Software Developers

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.

 

FORMS REPRODUCTION REGULATION: View the regulation (280-RICR-20-40-1)
Registration and Contact information for tax forms.
Links will be activated as forms become available

2022 2D Barcode Specifications

  • 2022 1040 2D Barcode Specifications:  2D submissions for 1040 and 1040NR will be accepted starting Monday November 14th, 2022.
  • 2022 Corporate 2D Barcode Specifications: 2D submissions for 1120C, 1120S, and 1065 will be accepted starting Monday November 14th, 2022.
    • RI-1120C - Posted 10/03/2022 
      • Please include these schedules or something similar with your CGM test and be sure to include with MeF and paper filings.
    • RI-1120S - Posted 10/03/2022
    • RI-1065 - Posted 10/03/2022
    • 2022 2D Corporate Tests - Posted 10/04/2022   
    • Use the 2D Corporate tests for your ATS
  • 2022 RI-1041 ATS test - Posted 10/04/2022
  • 2022 2D Corporate tests to be used for 2D and MeF testing.
  • 2022 RI-1040 2D tests to be used for 2D and MeF testing.
  • 2022 RI-1040NR 2D tests to be used for 2D and MeF testing.
  • Magnetic Media Specifications:
    • W-2 filings
    • 1099 filings
  • 1D barcode specs - Posted 09/09/2022 

Please note:

  • Vendors reproducing Rhode Island state tax forms must register with the Rhode Island Division of Taxation.
    • See Above
  • Vendors will not be able to submit forms for approval unless they are registered with the Rhode Island 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 Rhode Island 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.
  • 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:
    • 1040 - Submit each test scenario provided - 2022 1040R Tests
    • 1040NR - Submit each test scenario provided - 2022 1040NR Tests
    • 1120C - Submit each test scenario provided - 2022 Corporate Tests and CGM Schedules
    • 1120S - Submit each test scenario provided - 2022 Corporate Tests. 
      • Paper filers do not need to resubmit if already approved.
    • 1065 - Submit each test scenario provided - 2022 Corporate Tests
  • 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 a 1D barcode - Use the grid version posted for each form.
      • submit 5 samples of these vouchers using calendar and fiscal year end dates (if applicable).
    • 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 -

    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 TBD.

    The forms in this section have an Account Identification Number field. Updated versions will be posted as they become available.

    MTM, MTQ, PWM, PWQ, HOM, HTDW

    Section 2 -

    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.

    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 Monday November 14th, 2022.

     

    1040 Series: 

     

    Bank Deposits, Bank Excise, Insurance, Public Service and Surplus Lines Series :

    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 Wednesday November 9th, 2022.

     

    BUS Series:

    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 Wednesday November 9th, 2022.

     

    1040C Series: 

    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 Monday November 14th, 2022.

    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: 

    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 Monday November 14th, 2022.

     

    1096PT Series: 

    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 Monday November 14th, 2022.

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

     

    Corporate Series:

    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 Monday November 14th, 2022.

     

    Pass-through Entity Election Tax: 

    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 Wednesday November 9th, 2022.

     

    Sales Tax Form: Posted 12/16/2022

    If you have received confirmation that your registration has been processed and accepted, you may start submitting your forms under this series for approval.

    Sales Tax Annual Reconciliation Forms:

    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 Wednesday November 9th, 2022.

     

    Credit Forms: 

    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 Wednesday November 9th, 2022.

    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

     

    Withholding: 

    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 Wednesday November 9th, 2022.

    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.

    • 2022 W-3 - Final posted 12/27/2022
      • Grid Version - Posted 10/04/2022
      • Note - starting with calendar year 2020, there is no longer a coupon sized W-3 form. Vendors must support the full-page W-3.
    • 2023 Withholding Tax Tables Booklet including the 2023 RI W-4 - Final posted 12/16/2022
    • Form WTM/941M - Final Posted 12/27/2022 - Voucher now located at top of page
    • 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
        • 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 - Final posted 12/24/2021

     

    Estate: 

    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 Wednesday November 9th, 2022.

     

    Contact Us

    Forms, Credits & Incentives Section
    Email:  Tax.VendorForms@tax.ri.gov