Why is this important?
To maintain compliance with state payroll tax regulations, you must provide the following information before you can use OnPay to run payroll:
- State Employer Identification Number and state/local tax IDs
- Tax rates - State tax offices set these rates based on the type, age, and size of your business
- TPA and power of attorney - Most tax offices require this before we can submit quarterly wage reports and deposits on your behalf
This information must be provided and maintained by you in order for OnPay to accurately file and deposit tax payments for your company. OnPay is not responsible for any penalties or interest that incur due to missing or incorrect company tax information.
Each state has its own requirements, so if you pay employees in more than one state, you’ll find separate tax guides for each state.
Let Middesk handle your state tax registrations
Want help registering your business with state agencies? We've partnered with Middesk to make it simple for you to stay compliant in your state — and every state — when hiring employees.
- Register with state agencies and get the tax IDs you need within minutes
- Manage all your government accounts in one place using Middesk's intuitive platform
- Stay compliant by managing agency mail and notices from your Middesk dashboard
- Foreign Qualify with the Secretary of State to create payroll tax accounts
See what information you need to provide OnPay, and what taxes and filings OnPay handles for Rhode Island Employers.
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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:
All Rhode Island employers 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
More info >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
More info >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
More info >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
More info >Provide OnPay with your Rhode Island Unemployment ID A 10-digit number unique to your account with the Rhode Island Department of Labor & Training
More info >Provide OnPay with your Rhode Island Unemployment (SUI) Rate A tax rate you receive annually from the Rhode Island Department of Labor & Training
More info > -
Taxes and filings OnPay handles for Rhode Island Employers
Withholding Tax
Form 941M
Monthly Withholding Return
- Quarterly
Form 941Q
Quarterly Withholding Reconciliation
- Quarterly
Form 941A
Annual Reconciliation/W-2 transmittal
- Annual
Unemployment Insurance Tax
Form TX-17
Rhode Island Quarterly Tax and Wage Report
- Quarterly
Other
New Hire Report
Rhode Island Report of New Hires
- As required
Where you can find the tax account numbers you need
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
Updated January 1, 2025
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 (Show me→)
- Your employer contribution rate for SUTA ranges from 1.21% to 9.8%, with a wage base of $31,300
- 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 1.1% for SUTA with a wage base of $31,300
- 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.
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