Rhode Island Law requires employers to report all new hires or rehires within 14 days of employment to the Rhode Island New Hire Registry. 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.
If you are an employer doing business in the State of Rhode Island and you hire or rehire an employee, you must report those employees to the Rhode Island State Directory of New Hires.
Employers can report by:
The following information must be reported:
New Hire information will be used for the following reasons:
A benefit to the employer is that it will reduce fraudulent payment of unemployment and workers compensation payments by matching new hires against the unemployment and workers compensation file.
The date of hire means the date of commencement of employment, but no later than the first day for which the employee is eligible for compensation.
An employee is defined as a natural person who performs labor in this state and is employed by a RI employer for compensation for whom the employer withholds federal or state income tax.
An employer means a person or entity doing business in this state who engages an employee for compensation and for whom the employer withholds federal or state income tax returns from the employees compensation.
As the employer, you must decide whether there is an existing employer/employee relationship. Basically if the work is being performed based upon a specific contract you are not required to report.
Labor organizations must report their own employees not those employees simply referred for employment.
Rhode Island State Directory of New Hires
PO Box 335
Holbrook, MA 02343
Under RI law, an employer who fails to report a new hire as required may be liable for a penalty of $20.00 for each violation. If it is demonstrated that the employee conspired with the employer the fine is $500.00. Both the employee and employer are responsible.