Kansas Payroll Rules

Frequency of Payments

You must pay your employees at least once per month on regular paydays.

Manner of Payments

You may pay your employees by cash, check, or direct deposit.

You may pay your employees by payroll card, if the employees can make at least one withdrawal per pay period at no cost to them for an amount up to their net wages. You may not charge initiation, loading, or other participation fees, except the cost required to replace a lost, stolen, or damaged card.

Payment Upon Separation

If an employee leaves your company for any reason, you must pay them by the next regular payday.

Deductions

You may only make deductions from any employee’s paycheck if

• required or empowered to do so by state or federal law;
• the deductions are for medical, surgical, or hospital care or service, without financial benefit to the employer and are recorded in the employer’s books;
• the employee has given written consent to the deductions; or
• the deductions are for contributions to an automatic enrollment in a retirement plan (like a 401(k), 403(b), 408, 408A, or 457) established by the employer.

You cannot deduct the following:

• cash shortages;
• breakage, damage, or loss of the employer’s property;
• required uniforms;
• required tools; or
• other necessary items.

Uniforms & Other Required Equipment or Tools

Kansas does not have any laws about whether you can require an employee to purchase a uniform or equipment necessary for them to do their job.

Pre-Hire Medical, Physical, & Drug Tests

Kansas does not have any laws about whether you can require employees to pay for pre-hire exams.

Notice of Wage Reduction

You must notify your employees, in writing or through a posted notice, of any changes to wage rates, day of payment, or place of payment before the change.

Paystubs

For each pay period, you must give each employee a paystub itemizing the deductions made.

Recordkeeping

For each employee, you must keep the following records for at least three (3) years:

• name,
• occupation,
• rate of pay,
• amount paid each pay period, and
• hours worked each day and each workweek.

Notices

If an employee requests it, you must notify them (in writing, through posted notice, or as required by a collective bargaining agreement) of

• their rate of pay and of the day and place of payment;
• any changes to wage rates, day of payment, or place of payment;
• employment practices and policies regarding
  • vacation pay,
  • sick leave, and
  • any other benefits to which the employee is entitled and which have a direct impact on their wages payable.