Kansas Minimum Wage Laws: What Every Business Needs to Know

Kansas minimum wage laws can directly impact how businesses operate and manage payroll. Employers need a clear understanding of pay requirements to stay compliant and avoid costly mistakes. From hourly rates to special exceptions, the details matter.

Kansas follows federal standards for minimum wage, but specific scenarios like tipped employees or training wages have their own rules. Staying informed on these requirements ensures workers are compensated fairly while businesses meet legal obligations.

Here's everything employers need to know about minimum wage laws in Kansas and how they apply to different employees.

Kansas Minimum Wage Rate

The minimum wage in Kansas is $7.25 per hour, aligning with the federal rate. This applies to most non-exempt employees covered under the Fair Labor Standards Act (FLSA). Any hourly wage below $7.25 is not permitted for workers falling under this category.

For employees not covered by the FLSA, Kansas law also requires a minimum of $7.25 per hour. This ensures that individuals working in roles excluded from federal protections, such as certain domestic workers or small-business employees, still receive fair pay. Employers must determine whether federal or state guidelines apply to their workforce.

Tipped employees can be paid a lower direct cash wage of $2.13 per hour, provided their total hourly earnings, including tips, equal or exceed $7.25. Employers are responsible for tracking tip income and ensuring employees meet this threshold. Additionally, Kansas permits a training wage of $4.25 per hour for employees under the age of 20 during their first 90 consecutive days of work.

Who Is Covered by Kansas Law

Kansas minimum wage laws apply to any employer not bound by federal regulations under the FLSA. Employers operating exclusively within Kansas and falling below the $500,000 annual revenue threshold are typically governed by state law. However, businesses engaging in interstate commerce or exceeding the revenue limit must adhere to federal minimum wage requirements.

All employees in Kansas, whether full-time, part-time, or seasonal, are entitled to at least $7.25 per hour. The number of hours worked each week does not affect this entitlement. Seasonal workers hired for short-term roles, such as those in agriculture or retail during peak seasons, have the same rights to minimum wage as permanent staff.

Small businesses with limited revenue must also evaluate their legal obligations. Even if a business appears exempt from federal coverage, Kansas law ensures workers still receive fair compensation. Employers should confirm whether state or federal standards apply to avoid compliance issues.

Overtime Requirements

Federal law requires employers to pay employees 1.5 times their regular hourly rate for every hour worked over 40 in a single workweek. This standard applies broadly across Kansas and is the benchmark for calculating overtime pay. Employers must ensure all eligible employees are compensated correctly for additional hours worked.

Kansas has historically referenced a 46-hour workweek threshold for overtime under state law. However, federal law usually supersedes state requirements, meaning the 40-hour rule typically applies. Employers should confirm whether federal or state guidelines govern their operations to avoid mistakes in overtime calculations.

Exemption status determines whether an employee qualifies for overtime pay. Non-exempt employees, often paid hourly, are entitled to overtime for extra hours worked. Exempt employees, such as salaried professionals in executive or administrative roles, are not eligible. Exemption is not just about salary—it also depends on specific job duties and responsibilities outlined by federal and Kansas law.

Classifying employees accurately as exempt or non-exempt is a legal obligation. Misclassification of non-exempt employees can result in unpaid overtime claims, back wages, and penalties. Employers must evaluate each position carefully, reviewing both job descriptions and actual duties performed. Regular audits and updates to employee classifications help ensure compliance with federal and state regulations.

Pay Frequency and Wage Deductions

Kansas labor laws mandate that employers pay workers at least once per month. Employers must establish consistent pay schedules and notify employees of the exact paydays in advance. Deviating from these schedules or delaying payments can result in compliance violations and harm employee trust.

Only specific deductions are allowed from wages under Kansas regulations, and every deduction must comply with strict guidelines. Authorized deductions include:

• Mandatory withholdings: Federal and state taxes, Social Security, and Medicare contributions.

• Court-ordered garnishments: Payments for child support, alimony, or court-mandated debts.

• Voluntary deductions: Contributions for health insurance, retirement savings, or other benefits, but only with prior written consent from the employee.

Deductions for items like property damage, cash shortages, or uniform costs are strictly prohibited unless the employee has signed an explicit agreement beforehand. Even then, deductions cannot reduce take-home pay below $7.25 per hour. Employers must calculate carefully to avoid underpayment and ensure compliance with minimum wage laws.

Kansas law does not require employers to issue pay stubs automatically, but employees can request itemized statements. These statements must detail gross wages, all deductions, and net pay for the pay period. When an employee makes this request, employers must provide the breakdown promptly. Clear documentation of wages and deductions helps avoid disputes and ensures transparency in payroll practices.

Permitted Exemptions

Some employees are not subject to the same minimum wage or overtime rules, but exemptions require precise qualifications. Employers must carefully evaluate roles to ensure compliance with wage laws. Missteps in classification can lead to penalties, back wages, or legal disputes.

Common Exemptions

Exemptions for executive, professional, and administrative roles are based on job duties and compensation. For executive employees, responsibilities must include managing at least two full-time staff members and having the authority to make hiring or termination decisions. A minimum weekly salary must also be met to qualify as exempt.

Professional employees fall under exemption rules when their work requires advanced knowledge in a specialized field like law, engineering, or medicine. The role must involve consistent use of discretion and judgment.

Administrative employees are exempt when their work is directly tied to business operations. This includes tasks requiring independent judgment on significant matters, not routine tasks. To qualify, employees must also meet the required salary threshold. Job titles alone are not sufficient—classification depends on the actual work performed.

Tip-Based Employees

Tipped employees, such as waitstaff and bartenders, can be paid a direct cash wage of $2.13 per hour. Employers must ensure the total of wages and tips equals or exceeds the $7.25 minimum wage. Employers are responsible for tracking tips and compensating any shortfall. Failure to meet the minimum results in wage violations and potential penalties.

Student Learners

Student learners in vocational programs may earn 75% of the state minimum wage. The work must align with their educational goals, and a written agreement with the employer, student, and educational institution is typically required. Without documentation, employers risk non-compliance with wage regulations.

New Hires Under 20

Employers can pay workers under 20 years old a training wage of $4.25 per hour during their first 90 consecutive days of work. Once the 90-day period ends, the standard minimum wage applies. Employers must track start dates and ensure timely adjustments to avoid underpayment.

Federal vs. State Guidelines

Employers must confirm whether federal or Kansas-specific rules govern exemptions. Federal law often applies, but smaller businesses operating solely within Kansas may fall under state jurisdiction. Misclassifying an employee as exempt can lead to unpaid wages, overtime claims, and penalties. Regularly reviewing job duties, pay rates, and exemption criteria ensures compliance and avoids costly errors.

Child Labor Rules

Kansas law strictly regulates the working hours for minors under 16 to prioritize education and safety. On school days, minors are restricted to a maximum of three working hours. During school weeks, they may not exceed 18 hours total. On non-school days, minors can work up to eight hours, and during non-school weeks, their working hours are capped at 40.

Employers hiring minors under 16 are required to secure a work permit before the minor begins any job duties. The state mandates this permit for minors who are not enrolled in or attending secondary school. Employers must keep the permit on file to demonstrate compliance with labor regulations.

Certain occupations and tasks are completely off-limits for minors under 18 due to safety risks. Kansas law prohibits youth workers from performing jobs in hazardous environments or using dangerous equipment. Prohibited activities include:

• Operating heavy machinery: Equipment like forklifts, power-driven saws, and industrial mixers are strictly banned.

• Working in demolition or excavation: Minors cannot participate in structural demolition or work involving deep excavation.

• Handling hazardous substances: Toxic chemicals, pesticides, and flammable materials are not permitted for minor employees.

• Employment in mining or explosive manufacturing: Jobs involving mining operations or the production of explosives are prohibited.

Employers must review all job descriptions and tasks assigned to minors to ensure compliance with Kansas labor laws. Ignoring these restrictions can lead to legal penalties, fines, or worse—harm to young workers. Regular audits of workplace practices and clear communication with supervisory staff help maintain compliance and protect both the business and its workers.

Employer Posting and Recordkeeping

Kansas employers must display mandatory labor law posters issued by both state and federal authorities. These include notices about minimum wage, workplace safety standards, anti-discrimination laws, and other employment regulations. Posters must be placed in a location where employees can easily see them, such as a break room or near the time clock. The law does not permit exceptions for remote workers, so employers with hybrid or fully remote teams may need to provide digital access to required postings. Missing or outdated posters can result in fines, so employers should routinely check for updates, especially following legislative changes.

Maintaining accurate records for non-exempt employees is a legal responsibility. Employers must track every hour worked, including overtime, along with wages paid and deductions made. Proper documentation ensures compliance with Kansas wage laws and simplifies payroll audits. Timekeeping systems should clearly show regular hours, overtime hours, and pay rates. Errors in recordkeeping, such as incomplete timecards or undocumented deductions, can lead to penalties or disputes. Employers should verify time entries regularly and ensure that employees understand the importance of accurate reporting.

Storing payroll and HR records digitally can reduce administrative burdens and ensure compliance with Kansas labor laws. Digital archives enable quick access to pay stubs, timecards, and tax documents, which is particularly useful during audits or employee inquiries. Employers should use secure systems that allow for organization by employee and retention of records for at least three years, as required by federal law. Regular backups prevent data loss and protect against accidental deletion.

Navigating Kansas minimum wage laws can be complex, but understanding your obligations is essential for maintaining compliance and avoiding costly penalties. We're here to help you streamline payroll processes, ensure accurate recordkeeping, and stay up-to-date with the latest regulations. Book a demo with us today to learn how our comprehensive HR solutions can support your business's success.