Rhode Island registration and tax info

What you need to do

• Add a new work address in Gusto for a different state, and;
• Hire an employee and assign them to that address.

Cost and timeline

Prices vary by state. You can see the cost, process, and how long it takes in step four below.

What the process looks like

1. You give us some basic business information.
2. Gusto and CorpNet will check your info.
3. Your registration is usually submitted within 3–5 business days.
4. Watch for mail with your tax account numbers and rates from the state. The state usually sends your tax account numbers and rates directly to you.
   
   • Heads up: If CorpNet doesn’t enter some information into Gusto, they can show you how to do it yourself.

Third-Party Agent (TPA) authorization reminder

Some state agencies need Gusto to have TPA access to file and pay your taxes. Usually, CorpNet doesn’t set this up, so you’ll have to do it yourself after registration.

Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA isn't needed right now.

Prices vary by state. You can see the cost, process, and how long it takes in step four below.

1. Sign in to Gusto as an admin.
2. Go to Taxes & compliance and click Tax setup.
3. Under “[State name] Tax Setup”, click Have us register for you.
   • The state will only show up if you’ve added a company work address there and assigned an employee to it.
4. Look at the price, process, and how long it will take.
   
   • We will not charge you until you send in your order.
5. Click Continue.
6. Answer a few questions to see if you're eligible.
   • We can only register for you if you do not already have a state account.
7. Click Save & continue.
8. Enter some company information (we'll fill in what we already know).
9. Click Save & continue.
10. Tell us who the responsible party is. This is the person in charge of the company’s tax matters and good standing. 
    • If you're a nonprofit and need help, check our FAQs below.
11. Click Save & continue.
12. Enter some state-specific operational information.
13. Click Save and continue.
14. Review all info carefully. Mistakes can delay things. 
    • Heads up: State and local agencies might add fees or take longer than expected. CorpNet will notify you if that happens.
15. Check the box to confirm all your info is correct and agree to the Terms of Service.
16. Click Send registration order.
    • We’ll email you with order updates and add the cost to your next monthly bill.

Some reminders

• You need to give Gusto third-party access (TPA) to your tax accounts. CorpNet doesn’t do this for you.
  • Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA isn't needed right now.
• Watch your mail for registration info. The state will send you your tax account numbers and rates.
  • CorpNet can help you enter tax info into Gusto, but they won’t do it for you.

When your order is complete, you’ll receive emails from both Gusto and CorpNet. They’ll detail the next steps, which include:

• Reviewing registration details
• Any other state-specific instructions

Before your order is done, use the link in the state registration email from Gusto to check your order's status.

You can also check the status in your Gusto account:

1. Click Taxes & compliance and select Tax setup.
2. Scroll to the state's section.
3. Click Check the status of your registration.

If your order is still in progress, you can cancel from your Gusto account:

1. Click Taxes & compliance and select Tax setup.
2. Scroll to the state's section.
3. Click Check the status of your registration.
4. On the right-side of the page, under “Changed your mind?”, click Cancel your order.
5. Let us know why you're canceling.
6. Click Cancel your order.

If you were already charged, you'll get a refund in a few business days.

If you canceled your order but would like to re-open it, contact CorpNet directly at (888) 449-2638. Or email them at [email protected].

Q: Can I run payroll before my registration is done?

A: Yes, you can usually run payroll before all state tax info is added in Gusto. You may be asked to enter tax rates and tax deposit frequencies, but can use temporary info.

Important reminders

• We cannot submit tax payments or filings until all tax account numbers are added.
• If you run payroll before finishing registration, you might get notices about late tax payments or filings. Any penalties are your responsibility.
• If you’re only registering for unemployment tax and don’t have your rate yet, use the new employer rate for your state in Gusto until you get the correct one. Update the rate once you get it.

Q: Can I use Gusto to register in a new state without a Federal Employer Identification Number (FEIN)? What if my business is merging or being acquired?

A: No, you need a FEIN in Gusto to get registration help for state taxes.

If your business is merging or being acquired, CorpNet cannot help with registration. You'll need to work with a tax advisor and state agencies directly.

Q: Where can I find my tax information?

A: You can find your tax info in several places: 

• In Gusto: Go to Taxes & compliance and click Tax setup, then scroll to state tax setup.
• In CorpNet: Create an account and sign in to see your info.
• In your state’s online portal: Find your account details there.
• By mail: Some agencies send tax info by mail. If that happens, CorpNet will let you know, and you'll need to enter this info in Gusto.

Gusto’s state tax registration service does not contain tax, legal, financial, or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer, HR expert, or accountant for specific guidance.

Q: What if I'm not liable for unemployment tax yet?

A: If you want CorpNet to start setting up an unemployment account number before you're liable, you can:

• Use today’s date as the first date the employee(s) in the new state will be paid. 
• Enter the start date of the quarter you expect to meet the liability threshold.
  • Check the state’s liability info in the Register on your own section (go to the SUI dropdown). If there’s no info, contact the state agency directly.

Q: Can CorpNet help if the responsible party is international without an ITIN or SSN?

A: CorpNet might be able to help. Contact them at [email protected] or call 1(888) 449-2638.

Q: Why can’t I enter 0% ownership for the responsible party or add a commercial owner?

A: Some states have a 1% minimum for the responsible party ownership percentage. These states include: ID, KS, MN, OH, SC, DC, DE, MD, NJ, NY, and RI.

You’ll need to place registration orders directly with CorpNet outside of Gusto or register directly with the agency.

Some states require an individual owner to be listed. If you’re a non-profit or unsure, contact CorpNet for help at [email protected] or call 1(888) 449-2638.

Q: Does CorpNet help with giving Gusto third-party access (TPA) for tax payments?

A: Some state agencies need Gusto to have TPA access to file and pay your taxes. Usually, CorpNet doesn’t set this up, so you’ll have to do it yourself after registration.

Check the state registration articles to see if TPA is needed and how to set it up. If there's no “Authorize Gusto” section, then TPA isn't needed right now.

Q: Does CorpNet help close state tax accounts?

A: No, you'll need to close the tax account yourself.

• Rhode Island Division of Taxation – withholding (income) and unemployment tax

You can register for withholding income tax and unemployment tax online at the Rhode Island Division of Taxation website.

Here's what you'll get:

• A Withholding Account ID (same as your Federal Employer Identification Number, or FEIN).
  • Gusto uses your FEIN to file and pay your withholding taxes, so you do not need to give us the Withholding Account ID.
• A withholding deposit schedule.
  • This is assigned during registration, after estimating how much you plan to pay in wages. Gusto makes these tax payments on the fastest possible schedule, so you do not need to worry about entering this info in Gusto.
• A Rhode Island Employer Account Number (for unemployment).
  • This usually takes 3–5 days after signing up.

Unemployment tax rate (experience rate)

Your Rhode Island tax rate (called the Experience Rate) will be on the "Notice of Tax Rate" letter from the Rhode Island Department of Labor & Training.

Gusto automatically adds the Job Development Assessment (JDA) of 0.21% to your rate, so do not add it yourself when entering the rate in Gusto.

If you do not know your tax rate, call the agency at (401) 574-8700.

Enter the tax account information in Gusto

After a work address in Rhode Island is assigned to one or more employees, you can add your tax account information:

1. Sign in to your admin profile. 
2. Go to Taxes & compliance and select Tax setup.
3. Find “Rhode Island Tax Setup” and click Manage taxes.
4. Next to “Registered with Rhode Island Division of Taxation” click Edit and let us know if you've registered. Then, click Save. 
5. Next to "Employer Account Number" click Edit and enter your unemployment account number. Then, click Save. 
   • If you edit a tax account number after payments or filings have already been made, there may be tax implications. Learn how to pull reports in Gusto that can help you correct any historical tax issues related to tax account number updates.
6. Next to "Tax Rate" click Edit and enter your unemployment experience rate. Do not include the Job Development Assessment (JDA), it's already accounted for.
   
   • If you do not have your rate yet, enter the new employer rate for Rhode Island temporarily. Update the rate once you get it.
7. Click Save. 

Your Withholding Account ID is the same as your Federal Employer Identification Number (FEIN).

Gusto uses the FEIN in your account to file and pay your withholding taxes, so you do not need to give us the Withholding Account ID.

If you have questions about your withholding account, call the Division of Taxation at (401) 574-8829.

Employer Account Number

Businesses that have run payroll in Rhode Island before can find their Employer Account Number by:

• Reviewing notices received from the Division of Taxation (e.g., Quarterly Wage Report (Form TX-17).
• Calling the agency at (401) 574-8700 for unemployment tax account details.

Experience rate

Your Rhode Island tax rate (called the Experience Rate) will be on the "Notice of Tax Rate" letter from the Rhode Island Department of Labor & Training.

Gusto automatically adds the Job Development Assessment (JDA) of 0.21% to your rate, so do not add it yourself when entering the rate in Gusto.

If you do not know your tax rate, call the agency at (401) 574-8700. If you're waiting to get your tax rate, you can enter the new employer rate for Rhode Island temporarily. Update the rate once you get it.

After a work address in Rhode Island is assigned to one or more employees, you can add your tax account information:

1. Sign in to your admin profile. 
2. Go to Taxes & compliance and select Tax setup.
3. Find “Rhode Island Tax Setup” and click Manage taxes.
4. Next to “Registered with Rhode Island Division of Taxation” click Edit and let us know if you've registered. Then, click Save. 
5. Next to "Employer Account Number" click Edit and enter your unemployment account number. Then, click Save. 
   • If you edit a tax account number after payments or filings have already been made, there may be tax implications. Learn how to pull reports in Gusto that can help you correct any historical tax issues related to tax account number updates.
6. Next to "Tax Rate" click Edit and enter your unemployment experience rate. Do not include the Job Development Assessment (JDA), it's already accounted for.
   
   • If you do not have your rate yet, enter the new employer rate for Rhode Island temporarily. Update the rate once you get it.
7. Click Save.