USA State Payroll Rates + Resources: State of Rhode Island: New Hire Reporting
The purpose of this documentation is to outline the processes and requirements associated with reporting new hires in the state of Rhode Island.
New Hire Reporting
In Rhode Island, you are required to report new hires to the Rhode Island New Hire Reporting Directory.
Rhode Island Law requires employers to report all new hires or rehires within 14 days of employment to the Rhode Island New Hire Reporting Directory. If you are reporting electronically or magnetically, you must report by two monthly transmissions (if necessary) not less than 12 or more than 16 days apart.
Re-hires or Re-called employees: Employers must report all re-hires, or employees who return to work after being laid off, furloughed, separated, granted a leave without pay, or terminated from employment for at least 60 consecutive days.
You'll need the following information for each new hire:
Employee's Full Name
Employee's Social Security Number
Employee's State of Hire (only if reporting as a Multistate employer)
Employee's Date of Hire
Employer's Name (use corporate name)
Employer's Address (provide address where Income Withholding Orders should be sent)
Employer's Federal Employer Identification Number (FEIN). if you have more than one FEIN, make certain you use the same FEIN you use to report your quarterly wage information when reporting new hires.
The following information is optional for you to provide:
Employee's Date of Birth
Employee's State of Hire
Does Employee have medical insurance?
Date Medical Insurance Started
Employer's Phone Number
Employer's Contact Name
Employer Email Address
You also have the option to create your own Electronic New Hire Reports. You can submit them via one of the accepted File Transfer Options.
You can also submit the Rhode Island New Hire Reporting Form, a printed list containing all the required information on the New Hire Reporting Form, or a W-4 form. You can mail or fax the forms to:
Rhode Island New Hire Reporting Directory
P.O. Box 485
Norwell, MA 02061
Fax: (888) 430 6907
For more information, please refer to the Reporting Fundamentals page or the Frequently Asked Questions page of the Rhode Island New Hire Reporting Directory, or contact the Directory at (888) 870 6461.