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The Ultimate Guide To Kansas Sales Tax

Welcome to our handy guide on Kansas sales tax. We'll walk you through everything you need to know, from the specific sales tax rates in different counties and cities across Kansas to answering some of the most common questions. Plus, we'll guide you on how to efficiently collect and file your sales tax in Kansas.

Sales Tax Rate

6.50%

Local Rate?

Yes

Website

Kansas Department of Revenue

Sales Threshold

$100,000

Tax Line

(785) 368-8222

Transactions Threshold

NA

What is Nexus?

You'll need to collect sales tax in Kansas if you have nexus there. There are two main ways that sellers can be tied to a state when it comes to nexus: physical, or economic.

Physical nexus means having enough tangible presence, or activity in a state to merit paying sales tax in that state.

Economic nexus means passing a states' economic threshold, for total revenue, or the number of transactions in that state.

Calculating Nexus in Kansas

Physical Nexus

This happens when your business has a real, physical tie to Kansas. Think of things like owning or renting a space (office, warehouse, store), having employees in Kansas, storing inventory, or collaborating with a third-party provider rooted in Kansas. If this sounds like you, then yep, you’ll need to collect and remit sales tax for your Kansas customers.

Economic Nexus

Here’s where numbers come into play. In Kansas, if your business's annual sales – including both taxable and exempt transactions – top $100,000 in the current or previous year, you've got an economic nexus. Cross this threshold, and it's time to start collecting and remitting sales tax in Kansas.

Affiliate Nexus

Got a close connection with another entity in Kansas, like a subsidiary or a shared ownership company? This could mean an affiliate nexus for your business, bringing you into the Kansas sales tax fold.

Click-Through Nexus

This one's all about online referrals. If you've got a Kansas-based partner (like a blogger or influencer) driving traffic to your site through a link, and you pay them for it, listen up! If these referrals bring in over $10,000 in sales in the past 12 months, you've entered the realm of click-through nexus in Kansas, meaning it's time to handle sales tax.

Marketplace Nexus

Selling through online marketplaces like Amazon, eBay, or Etsy? If these platforms have a taxable presence in Kansas, they're typically the ones handling sales tax for you. But keeping tabs on the sales tax they collect is still a smart move for your peace of mind.
Did you know logo

In Kansas, if you fill a balloon with helium, it’s taxable. It’s a tax that literally rises

Sales Tax Registration in Kansas

How to Register for Sales Tax in Kansas

  1. Create an Account: Head over to the Kansas Customer Service Center website and hit "Register Now" to set up your new account. You'll need your email, a password, and to answer some security questions.
  2. Log In and Start Applying: Once your account is ready, log in and click "Apply for a Sales Tax License" to kick off your application.
  3. Fill in Your Business Info: You'll be asked for your business name, contact details, and mailing address. Accuracy is key here, as this info is crucial for official communications.
  4. Enter Your EIN or SSN: Depending on your business structure, you'll need to provide your Federal Employer Identification Number (EIN) or Social Security Number (SSN).
  5. Select Your Business Structure: Choose the type of business you're running (like sole proprietorship, partnership, corporation) from the options provided.
  6. Detail Business Owners or Officers: List down all the owners, partners, or corporate officers, along with their contact info. This ensures everyone responsible is in the loop regarding sales tax duties.
  7. Your NAICS Code: You'll need your North American Industry Classification System code, which you can find on the U.S. Census Bureau's website.
  8. Estimate Monthly Sales Tax: Kansas will want to know your average monthly sales tax liability. This helps figure out if you should file monthly, quarterly, or annually.
  9. Register for Additional Tax Types: If you deal in other taxable goods like tobacco or liquor, you can register for these taxes now too.
  10. Review and Submit: Once everything looks good, submit your application. The Kansas Department of Revenue typically takes about 10 business days to process your application and send your sales tax license.

Cost of Registering for a Kansas Sales Tax License

Here’s some great news - registering for a Kansas sales tax license is completely free!

Need an EIN for Kansas Sales Tax Registration?

Most likely, yes. You’ll need an EIN to register. If you’re a sole proprietor without employees, your SSN will do. You can get an EIN directly from the IRS website.

Other Kansas Agencies You Might Need to Register With

Your business might also need to register with other Kansas agencies, such as:
  • Kansas Secretary of State: For corporations, LLCs, or partnerships.
  • Kansas Department of Labor: If you have employees, for unemployment insurance.
  • Kansas Department of Human Services: For food-related businesses or public accommodations, for health and safety permits.

Guide to collecting sales tax in Kansas

Is Kansas an Origin or Destination Sales Tax State?

Kansas plays by the destination-based sales tax rules. This means you'll be collecting sales tax based on where your customer is located, not where you are. So, for every sale in Kansas, remember to apply the sales tax rate of your customer’s shipping address, whether it’s a home or a business.

What Sales are Taxable in Kansas?

In Kansas, you’re looking at collecting sales tax on:
  • Retail goodies like clothes, gadgets, and furniture
  • Renting out things like tools, equipment, and vehicles
  • Services such as installation, repair, maintenance, or landscaping

What About Software as a Service (SaaS)?

Yes, SaaS gets taxed in Kansas. It's seen as a taxable service because it’s essentially providing access to prewritten software.

Kansas Sales Tax Exemptions - What’s Off the Hook?

There are a few things Kansas doesn’t tax:
  • Prescription meds
  • Groceries that aren’t ready-to-eat
  • Certain farming supplies and machinery
  • Sales to nonprofits, religious and educational institutions
  • Sales to federal or state government

Who Gets a Sales Tax Pass in Kansas?

Some folks in Kansas don’t have to pay sales tax:
  • Nonprofits, religious, and educational institutions with a valid exemption certificate
  • Government agencies buying stuff for official use
  • Farmers and ranchers buying agricultural supplies and machinery for their operations

Handling Tax-Exempt Customers in Kansas

Got a customer who’s exempt from sales tax? Make sure to grab a completed Kansas Exemption Certificate (ST-28) from them. Keep this document safe – it’s your proof if there’s ever a sales tax audit.

Lost an Exemption Certificate?

Misplaced a Kansas sales tax exemption certificate? No stress, just ask your customer for a new one pronto. You need this to prove the tax-exempt sale and to stay clear of trouble during audits.
Did you know logo

Pet grooming in Kansas is taxable. Apparently, Fido’s haircut comes with a little extra.

Steps for Filing a Kansas Sales Tax Return

Your filing schedule in Kansas depends on how much sales tax you collect:
  • Monthly Filers: Collecting over $4,000 a month? You'll file and pay monthly, with everything due by the 25th of the month after the taxable period.
  • Quarterly Filers: If you're collecting between $80 and $4,000 a month, you're on a quarterly schedule. Your due dates are the 25th of the month after each quarter ends.
  • Annual Filers: Collecting less than $80 a month? You'll file and pay annually, with everything due by January 25th of the following year.

Weekend or Holiday Due Dates

If a due date falls on a weekend or holiday, no worries! The deadline shifts to the next business day. Keep an eye on the Kansas Department of Revenue’s website for holiday details that might affect your schedule.

How to File a Kansas Sales Tax Return

Filing your sales tax return in Kansas is easier than it sounds. Here’s how to do it:
  • Get Your Records Ready: Gather all your sales details – total sales, taxable and exempt sales, and the tax you’ve collected.
  • Log In to Kansas Customer Service Center: Head over to their site and log in. If you’re new, you’ll need to register first.
  • Choose the Right Filing Period: Make sure to select the correct period based on your filing frequency.
  • Fill Out the ST-36 Form: This form will ask for all sorts of info – sales, tax collected, adjustments, and more. Take your time and be accurate.
  • Check if You Get a Discount: File and pay on time and you might get a 1.6% discount, up to $2,500 per period.
  • Review, Submit, and Pay: Double-check everything, submit your form, and make your payment (via EFT or credit card).

Penalties to Watch Out For

Missing deadlines can lead to penalties, like:
  • Late Filing: 1% of unpaid tax per month, up to 24%.
  • Failure to File: 10% of the tax due or $25, whichever is greater.
  • Late Payment: 1% per month, up to 24%.
  • Negligence or Fraud: Additional penalties if it’s found to be intentional.

Kansas Sales Tax Incentives

Kansas also offers some nice incentives for businesses:
  • Exemptions for Manufacturing: No sales tax on certain manufacturing-related purchases.
  • M&E Exemption: For integral machinery and equipment in manufacturing.
  • Inventory Tax Exemption: For business inventories.
  • Enterprise Zone Exemptions: If you’re in a designated zone, you might get a break on certain purchases.
  • Sales Tax Holidays: Occasionally, Kansas has tax-free shopping days.
  • Sales Tax Discount: File and pay on time for a possible discount.

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Top 5 Tips for Filing Sales Tax in Kansas

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