Congratulations on your decision to become a new employer in Rhode Island! You will need a few things in place before you run your first payroll. For Rhode Island employer registration help, check out our partner, CorpNet.
Federal and State Tax Accounts
Federal Tax Accounts:
Apply for an EIN View Details
The IRS will assign you a unique nine-digit number to identify your business.
To read more about applying for an EIN, read our help article, “Your Step-by-step Guide on How to Apply for EIN.”
Enroll in EFTPS View Details
Although it is not required, we recommend you enroll in the Electronic Federal Tax Payment System (EFTPS). You can easily register online for the EFTPS.
The Electronic Federal Tax Payment System (EFTPS) is an easy way to pay your federal taxes online or view any tax filings made on your behalf by Patriot.
To find out more about EFTPS, please read our article, “What Is EFTPS?”
State of Rhode Island Tax Accounts:
Register With the State of Rhode Island View Details
Rhode Island new employers will need to register their business with the state of Rhode Island to obtain a state income tax (SIT) account with the Department of Taxation, and a state unemployment insurance (SUI) account with the Department of Labor and Training, as well as other business taxes.
You can register online through the Rhode Island Division of Taxation Combined Online Registration System. For existing businesses wanting to update or make changes to existing accounts, please call 401-574-8700 (Option 1).
Get Your SUTA Rate View Details
The Rhode Island new employer SUTA rate for 2026 is 1.21%, which includes the 0.21% Job Development Assessment rate. The Rhode Island Job Development Fund Assessment of 0.21% is automatically calculated in our software. For more information, please visit the Rhode Island Division of Taxation – Employer Tax Section.
Employers in Rhode Island will receive a new State Unemployment Tax Assessment (SUTA) rate every year and will be notified of their individual tax rate.
To learn more about SUTA, please read our article, “What Is SUTA Tax?”
State-mandated Requirements:
Sign up for Workers’ Comp Insurance View Details
You must have workers’ comp insurance if you have at least 1 employee in Rhode Island. You can sign up for workers’ comp insurance through a private provider or state-operated fund. Learn more about workers’ comp requirements in Rhode Island here.
Patriot’s online payroll offers free pay as you go (PAYG) workers’ comp integration with our partner, ERGO NEXT Insurance. You can get a free quote with ERGO NEXT here.
Sign Up for State Disability Insurance View Details
Rhode Island requires most employers to have temporary disability insurance and temporary caregiver insurance.
Insurance policies must be obtained through the state and is funded by payroll deductions. Visit the state’s website for more information.
Offer a Qualifying Retirement Plan View Details
In September 2024, Rhode Island signed legislation creating the Rhode Island Secure Choice Retirement Savings Program, which will require employers with 5 or more employees to enroll or offer a qualifying plan alternative.
Patriot has partnered with Vestwell to offer affordable retirement plans for small businesses that integrate with our payroll software. Learn more here.
Setting Up Your New Employee:
Fill Out Form I-9 View Details
Fill out the required Form I-9 for employee verification for working in the USA.
This is a two-part form. The first section is to be completed by the employee and the second half is to be completed by the employer. Check out our article, “Form I-9 In a Nutshell” for more information.
You must retain each employee’s completed Form I-9 as long as the individual works for you. For more information, please read “What Should Be in an Employee File?”
Have Employee Fill Out Federal Form W-4 View Details
Employees need to fill out the federal Form W-4, Employee’s Withholding Certificate for federal income taxes.
For more information, read our help article, “What Is a W-4 Form, and What Is it Used for?”
Have Employee Fill Out State Form RI-W4 View Details
Form RI-W4 is Rhode Island’s Employee’s Withholding Allowance Certificate for state income taxes.
Report New Hire View Details
Employers need to report new hires online within 14 days of hire or rehire with the Rhode Island New Hire Reporting Directory.
For more information, please read our article, “What Is New Hire Reporting?”
Meet Minimum Wage Requirements View Details
Rhode Island’s 2026 minimum wage is $16.00 per hour.
By law, you are required to post the minimum wage poster for your employees where they can read it.
Obtain Labor Law Posters View Details
Get annual posters and all federal, state, county, and city labor law updates with Patriot’s labor law poster store, powered by PosterElite!
Once you have all the necessary information, you will be able to set up your payroll for your business.
You will want to keep all payroll records for at least three years. For more information please read our help article, “What Employers Should Know About Employee Payroll Records.”
Let us know if you have any questions. We are here to help!
This is not an all-inclusive list for new employers. Please check with your state and federal government for full compliance.