What payroll deadlines should employers track?

Payroll Tax Deadlines for Employers in Kansas

Employers operating in Kansas must carefully track several payroll tax deadlines to ensure compliance and avoid penalties. These deadlines involve federal and state requirements related to tax deposits, filings, and reporting.

Federal Payroll Tax Deadlines

• Federal Tax Deposits: Employers must deposit federal income tax withheld, Social Security, and Medicare taxes according to their deposit schedule (monthly or semi-weekly). The IRS provides a tax deposit schedule based on your reported tax liability.
• Form 941 Quarterly Filing: Employers file Form 941 each quarter to report federal payroll taxes. Deadlines are April 30, July 31, October 31, and January 31 for the previous quarter.
• Form W-2 and W-3: Annual wage and tax statements must be furnished to employees by January 31 and filed with the Social Security Administration by January 31 each year.

Kansas State Payroll Tax Deadlines

• Kansas Withholding Tax Deposits: Employers must deposit state income tax withholding either monthly or semi-weekly, based on the amount withheld. Monthly deposits are due by the 15th of the following month. Semi-weekly deposits follow a schedule set by the Kansas Department of Revenue.
• Kansas Withholding Tax Returns: Employers must file withholding tax returns either quarterly or annually depending on their deposit frequency. Quarterly returns are generally due by the last day of the month following the quarter (April 30, July 31, October 31, January 31).
• Unemployment Insurance (UI) Contributions: Kansas employers must report and pay UI taxes quarterly. Reports and payments are due by the last day of the month following the end of each calendar quarter.

Operational Tips for Managing Payroll Deadlines in Kansas

• Use Payroll Automation: Automate payroll tax calculations, deposits, and filings to reduce errors and ensure timely compliance.
• Maintain Accurate Records: Keep detailed payroll and tax records to support filings and audits.
• Track Deposit Schedules: Confirm your deposit schedule with both IRS and Kansas Department of Revenue as it may change based on payroll tax liability.
• Stay Updated: As of 2026, regularly review updates from the IRS and Kansas Department of Revenue to adapt to any changes in deadlines or requirements.