Important KDOL System Update: Action Required for Employers
The Kansas Department of Labor (KDOL) is updating its unemployment insurance reporting systems through the Unemployment Insurance Technology Enhancement (UITE) project. This change will affect all employers with unemployment tax obligations. Please review the key points below to ensure your business is prepared:
1) New Unemployment Tax Account Numbers: KDOL will transition from 6-digit to 10-digit account numbers. Be sure to update these in payroll systems after Q3 wage reports are filed. Failing to use the new format could lead to rejected filings.
a. Employers will keep their existing UI account numbers, but they will be reformatted to a 10-digit number (one zero at the beginning and three zeros at the end).
2) Payroll System Updates: Update your Kansas unemployment tax account number within your payroll software to before 4th-quarter filings. Ensure these updates are in place to avoid disruptions as the old system will no longer be available and the new system will reject filings using the account number in the old format.
a. QuickBooks Online (QBO) Users: At this time, QBO is still determining how to manage this nationwide unemployment account number change for users. We will share an announcement with specific instructions once QBO finalizes its procedures.
b. QuickBooks Desktop Users: Edit the Kansas unemployment tax number while updating your Kansas unemployment tax rate for 2025: Lists > Payroll Item List > KS-Unemployment Company (double click to edit) > follow the screens to update the account number and unemployment tax rate for 2025.
3) New Login Needed: Starting November 19, 2024, employers with existing KDOL accounts must create a new login to access important updates like Experience Rating Notices and claims tools.
a. Registration Details: You can begin registering for a new account at 8 a.m. on November 19. If you attempt to register before this, you will need to re-register once the system goes live.
b. Why Register? Even if you work with a Third-Party Administrator (TPA), we recommend creating your own account for uninterrupted access to KDOL correspondence and account info.
c. Portal Downtime: The KDOL Employer Services portal will be unavailable from November 13, 2024, at 5 p.m. to November 19, 2024, at 8 a.m..
For more information and a timeline of changes, please visit the KDOL website: KDOL UITE Resources
The 2025 Employer Experience Rating notices are being sent out and will continue to arrive through December. Be sure to watch for these important notices to ensure you update your payroll software before processing your first payroll in 2025. If you're working with Varney & Associates for full payroll services, please upload a copy of your 2025 experience rating to your Firm360 client portal as soon as you receive it. This will help us ensure your payroll is set up correctly for the upcoming year.
Stay proactive to ensure a smooth transition and compliance!
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