Showing the total amount paid for that year.
  • Submit page 1 (Copy A) of Form 1099-MISC online.
  • The other pages can be printed and sent out.

Print: 1 copies on Letter paper

Notes - Postal
  • This is for non-employee individuals who the employer has:
    • Paid $600 or more to the contractor or $10 or more in royalties during the year.
    • Showing the total amount paid for that year.
  • Use only the official Page 1 (Copy A) from IRS, do not print and send Page 1 (Copy A) to IRS.
    • The official Copy A has a special red ink
  • The other pages can be printed and sent out.
  • Other due dates:
    • 31st January: Paper filing when reporting non-employee compensation.
    • 28th February: Paper filing for other than those with entries in box 7.
    • 31st March: if filing online.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
Notes - Online
  • Other due dates:
    • 31st January: Paper filing when reporting non-employee compensation.
    • 28th February: Paper filing for other than those with entries in box 7.
    • 31st March: if filing online.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.

IRS W-3 annual
IRS W-3 annual Purpose

Summary page of all W-2 forms issued by the employer to the federal government.

Interval: A

Full name: Transmittal of Wage and Tax Statements
Submission by mail
  • on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • We are officially approved by the SSA as a black-and-white Copy A provider. It means you are allowed to print and submit Copy A from your user area.
  • Make sure to set "Actual size" in the print dialog. DO NOT use "Fit" or any other scaling.
  • Employers can also submit reports online.
  • Send one copy of form W-3 with copy A of forms W-2 to:
    Social Security Administration
    Direct Operations Center
    Wilkes-Barre PA  18769-0001
Submission online
  • on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.

Print: 2 copies on Letter paper

Notes - Postal
  • Employers filing this form online, do not need to submit a paper return.
  • Employers must keep a copy for their records.
  • This form requires no payment.
Notes - Online
  • Employers filing this form online, do not need to submit a paper return.
  • Employers must keep a copy for their records.
  • This form requires no payment.

IRS 941 quarterly
IRS 941 quarterly Purpose

To report all federal payroll tax which was withheld from employee's salary by the employer.

Interval: Q

Full name: Employer's Quarterly Federal Tax Return
Submission by mail
  • This form is due on Apr 30, Jul 31, Oct 31, Jan 31 (month end following the end of the quarter).
  • Staple multiple sheets in the upper left corner when filing. [CustomAddress us-fed-941-nopay]

Print: 2 copies on Letter paper

Notes - Postal
  • Employers must keep a copy for their records.
  • Employers must file this return even if there are no reportable wages or taxes due for the reporting period.
  • Do not adjust prior quarter wages on this report.

IRS 941 Schedule B
IRS 941 Schedule B Purpose

Use this schedule to show your tax liability for the quarter.

Interval: Q

Full name: Report of Tax Liability for Semiweekly Schedule Depositors
Submission by mail
  • Semi-weekly schedule depositors must attach this to form 941.
  • Employers with a tax liability less than $2,500 for the quarter do not need to complete this form. [CustomAddress us-fed-941-nopay]
Notes - Postal
  • Do not use the form to show your deposits.
  • Do not send any payment with this return.
  • Do not adjust prior quarter wages on this report.

 

Federal new hire forms

IRS W-9
IRS W-9 Purpose

This form is used to request taxpayer identification number of an employee or independent contractor and to request certain certifications and claims for exemption.

Interval: Nhc

Full name: Request for Taxpayer Identification Number and Certification
Submission by mail
  • Return to the requester. Do not send to the IRS.

Print: 1 copies on Letter paper

Notes - Postal
  • Employers may develop and use their own form W-9 if its content is similar to the official IRS form W-9 and it satisfies certain certification requirements.
  • See certification requirements here.

USCIS I-9 verification
USCIS I-9 verification Purpose

To verify an employee's identity and to establish that the worker is eligible to accept employment in the United States.

Interval: Nhe

Full name: Employment Eligibility Verification
Submission by mail
  • Newly hired employees must complete and sign section 1, no later than the first day of employment.
  • The employee must also present acceptable documents evidencing identity and employment authorization to the employer.
  • The employer examines the employment eligibility and identity document(s) that the employee presents to determine whether the document(s) are genuine.
  • The employer then fills in section 2 relating to the documents provided by the employee.

Print: 6 copies on Letter paper

Notes - Postal
  • Section 1 should never be completed before the employee accepts a job offer.
  • The list of acceptable documents can be found on the last page of the form.
  • Do not send completed form to USCIS or Immigration and Customs Enforcement.
  • Form I-9 must be retained and stored by the employer either for three years after the date of hire or for one year after employment is terminated, whichever is later.

IRS W-4 certificate
IRS W-4 certificate Purpose

For newly hired employees to report their withholding exemption to their employer. It is also for employees who have recently changed their tax status which will affect their withholding exemptions.

Interval: Nhe

Full name: Employee's Withholding Allowance Certificate
Submission by mail
  1. Give a blank form to a new employee or to employees who have changes in their tax situation.
  2. The employee fills up this form and returns it to the employer.
  3. Employers must keep a copy for their records.

Print: 2 copies on Letter paper

Notes - Postal
  • Employees must fill this form out before their first paycheck when starting a new job or as soon as the employee's situation changes.
  • This form doesn't need to be submitted to the IRS unless the employer is required to do so.
  • Employers must keep this form for 4 years, and submit to the IRS if requested.

 

Federal employee forms

IRS W-2 annual
IRS W-2 annual Purpose

To report the amount of wages and salaries and taxes withheld for each employee to the federal and state government.

Interval: A

Full name: Wage and Tax Statement
Submission by mail
  • Due on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • We are officially approved by the SSA as a black-and-white Copy A provider. It means you are allowed to print and submit Copy A from your user area.
  • Make sure to set "Actual size" in the print dialog. DO NOT use "Fit" or any other scaling.
  • Send page 1 (Copy A) of form W-2 with form W-3 to:
    Social Security Administration
    Direct Operations Center
    Wilkes-Barre PA  18769-0001
  • Send page 2 (Copy 1) to your state, city or local tax department (if required).
  • Give pages 3, 4 & 5 (Copies B, C & 2) to your employee by on or before January 31st of the succeeding calendar year.
  • Keep copy D for the employers records for 4 years.
  • Employers can also submit reports online.
Submission online
  • Due on or before January 31st of the succeeding calendar year.
  • If the due date falls on a Saturday, Sunday or legal holiday, it must be submitted on the first working day AFTER.
  • Submit page 1 (copy A) of form W-2 online.
  • Give pages 3, 4 & 5 (Copies B, C & 2) to your employee by on or before January 31st of the succeeding calendar year.
  • Keep copy D for the employers records for 4 years.

Print: 1 copies on Letter paper

Notes - Postal
  • Do not staple forms W-2 together or to form W-3.
  • Prepare W-2s alphabetically in employee's last name or numerically using SSN number.
  • Do not send any payment with forms W-2 and W-3.
Notes - Online

Do not send any payment with forms W-2 and W-3.


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