File Rhode Island Payroll
Taxes in Minutes

Stay compliant with new-hire reporting, withholding, and
unemployment insurance taxes.

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Check Filing Requirements
Form NHR

Form NHR

Deadline: Within 14 days of hire

New Hire
Form RI-941

Form RI-941

Deadline: Apr 30, Jul 31, Oct 31,
Jan 31

Withholding
Form TX-17

Form TX-17

Deadline: Apr 30, Jul 31, Oct 31, Jan 31

UI

Rhode Island Filing Requirements for New Hire, Withholding, and Unemployment

Stay compliant with Rhode Island's new hire, withholding, and unemployment filing requirements—on time, every time.

Forms Filing Requirements Filing Methods Due Date
New Hire Report All Rhode Island employers must report newly hired, rehired, or recalled employees. This includes private businesses, nonprofits, and government entities.
  • Online: Report through the Rhode Island New Hire Reporting Directory at ri-newhire.com.
  • Phone: (888) 870-6461
  • Fax: 888-430-6907
  • Mail: Rhode Island State Directory of New Hires, PO Box 335, Holbrook, MA 02343.
Within 14 days of the employee's hire or rehire date. 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.
Withholding
(Form RI-941) 		All employers who withhold Rhode Island state income tax must file Form RI-941 quarterly, even if no tax was withheld.
  • Online: File via RI Division of Taxation portal(mandatory if average withholding $200+ per month)
  • Mail (Smaller filers): RI Division of Taxation, One Capitol Hill, Providence, RI 02908.
  • Q1: April 30
  • Q2: July 31
  • Q3: October 31
  • Q4: January 31

Additional Filing Option: Monthly filers may use Form WTM/RI-941M for non-quarter months. Due date is the 20th day of the following month.
Unemployment Insurance (TX-17) All Rhode Island employers with one or more employees must file quarterly to report wages and remit unemployment insurance, temporary disability insurance, and job development fund taxes.
  • Online: File through DLT Employer Portal.
  • Mail: RI Department of Labor & Training, Employer Tax Division, 1511 Pontiac Avenue, Cranston, RI 02920.
  • Q1: April 30
  • Q2: July 31
  • Q3: October 31
  • Q4: January 31

Rhode Island Annual Withholding Reconciliation Form RI-W3

Understand Rhode Island's additional filing requirements and stay compliant.

Filing Requirement Used to reconcile total Rhode Island income tax withheld during the year with payments submitted via Form RI-941. Reconciles exactly with the Forms W-2 issued to employees.
Due Date January 31st of the following year.
What to Include Summary of total wages, total tax withheld, and total payments made. Must accompany employee Forms W-2.
Filing Method Electronic filing via the RI Tax Portal is strongly recommended. When e-filing W-2s electronically, a separate paper Form RI W-3 is generally not required.
Rhode Island Annual Reconciliation Form RI-W3

Information Required to File

Know what information you need to file Rhode Island payroll forms accurately.

What to Report in New Hire?

What to Report in New Hire?

  • Employee's legal full name
  • Employee's physical address
  • Social Security Number (SSN)
  • Date of hire
  • FEIN, employer name & address
  • State of hire (for multi-state employers)
What to Report in Form RI-941

What to Report in Form RI-941?

  • Business name and address
  • FEIN and Rhode Island withholding account number
  • Total wages paid during the period
  • Amount of Rhode Island income tax withheld from wages
What to Report in Form TX-17

What to Report in Form TX-17?

  • Employee name, SSN, and gross wages paid during quarter
  • Taxable wages
  • Monthly employment counts (full-time and part-time workers)
  • Business name and RI UI Account Number
  • FEIN
  • UI tax rate and contribution amounts

Penalties and Corrections for New Hire, Withholding, and Unemployment

Know the penalties and how to correct errors before they impact compliance.

Form Penalties Corrections
New Hire Report
  • Failure to report newly hired, rehired, or recalled employees may result in a penalty of $25 per employee per violation.
  • This can increase to $500 per employee if it is demonstrated that the employee conspired with the employer to avoid reporting. Both the employer and employee can be held responsible (joint and several liability).
Corrections should be made through the Rhode Island New Hire Reporting Directory.

Phone: (888) 870-6461 for assistance.
Form RI-941
  • Late Filing Penalty: 5% per month of the delinquency amount, up to a maximum of 25%.
  • Late Payment Penalty: 0.5% per month of the delinquency amount, up to a maximum of 25%.
  • Interest: Late payments are subject to an interest rate of 18% per annum.
  • E-file Mandate Penalty: If you are required to file and pay electronically but fail to do so, you may be penalized up to $50 for the missing e-filed return, or 5% of the withheld tax payment (whichever is less).
If an error is found (e.g., underreported wages or incorrect withholding amounts), file an amended return through the RI Tax Portal (preferred) or by paper. Any additional tax due must be paid along with applicable penalties and interest. Contact the RI Division of Taxation at (401) 574-8941 for assistance.
Form TX-17
  • Failure to File Quarterly Report: $25 penalty for each failure to file the quarterly wage information. An additional $25 is assessed for each month the report is delinquent (maximum $200 per report).
  • Failure to File Tax Report: $10.00 penalty for failure to file the quarterly tax report.
  • Failure to Make Contributions: 10% penalty on the amount due to each fund (UI, TDI, and JDF).
  • Interest: 1.5% per month on any unpaid balance.
Amendments must be submitted on paper with a letter of explanation. Download a new TX-17, complete corrected sections, attach explanation letter + payment (if any), and mail to RI DLT Employer Tax Section.

Note: Large employers (200+ employees) or payroll providers may file amendments electronically — call (401) 574-8700 for assistance.

Let TaxBandits Make Your Rhode Island Payroll Filing Easy

We offer a comprehensive solution to meet all your state payroll compliance needs.

  • New Hire Reporting
  • Form RI-941
  • Form TX-17

Frequently Asked Questions

Register at www.ri-newhire.com using your FEIN and a valid email address. Log in and submit new hire information electronically. You can also call (888) 870-6461 or fax (888) 430-6907 or mail to Rhode Island State Directory of New Hires, PO Box 335, Holbrook, MA 02343.

Rhode Island employers must report new hires within 14 days of the hire, rehire, or recall date. Electronic filers must submit two monthly transmissions no more than 16 days apart. This applies to full-time, part-time, and temporary employees.

Employers who fail to report on time may be fined $25 per employee. If the employer and employee conspire to avoid reporting or provide false information, the penalty increases to up to $500 per employee.

Form RI-941 is due on the last day of the month following each quarter end. Quarter 1 is due April 30, Quarter 2 is due July 31, Quarter 3 is due October 31, and Quarter 4 is due January 31.

Yes. Electronic filing is mandatory for employers with average monthly withholding of $200 or more. File through the RI Division of Taxation portal at tax.ri.gov. Smaller filers may submit paper returns by mail.

Rhode Island assesses interest at the federal short-term rate + 4%, compounded daily. If electronic filing is required but not completed, a 5% penalty on unpaid tax applies (capped at $500).

Form TX-17 is due quarterly: Quarter 1 is due April 30, Quarter 2 is due July 31, Quarter 3 is due October 31, and Quarter 4 is due January 31.

Yes. Rhode Island employers must file Form TX-17 every quarter, even if no wages were paid. Failure to file may result in penalties.

Rhode Island assesses a $25 penalty for each failure to file the quarterly wage information report. An additional $25 penalty is assessed for each month the report is delinquent (maximum $200 per report). A $10 penalty applies for failure to file the tax report. Interest accrues at 1.5% per month on any unpaid balance.

Form RI-W3 is due January 31st of the following year. It reconciles total Rhode Island income tax withheld during the year with payments submitted via Form RI-941.

If an error is found on your Form RI-941, file an amended return through the RI Tax Portal (preferred) or by paper. Include a clear explanation of the error and pay any additional tax due along with applicable penalties and interest. Contact the RI Division of Taxation at (401) 574-8941 for assistance.

Amendments must be submitted on paper with a letter of explanation. Download a new TX-17, complete the corrected sections, attach the explanation letter and any payment due, and mail to the RI DLT Employer Tax Section. Large employers (200+ employees) or payroll providers may file electronically—call (401) 574-8700 for assistance.

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