As of October 1, 1997, Rhode Island state dental offices are mandated
to report required information about new employees within 14 days of
their date of hire to the Rhode Island State Directory of New Hires.
The state will use new-hire reports to locate parents and enforce child
support payment orders, as well as prevent fraudulent workers' compensation
and unemployment claims.
Who must be reported?
Employers must report the hiring of any person
who resides or works in this state to whom the employer anticipates
paying earnings; and
the rehiring or return to work of any employee who was laid off,
furloughed, separated, granted a leave without pay or terminated from
New hire reports must contain the employee's name, address, social
security number, availability of employee/dependent health insurance
coverage, and payroll address - if different from employer address.
Optional information can contain date of hire, date of birth and state
How often must employers report?
Employers must report any new hires or rehires within 14 days of the
date of hire; or Employers reporting electronically or magnetically
must report by two monthly transmissions (if necessary) not less than
12 nor more than 16 days apart. Employers who fail to report as required
will be fined $20.00 for each new hire not reported, and $500.00 if
conspiracy not to report is detected and determined. Dental offices
that use a payroll service should inquire whether the service can provide
help with new-hire reporting. If you are a multi-state employer, you
have two options: Report newly-hired employees to the State in which
newly-hired or rehires are working or Select one state where you have
employees working and report all new hires to that state electronically
How must employers report?
First Class Mail Mail state form or copies
of W-4(s) with the dependent/health insurance information to:
Rhode Island State Director of New Hires
PO Box 540220
Omaha, Nebraska 68154-0220
Additional information and reporting specifications can be obtained
by calling (888) 870-6461.