Updated September 25, 2023
This article will cover:
- What information OnPay needs from you
- What state and local taxes and filings OnPay handles for Rhode Island employers
- Where you can find the tax account numbers needed
- Paying employees in other states?
Why is this important?
The following information requests and registration instructions are required before you can use a payroll provider to run payroll. This is in compliance with state payroll tax regulations. Without this information, OnPay is unable to file or deposit any tax payments for your company, and will not be responsible for any resulting penalties or interest. Note: If this isn't the only state where you have employees, there will be a separate guide like this one for each state where you hire and pay workers.
Let Middesk handle your state tax registrations (and more)
If you'd like help, our partner Middesk makes hiring employees and staying compliant with every state agency simple and easy.
- Register with every state agency to get the tax IDs you need within minutes
- Stay compliant as you grow by managing agency mail and notices in your dashboard
- Manage your government accounts in one place on Middesk's intuitive platform
- Foreign Qualify with the Secretary of State to create payroll tax accounts
Learn more about Middesk→
What information OnPay needs from you
Use this checklist to make sure you’ve covered everything required to set up your account as a Rhode Island employer so OnPay can accurately file and pay taxes on your behalf:
|
✔ |
To do: |
What is this? |
|
Make sure your business is registered with the Rhode Island Division of Taxation |
Allows your business to file and pay taxes in Rhode Island |
|
|
Make sure your business is registered with the Rhode Island Department of Labor & Training |
Allows your business to pay required unemployment insurance in Rhode Island |
|
|
Provide OnPay with your Rhode Island Withholding Tax Account Number and deposit schedule |
The 11-digit employer identification number issued by the Rhode Island Division of Taxation |
|
|
Approve OnPay Access request to Rhode Island withholding account |
Once OnPay obtains your ID, a Third Party Access request will be initiated for your approval |
|
|
Provide OnPay with your Rhode Island Unemployment ID |
A 10-digit number unique to your account with the Rhode Island Department of Labor & Training |
|
|
Provide OnPay with your Rhode Island Unemployment (SUI) Rate |
A tax rate you receive annually from the Rhode Island Department of Labor & Training |
What state and local taxes and filings OnPay handles for Rhode Island employers
OnPay handles the filing of all state and local taxes for businesses in Rhode Island, including:
|
Type of Tax |
Form ID |
Form Name |
Frequency |
|
Withholding |
Form 941M |
Monthly Withholding Return |
Monthly |
|
Form 941Q |
Quarterly Withholding Reconciliation |
Quarterly |
|
|
Form 941A |
Annual Reconciliation/W-2 transmittal |
Annual * |
|
|
Unemployment |
Form TX-17 |
Rhode Island Quarterly Tax and Wage Report |
Quarterly |
|
Other |
New Hire Report (Filing) |
Rhode Island Report of New Hires |
As required |
Where you can find the tax account numbers needed
If you are an existing employer who has previously run payroll in Rhode Island, you likely already have the IDs and online accounts needed for OnPay to process your tax filings.
If you are a new employer in Rhode Island, you will need to register your business with the Rhode Island Division of Taxation and Rhode Island Department of Labor & Training. This must be completed for OnPay to be able to file and pay your Rhode Island taxes.
Withholding Tax Account Number
Existing Rhode Island Employer:
- You can find your Withholding Tax Account Number on notices received from the Rhode Island Division of Taxation.
- If you cannot locate this document or account number, please call the Rhode Island Division of Taxation at (401)-574-8829 to request it.
New Rhode Island Employer: Register with the Rhode Island Division of Taxation
- Register your business with the Rhode Island Division of Taxation if you have employees that both live and work in Rhode Island, or for any employees that calculate Rhode Island withholding taxes regardless of where they live/work.
- If your business is located outside of Rhode Island, but your employees work or live in Rhode Island, you will likely need to register with this agency.
Unemployment Account Number and Tax Rate
Existing Rhode Island Employer:
- You can find your Unemployment Account Number on the annual Tax Rate Notice received from the Rhode Island Department of Labor & Training. It can also be found on your Quarterly Contribution and Wage Report (Form TX-17).
- Your Unemployment Tax Rate can also be found on the annual Tax Rate Notice in box 2. Your employer contribution rate for SUTA ranges from 1.2% to 9.8%, with a wage base of $28,200. These rates include a flat 0.21% for the Rhode Island Job Development Fund.
New Rhode Island Employer: Register with the Rhode Island Department of Labor & Training
- When you Register your business with the Rhode Island Division of Taxation for withholding taxes, you’ll also be able to register for RI DOL&T. You will need to register with this department if you have employees that work in Rhode Island.
- New employers generally have a rate of 1.16% for SUTA with a wage base of $28,200. This rate includes a flat 0.21% for the Rhode Island Job Development Fund.
Paying employees in other states?
If you operate in multiple states or just have employees working from home across a state line, it's important to file the correct state forms for those workers. See what forms we file in the states where you pay employees.
v6.23