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.

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

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

2021 2D Barcode Specifications

  • 2021 1040 2D Barcode Specifications:  2D submissions for 1040 and 1040NR will be accepted starting 11/08/2021.
  • 2021 Corporate 2D Barcode Specifications: 2D submissions for 1120C, 1120S, and 1065 will be accepted starting 11/08/2021.
    • RI-1120C - Updated 11/19/2021 - additional lines added to layout 
      • Please include these schedules or something similar with your CGM test and be sure to include with MeF and paper filings.
    • RI-1120S 
    • RI-1065 
    • 2021 2D Corporate Tests 
    • Use the 2D Corporate tests for your ATS
  • 2021 RI-1041 ATS test - Posted 10/28/2021
  • 2021 2D Corporate tests be used for 2D and MeF testing.
  • 2021 RI-1040 2D tests to be used for 2D and MeF testing.
  • 2021 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.
  • 1D barcode specs - Posted 09/20/2021

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 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.
  • 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 -

    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.

    STM

    MTM

    PWTM

    HOM

    STQ

    MTQ

    PWTQ

    HTDM-W

    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 November 8, 2021.

    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 November 1, 2021.

    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 November 1, 2021.

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

    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 November 1, 2021.

    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 November 8, 2021.

    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 November 1, 2021.

    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:

    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 November 8, 2021.

    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 November 8, 2021.

    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 November 1, 2021.

    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 November 1, 2021.

    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 November 1, 2021.

    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.

    • 2021 W-3 - Draft posted 10/13/2021
      • Grid Version - Posted 10/13/2021
      • Note - starting with calendar year 2020, there is no longer a coupon sized W-3 form. Vendors must support the full-page W-3.
    • 2022 Withholding Booklet including the 2021 RI W-4 - 
    • Form WTM/941M - Draft updated 11/10/2021 - change to mailing address, OCR scanline no longer required
    • 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 - Updated 10/09/2020 - only change is to name in header

    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 November 8, 2021.

    • RI-706: Date of death on or after 01/01/2015 - Draft posted 11/05/2021
      • Grid version - posted 11/05/2021
      • Note: This form is not to be used until on or after January 1st, 2022
      • This form will replace Forms RI-100A and RI-100 for all filings on or after January 1st, 2022 for "Dates of death on or after 01/01/2015"
    • Rhode Island Credit Chart - Has been updated and is included with the RI-706 form above 
    • RI-706 Instructions -
    • RI-4768 - Posted 10/29/2021
    • ESTATE-V - Posted 10/29/2021
    • IT-95 - Posted 11/23/2020
    • T-77 - Update posted 11/25/2020 adding revision date
    • T-79 - Posted 11/23/2020

     

    Contact Us

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