Forming a nonprofit corporation is a noble goal. But if you’re just starting out, the process can feel incredibly confusing. Compared to other entity types like LLCs or even standard corporations, a nonprofit has detailed start-up requirements and complicated maintenance procedures.
In this guide, we’ll walk you through the ins and outs of forming a nonprofit in Kansas so you can get back to what truly matters: your cause.
What is a Nonprofit Corporation?
A nonprofit and for-profit corporation both have similar “nuts and bolts,” so to speak. Both businesses have a board of directors, CEOs, bylaws, annual board meetings, and the like.
But what makes a nonprofit stand out is its purpose. A business corporation typically organizes for financial gain; a nonprofit exists not to make money but to further a cause or reach a goal. Additionally, a business corporation gains investors by offering stock, which has the incentive of dividends and financial gain. Nonprofit corporations solicit contributions that don’t generate any income for those investors.
Well-known nonprofits include groups like Doctors Without Borders, Alcoholics Anonymous, and even your local YMCA.
It’s important not to confuse “nonprofit” with “no income.” Most nonprofits generate income from donations or day-to-day services. The distinction is that nonprofits use 100% of their income to pay expenses and reinvest in their cause. For example, the YMCA uses member dues and community donations for exercise programs, youth sport development, and maintaining their equipment and facilities. They also pay their employees.
Because of this, nonprofit corporations may apply for and receive a tax-exempt status (typically a 501(c)(3) designation), eliminating the corporation’s responsibility for income taxes at the federal and state levels.
Should you form one?
Before you dive into the rest of this guide, you should do a little soul-searching: should you even form a nonprofit in Kansas? The goal is a noble one, but it certainly isn’t for everyone. And some concepts simply aren’t right for the nonprofit sector.
Here are some questions to ask:
- Will I be able to convince others to buy into this cause? How hard will it be to attract donors?
- Are there other existing nonprofits with the same goal?
- If so, do they operate in Kansas? Nationwide? Should I form a local chapter of their nonprofit instead?
- Can I further this cause better or differently than they are?
- Can I hire employees for this cause, or will I rely on volunteers? How will I successfully recruit their help?
If you find yourself stumped by any of those questions, you may want to step back and get some help…or simply do some more thinking before diving in. But if you have answers to most of those questions, then you’re well on your way to starting a Kansas nonprofit organization.
Starting a Kansas Nonprofit: Step by Step
Technically, the process for creating a Kansas nonprofit entity is pretty simple. It’s really just a matter of picking a few people and filing some paperwork (it’s the requirements immediately after forming the nonprofit that get complicated).
1. Pick & Claim a Name
Choosing a name is one of the most crucial decisions for starting your business. You want to pick a name that’s memorable, likable, and most importantly, compliant with Kansas state law.
Kansas has pretty simple laws for nonprofit names:
- Your name must include an appropriate entity type identifier, such as “corporation,” “incorporated,” “institute,” “society,” “association,” “church,” “college,” “club,” “foundation,” “fund,” “union,” “syndicate,” or “university unless:
- Yours is a public benefit corporation
- Your name must be “distinguishable on the records,” or distinct from the names of other entities in the state
If you want more information on Kansas nonprofit names, check out the Names of covered entities section of the Kansas Corporations Chapter.
As a result, you have a lot of leeway to pick a name that will resonate with your target audience, potential donors, and of course, with you. The ideal Kansas nonprofit name describes what the organization does, sounds good when said out loud, and just “sticks” in the minds of people who see it.
Whenever you pick a potential name, you should check whether it’s available using the Business Entity Search Station. Typically, if you type in your desired name and no exact matches show up, then your name is probably available to use. This seems like a very basic step, but it’s crucial to streamlining your filings.
Once you nail down an available name that you like, you can reserve it using the Business Name Reservation form. This optional filing costs $30 to submit, but once it’s approved, your name will be protected for 120 days. That gives you plenty of time to prepare other business documents without losing your name to another business or nonprofit.
You can learn more through our guide on how to reserve a Kansas business name.
2. Assemble your initial board
A nonprofit corporation is only as impactful as the people leading it. That’s why your initial board of directors is extremely important; you’ll want to pick a team of people that are just as passionate about your cause as you are.
More importantly, it’s helpful to choose a group with complementary strengths. For example, a medical outreach group might have a board of directors with three doctors, a nurse, a financial expert, a creative visionary, and a lawyer. The right board of directors will help your nonprofit thrive.
Kansas doesn’t have a bunch of rules about who can serve on the board. The only explicit requirement is that your board must have at least one initial director, and each director must be a natural person and not an entity. As long as you meet those requirements, your bylaws can dictate all other specifics for your board. For example, you might dictate how each director is appointed, how long they’ll serve, how they’ll resign, and how you’ll replace them.
3. Appoint a registered agent
Every Kansas entity—nonprofits, corporations, and LLCs alike—must appoint a registered agent. This individual accepts “service of process” from the state on your behalf. Basically, if the state ever needs to notify you regarding a lawsuit or an upcoming annual report due date, they’ll contact your registered agent. The agent forwards that notice to you.
Kansas has relatively lenient criteria for a nonprofit’s registered agent, as found in the Registered Agent of the Kansas Corporations Code:
- Every entity that is required to register with the Secretary of State (both domestic and foreign entities) must appoint a registered agent
- The agent may be the business itself, an individual resident of the state, or another business entity with authority to operate in Kansas
- An agent must be continuously maintained
So you might ask, “Can I serve as my nonprofit’s registered agent?” Technically, you can. But we don’t recommend it. That puts your personal details (and often private details like your address and primary email) on the public record. You’ll also be busy running your nonprofit and pursuing your goals; you won’t want to tie yourself down to a registered address (especially for a tedious thing like service of process). We recommend appointing an individual you trust.
Or, if you prefer, you can hire a registered agent service instead. For a small annual fee, these services will act as your agent. That frees you up to focus on running your nonprofit.
4. File your Articles of Incorporation
Up until now, your nonprofit has just been an idea; it’s not recognized by the state government. Technically, businesses don’t “exist” until they file the appropriate paperwork. For Kansas nonprofits, that means filing the Articles of Incorporation.
This three-page document requires some foundational information about your nonprofit. Here’s the data you’ll need to have on hand:
- Payment information for the filing fee
- Daytime phone and a contact person for questions about the filing
- The name of the nonprofit
- Name and address of the registered agent
- Mailing address of the nonprofit
- Tax closing month (usually December)
- Effective date for the filing
- Purpose of your nonprofit
- Recognition the the nonprofit cannot issue stock
- If conditions of membership are fixed by the bylaws
- Name and address of each incorporator
- Name and address of each member of the board of directors
- Duration of the corporation
- Signature of each incorporator
All told, this form is pretty simple to complete; all you really have to do is complete all the requested information. And if you’ve made it this far into the guide, odds are you already have most of this information on hand. Kansas does recommend that you add the included addendum page, which provides the IRS’s recommended language for receiving tax-exempt status. This section is optional, but we highly recommend using it!
You can also file this form online, if you prefer. No matter how you file, you’ll need to pay the $20 filing fee.
Processing speed: 2-3 business days after receipt
Expedited processing: only available via fax for paper filings; $20 for guarantee of 2-3 day turnaround for paper forms
Congratulations! Your nonprofit is now a recognized entity in Kansas!
Prepare for & Hold Your First Board Meeting
After your Articles of Incorporation form is complete, it’s time to truly get your nonprofit’s activities underway. And that means it’s time for the first board meeting.
No two board meetings will look exactly the same; after all, every nonprofit has different tasks to accomplish. The state does expect you to hold regular meetings (most nonprofits hold them once or twice a year), and if you call for any special meetings, you’ll have to provide ample notice to your directors. As long as you meet the state’s minimum requirements, you’re allowed to set any other requirements in your bylaws.
For example, you might require your president and CFO to report on the recent accomplishments and financial standing of the nonprofit. For more information on your meetings, check out the Kansas Corporations Statutes.
Your very first board meeting, however, will look a bit different. Here’s what you’ll need to accomplish:
- Draft and approve the nonprofit’s bylaws: The bylaws dictate exactly how your nonprofit will be run. This includes a detailed rundown of your corporate purpose, how your board will be selected and replaced, how you’ll raise funds, how you’ll hire employees or solicit volunteers, and much more (including a provision for how to amend the bylaws). To save time, you may choose to write a draft before the meeting and revise it when your full board is present. The important thing is that the board approves the final bylaws, making them the governing document for your nonprofit.
- Draft and approve a conflict of interest policy: Occasionally, one of your nonprofit’s contributors will have personal affairs that intersect with the activities of your nonprofit. A conflict of interest policy dictates exactly what happens in those situations, protecting both the nonprofit and the individual contributor.
- Appoint someone to take minutes at each meeting: Every Kansas nonprofit corporation must establish and maintain a corporate record. That’s why every board should appoint someone to take minutes, or a summary of every board meeting, documenting what was said and what decisions were made.
- Finalize responsibilities for each board member: If one board member will be responsible for fundraising while another raises awareness for the cause, you should assign those roles at the initial board meeting.
- Appoint officers for the nonprofit (if needed): Some corporations choose to have their officers, such as the CEO or CFO, be members of the board. Others appoint non-board members to fill these roles, creating a division between the governance and day-to-day operations. Either choice is fine, but these vital roles should be filled.
This initial meeting will be a very full, technical day (or even series of days!), but nailing down these aspects will help you establish a nonprofit that’s compliant with Kansas state law and efficiently run.
Take Care of Taxes
Taxes as a nonprofit are a tricky beast; frankly, we recommend getting advice from a tax lawyer, accountant, or similar consultant to make sure you cover all your bases! But let’s take a quick look at the basics for nonprofit taxes.
First, apply for tax-exempt status on the federal level
If you don’t file for tax-exempt status, you’ll technically be liable for corporate income taxes. And that’s the last thing a non-profit wants. That’s why you’ll need to start out by filing Form 1023 or Form 1024, which are the applications for charitable, religious, or educational groups and other nonprofits respectively. After that application is completed, you’ll play the waiting game. The IRS can take up to 180 days to approve or reject your application, so we highly recommend completing the application correctly the first time.
Once your application is approved, you’ll receive a letter of tax-exempt status from the IRS. This automatically exempts you from state income taxes, too. However, if you want to also receive an exemption from state sales taxes, you’ll need to apply for a Tax Entity Exemption Certificate. You’ll present this certificate to any vendors you make qualifying purchases from, but be sure that any exempt purchases are made from the entity’s accounts. Personal accounts and personal checks don’t qualify for exemption from sales taxes.
Obtain an EIN
An EIN, or an Employer Identification Number, is an important identifier to get; it acts a bit like a Social Security Number, but for a business entity. Unfortunately, you aren’t assigned one automatically.
Thankfully, it’s free to apply for an EIN online with the IRS. Even if you don’t plan to have employees right away, it’s a good idea to have this number from the get-go. Miscellaneous forms, such as license applications or even bank accounts, may request this number.
Account for employment & miscellaneous taxes
No two businesses are alike, so each nonprofit will have slightly different taxes. That said, Kansas nonprofits with employees will need to account for withholding and unemployment insurance taxes on the state and federal levels and more.
There are also miscellaneous industry-specific taxes in Kansas, such as sand royalties, fees for clean drinking water, and more. In most cases, these taxes won’t apply to your nonprofit, but it’s still a good idea to double-check with the Kansas Department of Revenue just to be sure you’ve covered all your responsibilities.
That’s the basic gist of nonprofit taxes in Kansas. We still recommend consulting with a tax professional, as they’ll be able to give you specialized advice for your unique situation.
Register for Licenses and Permits
Licenses and permits are especially important for nonprofits. And there are three major categories of potential permits and licenses: fundraising, lobbying, and licensing. Let’s walk through the Kansas requirements for each of those three areas.
A lot of states require you to register in order to solicit charitable contributions, and Kansas is no exception. Before you begin fundraising, you must register your organization with the Attorney General’s office. The filing fee is just $25, so it’s pretty easy to complete the registration.
If your nonprofit will be lobbying for its cause in a formal capacity, then you’ll need to ensure that each person lobbying has the appropriate registration. This is especially important for the primary representative of your organization. This also applies for lobbyists who receive more than $100 in compensation for a calendar year. For more information, check out the Lobbyist page by the Secretary of State.
3. General licensing
Nonprofits are tax-exempt, but they aren’t exempt from licensure requirements, whether that’s for an industry-specific license or a state general business license. So you’ll need to get the licenses that apply to your unique organization.
Kansas, unlike some states, doesn’t have a general business license that every entity in the state needs to obtain. So most license requirements come at the industry level instead. Kansas upholds all federally regulated industry licenses, and the Kansas Business Center OneStop is a great place to check out the state-level license requirements. It’s up to you to learn if there are any licenses for your industry, so be sure to complete this step!
Whenever you apply for a license or permit, we recommend inquiring about the requirements for renewing your licenses. That way you’ll know exactly how often you’ll need to renew your licenses (if applicable).
Meet Insurance Requirements
We highly recommend that every business entity maintain at least some sort of general liability policy — even nonprofit entities. There’s always a chance that something can go wrong (no matter how careful you are).
A natural disaster can happen, a break-in might cost you some important equipment, or an accident during day-to-day operations might cause a broken bone and damaged property. A general liability policy will protect your business if something like that happens.
Kansas state law also requires you to get a workers’ compensation insurance policy if you pay more than $20,000 in gross annual wages. You can learn more about this requirement with the Kansas Department of Labor.
Top Resources for Kansas Nonprofits
Nonprofit work isn’t always easy, but you never have to go it alone! There are dozens, if not hundreds of nonprofit resources available to Kansas organizations.
On the national level, there’s the National Council of Nonprofits. They exist to advocate for and strengthen nonprofits throughout the country by providing nearly comprehensive resources, teaming up with each state’s nonprofit network, and keeping you aware of the trends in policy and public opinion. It’s also a great place to peruse the latest reports and data about charitable giving and advocacy in the U.S.
On the state level, you can always turn to Support KC. In their own words, Support KC exists to “provide nonprofit organizations with business and development expertise, empowering them to focus on their missions.” Support KC offers assistance in managing your database, maintaining your accounting, raising funds, and more. You can even get started with a free consultation.