Official State of Rhode Island website

State of Rhode Island Division of Taxation Department of Revenue

Software Developers Information

 

This page is intended as a reference for software developers. Included for download are the specifications, regulations, forms, and layouts for Electronic filing, Magnetic Media, and 2D Barcoding.

*** Click here for a list of Rhode Island MeF limitations. -- Updated 04/07/2014

FORMS REPRODUCTION REGULATION: View the regulation (FR03-01)
Registration and Contact information for tax forms.
Links will be activated as forms become available

2020 2D Barcode Specifications

  • 2020 2D Corporate tests be used for 2D and MeF testing.
  • 2020 RI-1040 2D tests to be used for 2D and MeF testing.
  • 2020 RI-1040NR 2D tests to be used for 2D and MeF testing.
  • Magnetic Media Specifications:
    • W-2 filings
    • 1099 filings
  • Forms Specification for OCR - This information should be used only for scan line specs and CAR line specs. You must refer to each individual form listed below for address, artwork and other pertinent updates.

Please note:

  • Vendors reproducing Rhode Island state tax forms must register with the Rhode Island Division of Taxation.
  • Vendors will not be able to submit forms for approval unless they are registered with the RI Division of Taxation.
  • The Rhode Island Division of Taxation will be reviewing and testing forms to ensure their successful processing.
  • The Rhode Island Division of Taxation will no longer be reviewing vendor forms for content. It will be the responsibility of the vendor to ensure the content of the form matches that of the final state form.
  • Draft versions can be submitted for approval prior to being posted as final. "READY FOR TESTING " will be noted next to each form once that form can be submitted for approval. DO NOT submit prior to that time. Submissions received prior to then will be disregarded.
  • Voucher forms with a scanline may be submitted for scanline approval prior to being posted as final.
  • If it is noted that only particular sections of a form are being data captured, then those sections are the only ones on the form being tested. Otherwise, assume the entire form is being tested.

SUBMISSION GUIDELINES - Forms may be submitted as a PDF via email to Tax.VendorForms@tax.ri.gov.

  • Forms with a 2D barcode:
  • Forms with a 1D barcode:
    • 1040C series - submit 2 forms with sample data and 1 form with every field filled in
    • 1041 series - submit 2 forms with sample data and 1 form with every field filled in
    • 1096 series - submit 2 forms with sample data and 1 form with every field filled in
    • Business forms - submit 2 forms with sample data and 1 form with every field filled in
    • Estate forms - submit 2 forms with sample data and 1 form with every field filled in; must include Credit Chart
  • Forms with a 1D barcode should be formatted as shown on the grid version of the form:
      • Courier New - 12 pt
      • Dollar amounts should not contain any dollar signs, commas, decimal points or cent signs
      • Dollar amounts must include amounts in the cents columns
      • Negative amounts should use minus signs not parentheses or brackets
      • Use all capital letters for text fields
  • Vouchers:
    • For vouchers with an OCR scanline: See above guidelines under "Forms Specification for OCR"
    • For vouchers with a 1D barcode - Use the grid version posted for each form. You do not need to submit 25 samples of these vouchers.
  • White Mail Forms:
    • For forms identified as white mail, use the White Mail grid. Submit 1 blank form and 1 filled form. Limited information is being data captured from these forms.

LINKS WILL BECOME ACTIVE AS FORMS ARE POSTED

Section 1 - The forms in this section DO NOT need to be submitted for approval.

  • 1040C-NE - no change to election form - there is no barcode on this form; form will not be reviewed
  • RI-2848 - You do not need to resubmit for approval if you have received approval on this form in the past.

Section 2 - These forms MUST be submitted for approval. The BUS-EXT and the BUS-V may be submitted for approval once links are active AND you have received notice from the Division of Taxation that you are registered and able to submit forms for approval for the current tax year. The BUS-EST may be submitted when "READY TO TEST" appears next to the form below.

Note: The barcode ID numbers for these forms have not changed.

Section 3 -

Forms may be submitted for approval once you have received notice from the Division of Taxation that you are registered and able to submit forms for approval for the current tax year.

7004

1120ES **

1120V

1065V

4868

1040ES

1040V

** See Corporate Series below for additional information.

The forms in this section contain an OCR scan line. Along with the change of the year in the OCR line, the federal identification number field has been changed to an Account Identification Number field. Updated versions will be posted as they become available.

STM

MTM

PWTM

HOM

STQ

MTQ

PWTQ

HTDM-W

OCR voucher specs

Section 4 - When forms are marked that they can be submitted for approval, submit a completely filled form and forms with sample test data (if applicable). Otherwise, submit 2 tests with your own sample data. Your form submissions MUST be formatted in the same manner as forms generated out of your software package.

The forms in this section must be submitted for approval. Draft versions can be submitted for approval prior to being posted as final if you have received notice from the Division of Taxation that you are registered and able to submit forms for approval for the current tax year.

PLEASE NOTE THAT A FORM IS CONSIDERED A DRAFT IF DRAFT IS POSTED NEXT TO THE FORM NAME WITH THE DRAFT POSTED DATE. THIS IS TRUE EVEN IF THE DRAFT WATERMARK IS NOT ON THE RETURN.

If available, the 2D version of a form must be supported. 2D versions will be provided for RI-1040, RI-1040NR, RI-1120C, RI-1120S and RI-1065.

1040 Series: Finalized 01/27/2021- Update posted 02/06/2021

Bank Deposits, Bank Excise, Insurance, Public Service and Surplus Lines Series : Updated 01/13/2021

If you have received confirmation that your registration has been processed and accepted, you may start submitting your forms under this Series for approval on Thursday, November 5, 2020.

1040C Series: Finalized 01/27/2021- READY FOR TESTING

Note that barcode IDs on the coupons - 1040C-V, 4868C and 1040C-ES did not roll forward - they are the same as last year

1041 Series: Finalized 01/11/2021 - May be submitted for approval

1096PT Series: Finalized 01/27/2021 - READY FOR TESTING

Note that barcode IDs on the coupons - 1096V, 4868PT and PT-ES did not roll forward - they are the same as last year

Corporate Series: Updated 01/27/2021 - READY FOR TESTING

Pass-through Entity Election Tax : Finalized 01/12/2021 - May be submitted for approval

Sales Tax Annual Reconciliation Forms : May be submitted for approval

Credit Forms: Finalized 01/11/2021 - May be submitted for approval

With the exception of the RI-6238, information will not be data captured from the credit forms. The forms will be tested to make sure the barcode is correct.

RI-107 - Image only - no data will be captured off this form - Final posted 01/12/2021

 

Withholding: Updated 12/17/2020

ATTENTION VENDORS- THE DOLLAR AMOUNTS ON THE WTM, RI-941 AND RI W-3 ARE TO BE EXACT DOLLAR AMOUNTS. THESE AMOUNTS ARE NOT TO BE ROUNDED.

  • 2020 W-3 -Updated 10/13/2020
    • Grid Version - Updated 10/13/2020
    • Note - starting with calendar year 2020, there is no longer a coupon sized W-3 form. Vendors must support the full-page W-3 for 2020.
  • 2021 Withholding Booklet including the 2020 RI W-4 - Posted 12/17/2020
  • Form WTM/941M - Posted 11/18/2020
  • WTM mailing address for OCR scanline vouchers: RI DIVISION OF TAXATION - DEPT#200 - PO BOX 9703 - PROVIDENCE, RI 02940-9703
  • WITHHOLDING CHANGES EFFECTIVE JANUARY 1, 2020
    • Forms WTQM and WTQ will be discontinued for calendar year 2020
    • Quarter-monthly payers will now become weekly payers required to file and pay electronically
    • Form WTM/941M - Posted 11/18/2020
    • WTM payers may be required to file and pay electronically
      • If the average monthly withholding of the prior calendar year is $200 or more, monthly payer is required to file and pay electronically
      • If less than $200, monthly payer is not required to file and pay electronically
        • WTM with OCR scanline for months of January, February, April, May, July, August, October and November
          • The format of the month end date has been updated to MMDDYYYY and should be the last day of the month.
        • Form RI-941 for all quarter end months - March, June, September and December
      • Form RI-941 will be used by quarterly payers for the quarterly filing
      • Form RI-941 will be used for all filers as a quarterly reconciliation

    • Form RI-941 - NEW for Calendar Year 2020 - Updated 10/09/2020 - only change is to name in header

Estate: Updated 12/17/2020 - These forms may be submitted for approval once language changes have been made.