Overview

Welcome to the newly redesigned Rhode Island New Hire Reporting Directory web site. New Hire reporting helps individuals who pay child support through wage withholding by ensuring that their children receive support on time. Information provided by employers on newly hired employees is also used to combat fraud in the programs of public assistance cases, unemployment compensation, food stamps, and other emergency assistance programs, thus saving taxpayers millions of dollars annually. Over the next several months we will be adding a number of new features to improve and expedite the new hire reporting requirements of Rhode Island employers.

All employers with business operations in the state of Rhode Island are required to report all newly hired employees who live or work in Rhode Island within fourteen days of the employee's first day on the job. State and federal law require employers to report paid individuals regardless of whether the person is considered an employee by federal tax code standards. Employees who are returning to the payroll after a lapse in pay of thirty calendar days or more must also be reported. Some payroll processing services automatically report newly-hired employees. Meeting the requirements of the state New Hire law is the Employer’s responsibility. If you use a payroll processing service, make sure they are sending reports on behalf of your organization.

Reporting Formats

Internet Reporting: From this site employers can register for access to the Rhode Island new hire reporting system. Upon approval of your registration, employers will receive a confirmation email with your account details. Using this account, you can report new hires online by filling out a simple form or via a file upload using the file layout specifications.

Fax or Mail: Employers may choose to submit individual new hires using a W4 Form, the Rhode Island New Hire Reporting form or an approved Listing. Individual forms and lists should be mailed or faxed to:

Rhode Island New Hire Reporting Directory
PO Box 335
Holbrook, MA 02343

(888) 430-6907 FAX

Multi-state Employers

The law allows employers that have employees in two or more states and are reporting by electronic means to send all of their new hire reports to one state's Directory of New Hires. Rhode Island encourages all employers to use our Internet solution for multi-state reporting. We have developed a secure file transfer feature that eliminates the need for both parties to process magnetic tapes, cartridges and diskettes. Click on our Register tab to request access to our secure new hire reporting site.

Employers taking advantage of the multi-state reporting option must notify the federal government in writing as to which state's Directory of New Hires it designates. If you are a multi-state employer and you elect to send new hire reports to Rhode Island, Rhode Island will facilitate notification to the federal government upon request.

Please direct any questions regarding New Hire Reporting to contact@rinewhire.com